Business and Finance
|
Purpose: To provide guidelines for record retention.
| Send guideline comments to: Web Administrator Responsibility for Administration: All Departments Department Guidelines Resides in: Business and Finance |
WORKING DOCUMENT
The following General Records Retention Guidelines contains minimum retention
periods for the official copy of the institution’s records. Note this is a working
guide and therefore, changes can and will be made as necessary. This is not
a policy. (Documents are kept in office files unless otherwise noted.)
(CLICK ON HEADINGS TO GO TO THAT SECTION OF THE DOCUMENT)
1-1. Governing Board Meeting Minutes
2-1. Administrative Correspondence
2-3. Meeting Minutes of President’s Executive Staff
PROVOSTS AND VICE PRESIDENTS DONE
3-1. Administrative Correspondence
3-6. Center for Digital Technology and Learning Development Grants
3-7. Academic Academic Assistance and Student Services
3-8. Associate Provost Records
4-2. Administrative Staff Meeting Minutes
4-4. Administrative Regulations
4-6. Attorney General Opinions
4-10. Conferences, Workshops, and Seminars file
(College or University Sponsored)
4-11. Deeds and Leases to College or University Property
4-12. Grant Files (Active and Inactive)
4-13. General Correspondence and Reference File
4-14. Internal Management Policy and Procedure Files
4-15. Legislative Reference Files
4-18. Management Information Reports
4-20. Permanent Building or Land Improvement Files
4-26. Records Disposition Files
PERSONNEL (HUMAN RESOURCES) DONE
5-1. Employer Status Reports (Unemployment Compensation)
5-2. Employment Applications (Not Hired)
5-3. Equal Employment Opportunity Report
5-4. Faculty Appointment Letters (Full and Part Time)
5-5. Job Announcements (Vacancies)
5-7. Log and Summary of Occupational Injuries and Illnesses
5-8. Personnel Files (Active and Terminated)
5-9. Personnel Policies and Procedures
5-10. Time and Attendance Records
5-14. Long Term Disability Records
5-15. Summary Plan Descriptions
5-17. Bargaining Negotiation Notes
5-18. Informal Employee Complaints
5-19. Formal Employee Complaints and Findings
6.0. Accounts Receivable Ledgers & Trial Balances
6.3. Bank Statements (after reconciliation with audit)
6.5. General Ledgers and End of Year Trial Balances
6.6. Invoices: travel Expenses, Direct Pays and Vendors (Customers)
6.8. Procurement Card Database & Reports
6.9. Fixed Assets: Purchase and Disposal of High Value Assets
6.10. W-9/W-8: Sales Tax Exemption Slips from Customers
6.11. Subsidiary Ledgers to the General Ledgers & Trial Balances
7-1. Computer Output Reports from Payroll Financial Data Bases (Non-Permanent)
7-2. Computer Output Reports from Payroll Financial Data Base (Permanent)
7-3. Electronic Funds Transfer Authorizations
7-4. Employer Contribution Report
7-5. Health, Dental, and Optional Life Insurance Reports
7-9. Workers’ Compensation Insurance Files
INTERNAL and EXTERNAL AUDITING DONE
STUDENT RECORDS & ACADEMIC INFO. (REGISTRAR) DONE
9-1. Official Transcripts (Graduate and Undergraduate)
9-5. Commencement Programs and Final Graduation Lists
9-7. Class Schedule Amendments – since March 2003 all done electronically
9-11. Graduation Application and Clearance
9-12. Working copy commencement folders
9-14. Withdrawal Authorization
9-15. Correspondence relevant to graduation and registration
9-16. Enrollment Reports (Final Official Reports)
INFORMATION TECHNOLOGY, OFFICE OF DONE
10-1. Information Technology Plans
11-1. Concession/Lease Agreements
11-5. Sports Information Files
11-8. Training Room Medical Records (Active and Inactive)
INSTITUTIONAL DEVELOPMENT AND RESEARCH PENDING
12-1. Appropriation Request File
12-4. Project Grant Awards and Contracts
13-1. Book/Publication Disposal Record
13-2. Interlibrary Loan Request Records (Processed and Unprocessed)
13-4. Manual and On-Line Library Card Catalog (Books, Periodicals,
13-5. Newspaper and Manuscript Collection
13-6. Photo Duplication Request Forms
14-2. Physician Appointment Schedules/Books
14-3. Student Health Services Telephone Log
15-1. Campus Security Department
INVESTMENTS AND ENDOWMENT DONE
16.4. Endowment Reconciliation Files
16.5. Gift Reconciliation Files
16.6. Quarterly Consultant Reports
16.8. Real Estate Warranty Deeds
PROPERTY AND CASUALTY INSURANCE DOCUMENTS DONE
17-1. All Lines of Property and Casualty-Policy Files and
17-2. Certificate of Insurance
17.5. Insurance Related Emails
17.7. Trip or Event Release Forms
17.9. Trip or Event Release Forms
GENERAL BUSINESS AND FINANCE DONE
18.3. Building Historical Documents
18.4. Building Project Documents
OFFICE OF STUDENT FINANCIAL PLANNING DONE
19.2. Student Financial and Recipient
OFFICE OF UNDERGRADUATE & GRADUATE ADMISSION DONE
20.1. Application for Admission
COLLEGE OF ARTS AND SCIENCES DONE
21.1. Arts and Sciences Dean’s Office
21.6. Grant Files (Active and Inactive)
21.7. Employment Applications (Not Hired)
21.8. Internal Management Policy and Procedure
21.10. Faculty Contracts (Full and Part-time)
21.11. Job Announcements (Vacancies)
21.12. Time and Attendance Records
21.15. Fine Arts Facilities Records
21.17. Student Advisee Folders and Assessments
21.18. Scholarship/Recipient Information
