Schedule for Record Types Not Stored in the Archives

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Audit & Review Reports	BUSINESS OFFICE	PERMANENT	Until superseded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Departmental Reviews	DEAN OF THE COLLEGE	PERMANENT	Until superseded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	—-