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Responsible Department Item Date of Oldest Record in Storage No. of Years in Offsite Storage Before Disposal Media Disposal
Accounts Payable Purchase orders 1974 7 film  
Accounts Payable Voucher payment records and supporting documentation   7 film  
Accounts Payable A/P Prepaid Transactions and Voided Checks Reports (Daily Reports)   7 Paper  
Accounts Payable A/P Checks Written Reports (Daily Reports)   7 Paper  
Bursar Cashier's Daily Reports   5 paper  
Bursar Federal; Annual Reports   Permanently paper  
Bursar Loan accounting records   5 paper  
Bursar Paid-in-full Loan Notes and Files   8 paper  
Bursar Student Accounts Receivable Records   Permanently fiche  
Bursar Tuition payment records   8 paper  
Bursar Tuition year-end reports   5 paper  
Bursar Wage assignments, garnishments & tax levies documents   5 paper  
Capital Funds Bond Documents   7 years after paid in full paper shred
Capital Funds Bond Trustee Statements   7 years after paid in full paper  
Capital Funds Construction Files Capitalized Assets   Permanently paper  
Capital Funds Endowment books   Permanently paper  
Capital Funds Funds held for others closed files (Delete =2)   3 paper  
Capital Funds H. Ledgers   8 paper shred
Capital Funds Investment Security files     paper shred
Capital Funds Northern Trust/Investment Custodian Statements     paper shred
Capital Funds Plant Funds R & R accounts (Delete =2)     paper  
Capital Funds Property Management Reports by Asset Number     paper  
Capital Funds Statement of Investments     paper  
Capital Funds Terminated Annuity & Life Income contracts     paper  
Data Control ADMB (ADDS correction) batches   7    
Data Control AIC Batches   7    
Data Control APR (AP Reject) batches   7    
Data Control Bookstore billing   7 fiche  
Data Control Cash Receipt Batches   7 film  
Data Control Check cancellation requests with reissue   7 paper  
Data Control Check cancellation requests, no reissue   7 paper  
Data Control Compound Journal Entry Batches   7 film  
Data Control GAO (bank transfer) batches   7    
Data Control Miscellaneous Batches (JV's, budget)   7 film  
Data Control Plant Department billings   7 fiche  
Data Control Telecommunications billing   7 fiche  
Payroll Employee State and Federal Withholding Forms   7 film  
Payroll Fed Tax Yr-end Reports including individual earnings records (W-2, 1099)   Permanently film  
Payroll Terminated Employee Payroll & Staff Benefit education Authorization Forms  
7
film 		 
Payroll Terminated Monthly Academic Employee Appointment & Accounting Update Forms  
7
film 		 
Payroll Time cards   7 film  
Payroll Travel advance liquidation   8 paper  
Payroll Travel reconciliation   3 paper  
Purchasing Purchase requisitions   3    
Restricted Funds See Restricted Funds Procedure Manual        
Rpting & Cash Mgt AM061   Permanently fiche  
Rpting & Cash Mgt AM090/91's   Permanently fiche  
Rpting & Cash Mgt AM094   Permanently fiche  
Rpting & Cash Mgt Annual Reports   Permanently paper  
Rpting & Cash Mgt Audited Financial Statements   Permanently paper  
Rpting & Cash Mgt Bank statements and reconciliations   3 paper  
Rpting & Cash Mgt Budget Reports   Permanently paper  
Rpting & Cash Mgt Detailed Analysis to Financial Statements - Vol. I   Permanently paper  
Rpting & Cash Mgt Detailed Analysis to Financial Statements - Vol. II   Permanently paper  
Rpting & Cash Mgt External surveys   4 paper  
Rpting & Cash Mgt Federal tax returns   Permanently paper  
Rpting & Cash Mgt Financial Statement Workpapers   Permanently paper  
Rpting & Cash Mgt Negotiated Bank 14 checks (previously banks 1 & 2)   Permanently    
Rpting & Cash Mgt Negotiated non-payroll checks (Except bank 14) 1974 7    
Rpting & Cash Mgt Negotiated payroll checks   7    
Rpting & Cash Mgt Old financial accting system general ledgers   permanently paper  
Rpting & Cash Mgt Quarterly Financial Mgt. Reports   3 paper  
Rpting & Cash Mgt Separate corporations   permanently paper  
Rpting & Cash Mgt State tax returns   permanently paper  
Rpting & Cash Mgt Unclaimed property reports   8 paper  
Rpting & Cash Mgt Due to/Due From Reconciliation Back-up   3 paper  
Unrestricted Funds Account files Delete flag = 0   not applicable    
Unrestricted Funds Account files Delete flag = 1   not applicable    
Unrestricted Funds Account files Delete flag = 2   3 paper  
Unrestricted Funds Accounting protocols for closed programs   3 paper  
Unrestricted Funds AM061 by Executive Level   Permanently paper  
Unrestricted Funds Budget to FAS Reconciliations   3 paper  
Unrestricted Funds Department financial statements   3 paper  
Unrestricted Funds Enrollment Statistics   Permanently paper  
Unrestricted Funds Malpractice program files   Permanently paper  
Unrestricted Funds Payroll to FAS Reconciliations   3 paper  
Unrestricted Funds Petty cash custodian records   3 paper  
Unrestricted Funds SIS Reconciliations   3 paper  
Unrestricted Funds Student Medical Insurance Program files   Permanently paper  
Unrestricted Funds Workers Compensation program files   Permanently paper