21.19. Invoices/Expenses/Accounting Records
21.20. Student Timecards/Work Records
21.22. Job/Position Faculty Search Information
21.23. Student Evaluations of Faculty
21.24. Faculty Meeting Minutes
21.28. Degree Fulfillment and Miscellaneous
SCHOOL OF MANAGEMENT & COMMUNICATION DONE
22-1. Administrative File/Correspondence (Academic Deans
22-2. Meeting Minutes (Academic Deans and Department Chairpersons)
22-3. Photographs/Slides/Posters
MARKETING AND COMMUNICATIONS PENDING
GOVERNING BOARD DONE
1-1. Governing Board Meeting Minutes
Records of official proceeding of university governing bodies. Information includes agenda,
date, place, list of attendees, action taken on resolutions, and a summary of discussion and
decision. Official minutes also include all informational attachments such as reports, survey,
proposals, studies and charts distributed to members for discussion, and for use in making
decisions on institution policy, planning, and administrative matters.
Retention
Office: 3 years
College or University Archives Permanent
PRESIDENT’S OFFICE DONE
2-1. Administrative Correspondence
Concerns communications received and generated by the institution’s president.
letters pertain to information request, responses to those inquiries; matters
related to the board of trustees; administrative and fiscal operations of the
institution; consultations with presidents of various colleges or universities;
information pertaining to professional organizations and educational authorities;
and other related topics.
Retention
Office: 3 years
College or University Archives: Permanent
2-2. Administrative Files
Document executive actions, decisions and interactions with key officials of the
institution. Information in the form of memoranda, policy statements, and
reports concerns accreditation requirements, budget material, department
activities, faculty and student relations, tenure and salary issues, physical plant
development, grant awards, research programs, foundation endowments, fiscal
accountability, personnel matters, academic requirements, student athletic
issues, and other related topics. Also included are draft copies of speeches.
Retention
Office: 3 years
College or University Archives: Permanent
2-3. Meeting Minutes of President’s Executive Staff
Document meeting held by a university president with his or
her executive staff. Information include agenda, date, names of attendees, a
summary of discussion, decisions made, and other related information.
Retention
Office: 5 years
College or University Archives: Permanent
2-4. Resource Files
Consists of manuals, informational bulletins, and guidelines required for long
term reference in the administration of the institution. Information includes
academic issues, copies of personnel policies, National Collegiate Athletic
association material, Commission on Higher Education activities, copies of
state and federal laws or regulations governing the administration of private
colleges and universities, fiscal procedures, institution organizational matters,
student government activities, and other related subjects.
Retention
Until superseded, or nor longer needed for reference.
PROVOSTS AND VICE PRESIDENTS DONE
3-1. Administrative Correspondence
Correspondence is related to the administration of an institution or its major
departments and divisions. Communications concern management activities,
priorities for academic affairs, major business and finance matters, physical
plant maintenance, important student related matters, and athletics
administration. These letters are usually found at the institution’s provost and
vice president levels.
Retention
Office: 3 years
College or University Archives: Permanent
3-2. Administrative Files
Documents actions of a private university’s provost or vice presidents.
Information includes memoranda and reports concerning institutions policy,
organization and program development records, and important fiscal data and
personnel information. These records reflect administration of policies,
coordination of institution functions, and overall management of major divisions
and departments of a private college or university.
Retention
Office: 3 years
College or University Archives: Permanent
3-3. Faculty Senate Records
Monthly (academic year) meeting minutes are published at the beginning of the next meeting.
The other documents are auxiliary to the functioning of faculty governance. Type of Records
include: meeting minutes, rules, regulations, and election materials.
Retention
Office: Permanent
College or University Archives: Permanent
3-4. International Center
Information relating to international operations. Including but not limited to Admission’s materials,
immigration documents, academic information, study abroad student files, and employment files.
Retention
Office: 5 years
(Includes Int’l Student files, Int’l Center office files, and Study Abroad files)
College or University Archives: Files no longer needed, then shredded
Office: (Employment files) Permanent
College or University Archives: Files no longer needed, then shredded
3-5. New Employee (Faculty)
All documents pertaining to processing a new employee.
