Title of Series
Description
Retention
Disposition
Retention Group
|
Annual Financial Report
|
Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding area, such as academic and student services areas. May include audit report.
|
4 Years
|
Review for continuing historical value and potential transfer to institutional archives.
|
FIN7000
|
|
Audit Report - External
|
Final report of state or independent auditor.
|
4 Years
|
Archives. Review for historical value.
|
FIN7010
|
|
Audit Report - Internal
|
Final report of the internal auditor
|
4 Years
|
Destroy
|
ADM3010
|
|
Bad Debt Actions (University specific)
|
Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered.
|
4 Years
|
Destroy
|
FIN6000
|
|
Bank Deposits
|
Record of deposits in banking institutions.
|
4 Years
|
Destroy
|
FIN1000
|
|
Bank Reconciliations
|
Explanation of differences between bank statement balance and actual balance.
|
4 Years
|
Destroy
|
FIN1000
|
|
Bank Statements
|
Periodic statement of bank balances.
|
4 Years
|
Destroy
|
FIN1000
|
|
Bids Accepted
|
For purchases.
|
Active + 5 Years
|
Destroy
|
FIN8010
|
|
Bids Rejected
|
For purchases.
|
3 Years
|
Destroy
|
FIN8000
|
|
Bond Registers
|
Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc.
|
Active + 6 Years
|
Destroy
|
FIN5000
|
|
Budget Planning Documents
|
Budget requests, including program plans for coming year, usually by cost center.
|
Active + 1 Year
|
Archives. Review for historical value.
|
FIN2000
|
|
Budget - Institutional
|
Final, approved, yearly budget for institution, usually in printed form.
|
Active + 1 Year
|
Archives. Review for historical value.
|
FIN2000
|
|
|
|
4 Years
|
Destroy
|
FIN1000
|
|
Check Register (University specific)
|
Book or original entry for all cash disbursements paid by check.
|
4 Years
|
Destroy
|
FIN1000
|
|
Cost Accounting (University specific)
|
Record analyzing cost for producing certain items or performing certain tasks.
|
4 Years
|
Destroy
|
FIN7010
|
|
Delinquent Accounts Report (University specific)
|
Listing of students who owe money to university or college.
|
4 Years
|
Destroy
|
FIN6000
|
|
Delivery Slips
|
Documents sent with purchased goods indicating item(s) shipped.
|
3 Years
|
Destroy
|
FIN8020
|
|
Endowment Fund Reports - Annual
|
Annual report of funds received and expended by endowment accounts. May be in form of report to donors.
|
Active + 6 Years
|
Archives. Review for historical value.
|
FIN3000
|
|
Endowment Fund Reports - Periodic
|
Periodic report of funds collected or expended by endowment accounts.
|
Active + 6 Years
|
Destroy
|
FIN3000
|
|
Parking Tickets - Unpaid (University specific)
|
|
4 Years
|
Destroy
|
FIN6000
|
|
Purchase Orders
|
Purchasing Office's copy of order to a supplier authorizing purchase of goods.
|
Active + 5 Years
|
Destroy
|
FIN8010
|
