Business and Finance |
Purpose: To provide guidelines for record retention.
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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)