Retention
Office: Permanent
College or University Archives: Permanent
3-6. Center for Digital Technology and Learning Development Grants
Documents for disbursing development grants each year.
Retention
Office: Grants Permanent Electronically
Provost’s office Permanent
College or University Archives: Permanent
3-7. Academic Academic Assistance and Student Services
Documents pertaining to student progress, correspondence with students, meeting notes,
and budget summaries.
Retention
Office: Until student graduates
College or University Archives: Permanent (Kinne Center Vault)
3-8. Associate Provost Records
Documents include Deans’ Council minutes, research data, survey data, salary analyses,
grant programs, and self study materials for accreditation.
Retention
Office: (meeting, salary, accreditation documents) Permanent
Research (electronic on computer on Assoc. Provost’s computer) 5 years
Surveys (electronic on Assoc. Provost’s computer) 7 years
Grant Program document applications 3 years
Grant award records 10 years
College or University Archives: Permanent
3-7. Office of the Provost
Documents of various communications and various personnel information.
Retention
Office: Until no longer needed
College or University Archives: Some are Permanent
3-8. Chemical Inventory
Documents pertaining to the safety and storage of chemicals in primarily science buildings.
Documents such as, inventory sheet including where chemical is stored, date of inventory,
written chemical disposal policies and staff awareness documents, inspection checklists and
summary reports, list of hazardous waste generators, incident reports, chemical hygiene plan,
emergency contact information, satellite waste accumulation log, MSDS reports, list of
surrendered drugs to Drug Enforcement Agency, and correspondence with Environmental
Protection Agency.
Retention
Pertinent Office that Created document:
Inventories 1 year
Guides and Plans Until no longer needed
Reports of: Training, Incidents, Logs 3 years after employee is no longer employed
by Drake
Lists of Hazardous Waste: Generators,
Safety Data, MSDS reports, Shipping
Manifests, Drug Enforcement inventories, and
Environmental Correspondences, Testing
Results, Waste removal statements, Handler
Information Reports 30 years after DU no longer generates hazardous waste
Contact List Updated annually or as changes occur
College or University Archives: 30 years after Drake office copy is no longer needed
ADMINISTRATIVE SERVICES DONE
4-1. Accreditation Reports
Used to record observations, recommendations and decisions of visiting
accreditation committee members. These reports are received from study
committees of accreditation associations for colleges and universities. Reports
reflect suggestions and recommendations concerning an institution’s
organizational structure and administration, educational programs, financial
resources, faculty qualifications, library resources, student body characteristics
physical plant features and vital area for institutions of higher learning. Also
included are remarks prepared by institution officials to respond to the
committee’s observations and suggestions.
Retention
Office: Until no longer needed for reference
College or University Archives: Permanent
(by Department, College, School)
4-2. Administrative Staff Meeting Minutes
Records of meetings held by administration officials with administrative staff.
Information includes agenda, place, date, list of attendees and a summary of
discussions and staff decisions. Also included are informational attachments
such as reports, proposals, memoranda and other information distributed to
officials and staff for use in making decisions concerning administrative
services for an institution.
Retention
Until no longer needed for reference (By Department)
4-3. Administrative Bulletins
Used to record and circulate information concerning policies, procedures, and
administrative activities of a college or university. Information includes
administrative directives to staff and faculty assignments, educational
opportunities, new policies and policy changes, academic program requirements
and other related information.
Retention
Until no longer needed for reference (by Department)
4-4. Administrative Regulations
Issued by the Commission on Higher Education or governing body and used for
the general operation of college or university programs. Information includes
regulations, instructions, or other issuance’s that establish methods to administer
a college or university’s mission, functions, and responsibilities.
Retention
Until superseded and no longer needed for reference (by Department)
4-5. Annual Reports
Published report of college or university governing body made annually to the
Board of Trustees. Information includes financial summaries, objectives, goals, and
other data concerning the college or university during the fiscal year. Most annual
reports contain an organizational chart, along with brief narratives, and statistical
information concerning each major section and division of the college or university.
Retention
Office: Until no longer needed for reference (Marketing and Communications)
College or University Archives: Permanent (President’s Office)
4-6. Attorney General Opinions
Official opinions issued by attorneys and his/her assistants. These
are legal interpretations written upon request of a college or university to guide
in enforcing and obeying the law. Also included is related correspondence.
the record copy of this series is maintained permanently by the Attorney’s office.
Retention
Until superseded or no longer needed for reference (By Department)
4-7. Calendars
Used to keep track of work related events and commitments of college or
university staff members. Information includes daily appointment books,
calendars, and other records indicating dates for meeting and work activities.
Retention
3 years (by Department)
4-8. Central Supply Request
Document copies of central supply requests processed for a college or
university. Information includes date, department account code, requisition,
item number, quantity ordered, quantity used, description, price, extension,
deliver to, and location.
