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19.2 Document Retention and Destruction

Purpose

To specify the number of years for retaining certain documents.

Accounting & Fiscal Records Insurance
Audit Reports P Claims: Auto 10
Audit Notebook Containing Detail Support 10 Claims: Group & Life 7
Bank Statements 7 Claims: Damage in Transit 5
Bank Reconciliations 7 Claims: Workman's Compensation 10
Budget Worksheets 2 Claims: Plant 10
Cash Journals P Expired Policies 7
Cash Receipts 3 Life Insurance in Force P until AS
Checks Paid & Cancelled: Payroll 7 Workman's Compensation Reports 10
Checks Paid & Cancelled: Voucher 7 Legal
Correspondence AD Affidavits 10
Paid Invoices 7 Claims & Litigation P
Endowment Monthly Reports 7 Personnel
Expense Reports: Department 7 Accident Reports, Injury Claims, & Settlements P
Expense Reports: Employee 7 Applications, Changes, & Terminations 5-AS
General Ledger - Trial Balance P Attendance Records 7
General Ledger - Year End Detail P Disability & Sick Benefits 7
General Ledger - Accts Receivable Subsidiary Detail 7 Earnings Record 7
General Ledger - Fixed Assets Subsidiary Detail P Employee Records 7
Notes, Bonds, Mortgages, Debt Documents 3-AE Service Records 7
Petty Cash Records 4 Contracts 7
Purchase Orders 4 File - Individual After Separation 5
Purchase Orders 4 Garnishments 5
Administrative Pension Plan P
Correspondence: Advertising 3 Personnel Reviews P
Correspondence: Collection 7 Salary & Rate Changes 5-AS
Correspondence: Engineering 10 Time Cards 5
Correspondence: General 3 Withholding Exemption Certificates 5-AS
Correspondence: Personnel 5-AS Applications - After Term 5
Correspondence: Purchases 4 Overtime Records 5
Correspondence: Tax P Payroll Registers 3
Research Reports AD Plant & Property
Advertising Appraisals P
Contracts 3 Deeds & Titles P
Correspondence 3 Inventory Records - See General Ledger Fixed Assets
Drawings & Artwork 5 Leases 7-AE
Market Data & Surveys 5 Maintenance & Repair: Building 10
Tear Sheets 3 Maintenance & Repair: Equipment 5
Corporate / Executive Plans & Specifications P
Board Books P Equipment Inventory 5
Charters, Bylaws, Amendments P Engineering & Research Projects P
Correspondence AD Surveys P
Contracts: Employee (see personnel) Taxation
Contracts: Government 7-AE Annuity or Deferred Compensation 10-AE
Contracts: Vendor 3-AE Correspondence P
Easements P Exemption Status P
Incorporation Records & Certificates P Real Estate P
Licenses - Federal, State, Local P Payroll 5
Minutes P Tax Returns P
Policy Statements AD Registrar's Office P
Financial Aid Miscellaneous
NDSL Program 7 Research Reports AD
Veteran Benefits 7 Publications AD
SEOG 7 AD - Administrative Discretion
BEOG 7 AE - After Expiration
Guaranteed Loans 7 AS - After Completion of Service
Federal Work Study 7 P - Permanent

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