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Schedule for Record Types Not Stored in the Archives

KEY:

Active = retain only as long as frequent reference is made tothe document

Current = retain only for the current year/period

Record Type

Who Is The Official Copy Holder?

How Long Do They Retain The Official Copy?

How Long Do Others Retain Other Copies?

Accounts payable ledgers/backup BUSINESS OFFICE 7 years ----
Accounts Receivable BUSINESS OFFICE 7 years ----
Advising Files Any office graduation + 1 year ----
Alumnae Surveys Office of origin PERMANENT Active
Annual Reports Office of origin PERMANENT Current
Announcements Office of origin PERMANENT Until read
Applicant Files HUMAN RESOURCES Current ----
Artifacts Call Archives Call Archives Call Archives
Audit & Review Reports BUSINESS OFFICE PERMANENT Until superseded
Bank Reconciliations Any office 4 years ----
Bank Statements Any office 7 years ----
Blueprints PHYSICAL PLANT PERMANENT Current
Book & Textbook Orders BOOKSTORE 7 years Current
Budget Preparation Any department 3 years Current
Budget Reports-monthly BUSINESS OFFICE 3 years Current
Budget Reports-annual BUSINESS OFFICE PERMANENT Current
Budget Requests Any office 3 years Current
Capitalization Files (Costs, depreciation, plans,etc.) BUSINESS OFFICE PERMANENT Current
Cash Books Any office 7 years ----
Checks - Cancelled (Below) Any office 8 years ----
Checks Cancelled for...  important paymentsi.e. taxes, property, etc. Any office PERMANENT ----
circulars Office of origin PERMANENT Until read
Class Lists REGISTRAR 7 years Current
Construction Documentation PHYSICAL PLANT PERMANENT Active
Contracts BUSINESS OFFICE PERMANENT or 6 years depending on contract Active
Departmental Reviews DEAN OF THE COLLEGE PERMANENT Until superseded
Financial Aid (inc. time cards) FINANCIAL AID 7 years ----
Financial Statements (end of yr) BUSINESS OFFICE 5 copies-5 years;                         2 copies-PERMANENT Current
Floor Plans PHYSICAL PLANT PERMANENT Current
Flyers Office of origin & STUDENT ACTIVITIES PERMANENT Until obsolete
General Ledgers BUSINESS OFFICE 5 copies-5 years;                         2 copies PERMANENT Current
Grade Books Any department 7 years ----
Grant Proposals - rejected Office of origin PERMANENT-summary of materials;   3years-detail Discretion
Grants - funded Office of origin PERMANENT Discretion
Honor Society Records      
            DES DEAN OF THE COLLEGE PERMANENT Until obsolete
            Nursing NURSING DEPT. PERMANENT Until obsolete
            Others Call archives PERMANENT Call Archives
Instructional Materials Any department/faculty Until obsolete ----
Insurance Records & Policies BUSINESS OFFICE PERMANENT Current
Inventories Any office 7 years Current
Investments (Annual Reports) BUSINESS OFFICE PERMANENT Until superseded
Job Announcements HUMAN RESOURCES 3 years Until read
Memorabilia Call archives Call Archives Call Archives
Minutes-ad hoc committees Committee chair PERMANENT Active
Minutes-departmental Department head PERMANENT Active
Minutes-faculty Secretary PERMANENT Active
Minutes-governance committees PRESIDENT'S OFFICE PERMANENT Active
Minutes-governance subcommittees PRESIDENT'S OFFICE PERMANENT Active
Minutes-office Unit head PERMANENT Active
Minutes-outside organizations Any office 3 years Until read
Minutes-task forces Task force chair PERMANENT Active
News Releases PUBLIC AFFAIRS OFFICE PERMANENT Until read
Newsletters Office of origin PERMANENT Until read
NDSL Files STUDENT ACCOUNTS 7 years after paid in full ----
NDSL ledgers STUDENT ACCOUNTS PERMANENT ----
Notes Receivable ledgers,schedules BUSINESS OFFICE 7 years ----
Mass Mailings Office of origin PERMANENT Until read
Payroll Records (inc. pmts. topension BUSINESS OFFICE PERMANENT Discretion
Personnel files (Contracts, Reviews,Retirement, Pension) HUMAN RESOURCE OFFICE PERMANENT Termination
Personnel Records (Current accidentrpts, claims, workman's comp) HUMAN RESOURCE OFFICE PERMANENT Active
Petty Cash Vouchers Any office 3 years ----
Posters Office of origin & STUDENTACTIVITIES PERMANENT Until obsolete
Programs-CSB performances Office of origin PERMANENT Until obsolete
Publications-CSB/SJU Office of origin PERMANENT Active
Publications-Outside Organizations Any office Active Active
Publicity Office of origin & STUDENTACTIVITIES PERMANENT Until obsolete
Purchase Orders BUSINESS OFFICE 7 years 3 years
Receipts BUSINESS OFFICE 3 years 3 years
Remodeling Documentation PHYSICAL PLANT PERMANENT Active
Requisitions BUSINESS OFFICE 7 years 3 years
Student Academic Records REGISTRAR PERMANENT Until obsolete
Student Earning Records FINANCIAL AID 7 years Until obsolete
Student Organization Reports STUDENT ACTIVITIES PERMANENT Active
Student Petitions STUDENT ACTIVITIES PERMANENT Active
Student Surveys-detail office of origin 3 years ----
Student Surveys-Summaries office of origin PERMANENT Active
Syllabi DEAN OF THE COLLEGE PERMANENT ----
Tax Records BUSINESS OFFICE PERMANENT ----
Time Cards (staff) BUSINESS OFFICE 5 years ----
Travel Authorizations BUSINESS OFFICE 6 years Current
Travel Expense Reports BUSINESS OFFICE 6 years Current