Retention
3 years (by Department, Accounting)
4-9. Committee Files
Document actions and recommendations of committees, established to provide
advice on policy matters and other management topics. Information consists of
letters, memoranda, and other paper work concerning budget matters,
maintenance of facilities, curriculum development, utilization of state/federal
funds, purchase or sale of property and other subjects related to the institution
administration, operation and academic programs.
Retention
Office: 5 years
College or University Archives Permanent (hard copy or electronic)
(By Department)
4-10. Conferences, Workshops, and Seminars file
(College or University Sponsored)
Files concerning each conference, workshop or seminar sponsored by the
college or university. Information includes registration material, letters,
brochures, lists of restaurants, hotel listings, and other related information.
Retention
Until no longer needed for reference (By Department)
4-11. Deeds and Leases to College or University Property
Document deeds and leases to real property owned or used by the University.
Information includes description and location of the property, maps, sale
agreements, land acquisition forms, deeds, lease agreements, and related
correspondence.
Retention
Permanent (Bus&Fin, Facilities, Real Estate, some by Department)
4-12. Grant Files (Active and Inactive)
Used to retain information concerning financial grant assistance received by a
supported college or university. Files contain some or all the following:
documents: statement of budget and expenditures, notices of grants awarded,
financial status reports, authorization for transfer of grant funds, draft copies of
detailed budgets for programs, copies of federal assistance, educational grants,
student loan and work study programs, financial assistance for veterans and career
professionals, and other related information.
Retention
Office: Time period required by the granting agency.
Archives: Grant award letters, final grant reports, & final 269 reports
kept indefinitely. (Grants and Funded Programs)
4-13. General Correspondence and Reference File
Routine correspondence and reference materials created or retained by
administrative staff. Letters and memoranda reflect communications
regarding program procedures, general work activities, and responses to
information requests. Also included are copies of policy and procedure
statements, program information, reports and other related material.
Retention
2 years or until no longer needed for reference. (Per Department)
4-14. Internal Management Policy and Procedure Files
Policies, procedural directives and manuals developed by an institution to
govern its internal management functions such as payroll, procurement,
personnel administration, equipment inventory, and other internal management
matters.
Retention
Office: Until no longer needed for reference
College or University Archives: Permanent (per Department)
4-15. Legislative Reference Files
Records pertaining to bills, prospective legislation and laws. Information
includes bill and supporting material concerning proposed legislation, such as
newspaper clippings, reports and correspondence. The series also includes
copies of approved legislation.
Retention
Office: Until no longer needed for reference
College or University Archives: Permanent (By Department)
4-16. Litigation Case Files
Document judicial proceedings, which involve the college or university. Files
include some or all of the following documents: affidavits, summons and
complaints, responses, orders of dismissals, notice and general appeal, laws and
regulations applying to a particular case, legal briefs, transcripts of
proceedings, orders, court decisions, and related information. Portions of this
series may be kept permanently by the Archives through the Attorney’s office
over these cases.
Retention
6 years after the case is closed
(Bus&Fin, Human Res., Attorney)
4-17. Mailing lists
Used to record the names and addresses of clients and other persons with whom
the college or university has regular contact. Information includes mailing lists,
and registers concerning employees, officials, and constituent, whom college
or university staff communicate with regularly.
Retention
Until superseded (Accounting, Human Resources, Information Technology)
4-18. Management Information Reports
Provide information concerning general administration, facilities management
and student enrollment. Reports concern surveys, facility inventories, student
enrollment figures and projections, and other related topics.
Retention
Until superseded and no longer needed for reference (Data Collections Dept.)
4-19. Organization Charts
Reflect the organizational structure of a college or university and its
departments. Information includes a diagram which shows a systematic and
symbolic arrangement of an institution’s departments and program areas by
name and function.
Retention
Office: Until no longer needed for reference
College or University Archives: Permanent (by Department)
4-20. Permanent Building or Land Improvement Files
Files concern construction of and permanent improvements to the college or
university’s facilities. Information includes project proposal, capital
improvement requests, authorizations to execute construction contracts, cost
estimates, construction contracts, related memoranda, correspondence,
blueprints, and specifications.
Retention
Office: Until no longer needed for reference
College or University Archives: Permanent (1 copy)
(Bus&Fin/Facilities)
4-21. Photographs
Photographic proofs and negatives of college or university activities.
photographs may include identification according to time, place, and college or
university activity.
Retention
Office: Until no longer needed for reference
College or University Archives: Permanent (Bus&Fin/Market&Comm)
4-22. Property Inventories
Itemized lists of fixed assets (except land and buildings) completed by
institutions. Information includes inventories of equipment, furniture, and other
similar property purchased with university funds.
Retention
3 years after superseded or updated.
(Bus&Fin/Facilities)
4-23. Public Relations File
Information concerning college or university publicity. Included are press
releases biographies, newspaper clippings, promotional materials, bulletins,
broadcast scripts, photographs, visual documentation, and other related items.
Retention
Until no longer needed for reference
(Marketing and Communications)
4-24. Publications
Printed material published by colleges or universities for internal and
external distribution. This series includes directories, manuals, research
reports, surveys, and other college or university publications (except annual
reports).
Retention
Office: Until no longer needed for reference
College or University Archives: Permanent (by Department)
4-25. Reading File
Duplications of outgoing letters, arranged chronologically and maintained for
periodic review by staff members. Information reflects routine and non-routine
issues, and serves as reference for staff.
Retention
Until no longer needed for reference
(by Department)
4-26. Records Disposition Files
Files related to an institution’s records management program. Included are
records retention schedules, guidelines, information concerning records
inventory and scheduling, records transfers, microfilm applications, disposal
notices, and other related data.
Retention
Permanent (by department)
4-27. Speeches
Drafts and final copies of speeches given by Administrative staff below
the college or university president, provost, and vice presidents’ level.
Speeches concern program procedure, work activities, and related topics.
Retention
Until no longer needed for reference
(Most SAC level)
4-28. Surveys/Maps
Developed by an institution to carry out its mission and function. Information
concerns roads, boundaries, property lines, corners, monuments, road marker
placements, structures, sites, and other related data.
Retention
Office: Until no longer needed for reference
College or University Archives: Permanent (Bus&Fin, Facilities)
4-29. Work Order Request File
Document copies of work order requests for all program classifications of the
institution. Information on the work order requests include date, site of work,
service or modifications requested, estimated cost, budget code to be charged,
person coordinating the work, date needed, signature of requestor, signatures of
approval, date request received by plant support, estimated completion date,
and date completed.
Retention
3 years (Facilities)
4-30. Work Reports
Reports of work activities performed by personnel carrying out regular or special duties.
These documents reflect dates, person responsible for reports, and a running account of
daily activities performed.
Retention
2 years or until summarized or superseded (by Department)
PERSONNEL (HUMAN RESOURCES) DONE
5-1. Employer Status Reports (Unemployment Compensation)
Reports from an individual college or university to the Department of Labor
and Employment to determine the liability or non-liability of a college or
university for payment of unemployment compensation. Information includes
the employer status report, notice of liability sent to the college or university,
notice of contribution for the next calendar year, and related memoranda and
correspondence concerning changes in college or university unemployment
compensation accounts and liability.
Retention
6 years
5-2. Employment Applications (Not Hired)
Completed employment applications and personal resumes of applicants who
were not hired by a college or university.
Retention
3 years from the date of rejection
5-3. Equal Employment Opportunity Report
Any Equal Employment Opportunity reports prepared for purposes
of reporting the race, gender job classification and/or compensation
of all college or university Personnel.
Retention
2 years from the date of the personnel action involved or the making of the
record provided information has been forwarded to the University’s Human Resources
Department
5-4. Faculty Appointment Letters (Full and Part Time)
Letters of appointment sent to full or part-time faculty members.
Retention
6 years after appointment has ended or until no longer needed for
reference.
5-5. Job Announcements (Vacancies)
Announcement concerning job openings in institutions. Information includes
title of position, salary or grade range, description of job duties, closing date,
and to whom applications should be directed.
Retention
2 years after position is filled or announcement is superseded or updated
5-6. Leave Slips
Forms completed by college or university employees to request time off from
work.
Retention
2 years
5-7. Log and Summary of Occupational Injuries and Illnesses
Record of work-related injuries, illnesses, and deaths reported to the University’s
Human Resources Office. The record copy of this series is retained in the University’s
Human Resources Office.
Retention
5 years following the end of the calendar year to which they relate
5-8. Personnel Files (Active and Terminated)
Personnel files of current and former employees of the college or university.
Information includes employment applications, resumes, performance appraisals,
leave records, employee profile, Controller payroll change forms, position descriptions,
insurance information, dual employment information, resignation and termination records
correspondence, and other related information.
Retention
10 years after termination of employment
5-9. Personnel Policies and Procedures
Policies and procedures issued by the college or university or the University’s
Human Resources Department. Information includes employment application policy,
classification and compensation plan, explanation of performance appraisal
system, reduction in force procedures, grievance policies, equal employment
opportunity guidelines, employee handbook, other procedures issued by a college or
university and/or the University’s Human Resources Department.
Retention
Office: Until no longer needed for reference
College or University Archives: Permanent
5-10. Time and Attendance Records
Records concerning time worked by non-exempt employees. Information includes
employee’s name, section or organization unit, employee number, pay period,
total time worked, and employee’s signature.
Retention
7 years
5-11. Vacancies File
Documents position vacancies in a college or university. Information includes
college or university’s name, grade, classification title, salary range, hours
worked per week, and pay rate of position.
Retention
Until superseded or updated
5-12. Benefit Plan Contracts
Any contracts relating to the administration of employee benefits.
Retention
A minimum of 25 years after the contract has ended.
5-13. I-9s
Documentation required to provide eligibility to work in the United States
Retention
A minimum of 3 years from the date employment ends.
5-14. Long Term Disability Records
Any records relating to the application of long term disability benefits.
Retention
Permanent
5-15. Summary Plan Descriptions
The Summary documents of employee benefit plans maintained by Human
Resources for purposes of employee communication and plan documentation.
Retention
6 years after SPD is superceded by
amendment or replacement document
5-16. Plan Documents
Formal plan documents drafted and approved by the Drake University Board of Trustees.
Retention
Permanent
5-17. Bargaining Negotiation Notes
Notes taken during the negotiation of collective bargaining agreements by HR personnel.
Retention
Permanent
5-18. Informal Employee Complaints
Notes or documents relating to informal employee complaints pursuant to the University
Policy on Community, Diversity, Freedom of Expression and Harassment Policy.
Retention
3 years from the date of complaint
5-19. Formal Employee Complaints and Findings
Notes or documents relating to formal employee complaints pursuant to the University
Policy on Community, Diversity, Freedom of Expression and Harassment.
Retention
3 years after the employee’s separation from Drake, unless the records also relate to a
current Drake employee or are the subject of a pending administrative or court case.
ACCOUNTING DEPARTMENT DONE
6.0. Accounts Receivable Ledgers & Trial Balances
Accounts receivable (TZRAGES) 3 reports run daily for DUCSOM, Rent and Misc.
Retention
Office: Stored Electronically: Accounting Shared Folder6-7 years
College or University Archives:
6.1. Back up Documents
Documents submitted by departments including supporting documents, including,
cash receipts, deposits, and purchase orders.
Retention
Office: Stored Electronically: Banner & Xtender Databases 1 year
College or University Archives:
6.2. Bank Reconciliations
Bank Statements from bank and reconciliation spreadsheets generated by staff accountant.
Retention
Office: 1 year
College or University Archives:
6.3. Bank Statements (after reconciliation with audit)
Weekly statements sent from bank and electronic downloads of cancelled checks.
Retention
Office: Stored Accounting Office and
Electronically: Accounting Shared Folder 1 year
College or University Archives:
6.4. Cancelled Checks
Physical check returned from bank.
Retention
Office: Stored Accounting office and Resource Center 6-7 years
College or University Archives:
6.5. General Ledgers and End of Year Trial Balances
General ledgers and end of the year trial balance reports.
Retention
Office: Electronically: Banner Database Permanent
College or University Archives: Permanent
6.6. Invoices: travel Expenses, Direct Pays and Vendors (Customers)
Forms to pay from submitted by the departments including any supporting documents.
Retention
Office: Stored: Accounting Department, Resource Center,
Scanned Electronically to Xtender Database 6-7 years
College or University Archives:
6.7. Journals
Journal entries and supporting documents.
Retention
Office: Stored Electronically: Banner & Xtender Databases 6-7 years
College or University Archives:
6.8. Procurement Card Database & Reports
Monthly download of detailed transactions and statements of credit card use.
Retention
Office: Stored: Wells Fargo Database and
Electronically: Accounting Shared Folder 6 years
College or University Archives:
6.9. Fixed Assets: Purchase and Disposal of High Value Assets
Detail of Disposals and Assets via invoices and journal documentation.
Retention
Office: Stored Electronically: Banner Database 6-7 years
College or University Archives:
6.10. W-9/W-8: Sales Tax Exemption Slips from Customers
Tax Status Form: taxpayer identification number and certificate request form.
Retention
Office: Stored Accounting Department 15 years
College or University Archives:
6.11. Subsidiary Ledgers to the General Ledgers & Trial Balances
Subsidiary Ledgers to the General Ledgers these reports are used together to make
sure accounts are in balance. Trial balances are used at year end to keep current fiscal
year in balance while starting new fiscal year.
Retention
Office: Stored Electronically: Banner Database and
Accounting Shared Folder 6-7 years
College or University Archives:
6.12. Control Reports
Control reports are used on a daily bases to make sure accounts are in balance.
Retention
Office: Stored Electronically: Accounting Shared Folder6-7 years
College or University Archives:
6.13. Check Registers
report is run and printed after checks have been printed.
Retention
Office: Stored Accounting Department and
Electronically: Accounting Shared Folder 6-7 years
College or University Archives:
PAYROLL DONE
7-1. Computer Output Reports from Payroll Financial Data Bases (Non-Permanent)
Financial reports (regardless of medium) generated from a computer data base
for the disbursement of resources of the institution. The reports may be generated daily,
weekly, monthly, annually, or at year end closeout. They can be a regular report or a query
to the data base.
Retention
Until updated, superseded, or no longer needed for reference
7-2. Computer Output Reports from Payroll Financial Data Base (Permanent)
Financial reports (regardless of medium) generated from a computer data base for the
disbursement of resources of the institution. These are cumulative fiscal year end closeout
reports summarizing the financial activities of the institution by providing final year-to-date
summary accounting data and a permanent audit trail for all disbursement transactions affecting
any and all funds and accounts.
Retention
Office: 7 years
College or University Archives: Permanent
7-3. Electronic Funds Transfer Authorizations
Authorizations to deposit employee payroll earnings into employee bank accounts through
direct deposit. Information includes employee name, name of financial institution, copy of
deposit slip, and other related information.
Retention
7 years after termination, cancellation, or change of authorization
7-4. Employer Contribution Report
Information includes name and address of the employer, number of persons employed
during the quarter, how remittance is paid, number of places of business in Iowa covered
by the report and signature, title, date of individual filling out the report, and other documents
concerning taxable and non-taxable wages of employees.
Retention
7 years
7-5. Health, Dental, and Optional Life Insurance Reports
Generated to reconcile the monthly health, dental, and optional life insurance
bills of the agency. Information includes agency name, address, group
identification number, billing period, subscriber count, premium amount
(employer/employee shares), source of funds, premium due and other related
information.
Retention
7 years after termination of employment or cancellation of the authorization
7-6. Payroll Adjustment Forms
Forms to deduct money from employee’s wages. Information includes name,
social security number, amount, description of deduction, payroll period
beginning date and others elated information.
Retention
7 years after termination of employment or cancellation of the authorization
7-7. TIAA-CREF File
Used to record the deductions for retirement plan. Information includes employee name,
social security number, agency number, agency name, and amount of deduction.
Retention
7 years
7-8. Table Report (Payroll)
Define the meaning of code numbers and fund groups used in transactions
processed through the institutions automated financial accounting system. The
specification of the reports of each institution may vary.
Retention
Office: 7 years
College or University Archives: Permanent
7-9. Workers’ Compensation Insurance Files
Used to document the payment of workers’ compensation insurance premiums.
Information includes an interdepartmental transfer for payment of premiums,
and a form to the Iowa Compensation Insurance Authority or the contract
Worker’s Compensation Fund reflecting the total due and payment due date
with attached memos.
Retention
7 years
INTERNAL and EXTERNAL AUDITING DONE
8-1. Internal Audit Report
Documents the final financial, operational, and compliance audit finding for
the institution or its departments. Information includes background information,
subject of the audit, findings, and recommendations.
Retention
Permanent
8-2. Working Papers
Used to conduct periodic financial, operational, and compliance audits of all
offices. Information includes pre-audit research and planning, analysis sheet,
suggestion sheets, entrance/exit conference, computer software applications,
findings, recommendations, inventory of property, organizational control
review, and internal control questionnaire.
Retention
5 years and until no longer needed for reference
STUDENT RECORDS & ACADEMIC INFO. (REGISTRAR) DONE
9-1. Official Transcripts (Graduate and Undergraduate)
Used to record the official internal academic transcript of students attending the University.
These records include such information as name, identification number, major, courses taken,
grades received, dates of attendance and type of degree rewarded (if any).
Retention
Permanent
9-2. Grade Sheet/Reports
Used to record grades for each college or university student enrolled in a specific course
at the end of each semester. The grade sheet/report reflects the following information:
student number, student name, course title, semester, department, course number, section,
instructor, grade and signature of the instructor. As of Summer 2003 no paper records are
being generated – all kept electronically.
Retention
Permanent
9-3. Change of Grade Forms
Used by faculty/instructors to change an already submitted grade.
Retention
Permanent
9-4. Drop/Add Slips
Forms used to drop or add a student to a class.
Retention
5 years
9-5. Commencement Programs and Final Graduation Lists
A booklet that contains the commencement activities and lists all students that can graduate.
Retention
Permanent
9-6. Class Schedule
A document that contains the student class schedule indicating location, time, instructors, etc.
Retention
Permanent
9-7. Class Schedule Amendments – since March 2003 all done electronically
Retention
9-8. College Catalog
Document that contains courses offered by the institution and other student pertinent information.
Retention
Permanent
9-9. CLEP/AP Scores
Original records of individual student exam scores in College Level Examination Program (CLEP),
Advanced Placement (AP), International Baccalaureate (IP), A-levels (foreign exams)
Retention
5 years after last date of attendance
9-10. Academic Files
Files which document the fulfillment of requirements necessary to graduate from one of Drake
University’s Colleges or Schools. (Held in individual college offices, not Student Records)
Includes transfer credit evaluations.
Retention
5 years after last date of attendance
9-11. Graduation Application and Clearance
Used by students to designate intention to graduate. Includes degree program, major,
graduation expected term.
Retention
5 years after last date of attendance
9-12. Working copy commencement folders
Retention
5 years
9-13. Transcript Requests
Requests for a transcript of student’s permanent academic records and the record of
payment received for the copy.
Retention
1 month
9-14. Withdrawal Authorization
Retention
1 year
9-15. Correspondence relevant to graduation and registration
Retention
5 years
9-16. Enrollment Reports (Final Official Reports)
Retention
Permanent
INFORMATION TECHNOLOGY, OFFICE OFDONE
10-1. Information Technology Plans
Information Technology will retain an inventory list of computer equipment located in Dial,
and an inventory list of telephone equipment located in Jewett as well as a record for annual
new equipment costs. The record copy of this series is maintained through the Chief Information Officer
of the Office of Information Technology.
Retention
3 years (Information Technology)
10-2. Telephone Bills
Provide a monthly statement of charges for telephone calls billed to a college or
university. Includes information, such as, group, division, college, department, building, room,
general ledger account, date, time, DAC, dialed number, destination, station, duration,
charges, etc. This information is retained in the E-print reports.
Retention
3 years (Telecommunications)
ATHLETIC DEPARTMENT PENDING
11-1. Concession/Lease Agreements
Document sale of concessions at sports events, use of college or university
trademarks for the sale of memorabilia, and rentals for box seating.
Information includes athletic concession agreements, revocable nonexclusive
licenses to use certain indicia of the university, and stadium seating
lease agreement.
Retention
6 years after termination of lease agreement
11-2. Equipment Files
Document the use of sportswear and equipment by student athletes.
Information includes equipment room daily activity report, equipment rental
charts, statement of lost equipment, and other related information.
Retention
4 years
11-3. Recruiting Files
Document the recruitment and eligibility of student athletes for participation in
the athletics program as governed by applicable guidelines. Information
includes official visit of prospective athlete, student-athletes’ affirmation of
eligibility, national letter of intent, and related forms.
Retention
4 years
11-4. Scrapbooks
Record publicized athletic events and sports activities at the institution.
Information includes clipping form local newspapers and other media
concerning athletic events at the college or university.
Retention
Office: 6 years
College or University Archives: Permanent
11-5. Sports Information Files
Contain information distributed to the news media concerning sports events at
the institution. Information includes box scores, play-by-plays, and team
statistics.
Retention
1 year or until no longer needed for reference
11-6. Ticket Applications
Used to process requests for season and individual game tickets to athletic
events. Information includes the applicant’s name, address, phone number, and
number of tickets requested.
Retention
3 years
11-7. Ticket Records
Document the control of ticket operations and distribution of tickets for athletic
events. Information includes sale of tickets, allocation of tickets, allocations for
“away” games, stadium attendance, and related records.
Retention
3 years
11-8. Training Room Medical Records (Active and Inactive)
Created by physicians and training room staff to monitor student athletes’
medical histories during their association with the college or university athletic
program. Information includes medical histories, injury complaints, drug
testing, and other related data.
Retention
Active files: Until student graduate or withdraws
from the college or university
Inactive file: 7 years from date of last contact
INSTITUTIONAL DEVELOPMENT AND RESEARCH PENDING
12-1. Appropriation Request File
Documents information compiled by a college or university’s staff to provide
the basis for the university’s budget request. Information concerning budget appropriations
includes utility expenditure summaries, enrollment reports, research and public service program
assessments, financial data for staff and faculty salaries, library and facility needs, and other
information which serves as a basis for the University’s request.
Retention
3 years
12-2. Foundation Files
Document the administration of college or university foundations files may
include correspondence, reports, proposals, accounting and financial
information, surveys, justifications, an other related information.
Retention
Office: 5 years
College or University Archives: Permanent
12-3. Gift Files
Document the funding of financial gifts to the university and the
administration of these funds. Included in this series are financial records,
correspondence, memoranda, reports, special stipulations or provisions, and
other related information.
Retention
Office: 5 years
College or University Archives: Permanent
12-4. Project Grant Awards and Contracts
Document grants and contracts awarded to faculty, staff and graduate assistants
for sponsored projects. Information includes name of project, award
notification, contract number, and other related information.
Retention
6 years after expiration of grant funding period or termination of contract
and until no longer needed for reference
LIBRARY SERVICES PENDING
13-1. Book/Publication Disposal Record
Used to record the sale, transfer, or disposal of outdated, obsolete materials and
books. Information includes title, call number, author, date, how disposed of.
Retention
3 years
13-2. Interlibrary Loan Request Records (Processed and Unprocessed)
Used to record successfully processed interlibrary loan requests and loan
requests the staff was unable to process. Information includes patron’s name,
identification, requested information, and whether the materials or books are
available. This series also documents interlibrary loan transactions for patrons
of other libraries that use the institution’s library system.
Retention
Records for processed requests: 3 years
Records for unprocessed requests: 1 year
13-3. Library Fines and Fees
Documents money received for library fines, library computer information
searches, lost books, and interlibrary loan request. Information includes
amount of money received, what the money was received for, date, and
signature of person receiving fine.
Retention
3 years
13-4. Manual and On-Line Library Card Catalog (Books, Periodicals,
and Other Publications)
Used as a finding aid to the library holding. Information includes name of
author, title, subject, publisher, publication date, and call number.