|
| Andrews
University
|
AUARC Use only
RG |
| RECORDS
RETENTION SCHEDULE
(RRS) |
|
| ACCOUNTING
AND AUDITING RECORDS |
|
This records retention schedule will
apply to the Andrews University campus and all of its affiliated
institutions. Records disposition
may not take place if there is an open records request, or if there
is pending litigation or audit involving these records.
TRAINING AND ASSISTANCE:
The staff of the Andrews University Archives and Records Center
will provide training and assistance with the implementation of
this accounting and auditing records schedule.
CONFIDENTIALITY: All record series
which are transferred to the AUARC are treated as confidential with
the exception of official Andrews University publications and those
items which are designated as open records by the individual and/or
office of origin.
Approvals:
This document has been created for the office of the VP for Financial
Administration from a Records Retention Schedule approved by the
AUARC and the AUARC Committee.
Codes:
Retention in Office: 00 = years, U
= useful life in office/period of reference value
Retention at RC/AHC: PERM = Permanent,
00 = years
Disposal: Archives = University Archives,
AHC = Adventist Heritage Center, D = discard/shred/erase,
R = review with AURC for PERM
in RC, Archives or AHC, or D
|
Title
of Record Series
|
Retention
in
Office
|
Retention
in RC
|
Final
Disposal
|
Comments |
|
Accounts
Payable Invoices |
6 |
---- |
D |
|
| Audit
Reports |
6 |
PERM |
---- |
Auditor's
management letters. |
| Bank
Statements and
Reconciliations
|
6 |
---- |
D |
|
| Budgets |
4 |
---- |
D |
Note:
See
Ledgers, General
for yearly budget. |
| Building
Records |
U +5 |
---- |
D |
|
| Capital
Asset Records
|
U +5 |
PERM |
---- |
|
|
Cash
Receipts
|
6 |
---- |
D |
|
| Check
Register |
6 |
--- |
D |
|
| Checks,
General
(canceled) |
6 |
---- |
D |
|
| Checks,
Payroll
(canceled) |
4 |
---- |
D |
|
| Deposit
Books and Tickets |
2 |
---- |
D |
|
| Equipment
Records |
U +5 |
---- |
D |
Note:
Keep end of year
report every 10 years. Place in Archives
|
| Expense
Reports |
5 |
---- |
D |
|
| Financial
Statements,
Interim |
2 |
---- |
D |
|
| Financial
Statements,
Audited |
5 |
---- |
Archives |
|
| Insurance
Policies |
U +6 |
PERM |
---- |
|
| Ledgers,
Accounts Payable |
10 |
---- |
D |
|
| Ledgers,
Accounts Receivable |
10 |
---- |
D |
|
| Ledgers,
General |
10 |
PERM |
---- |
|
| Note
Register/File |
U +2 |
---- |
D |
|
| Payroll
Registers |
5 |
---- |
D |
|
| Purchase
Orders
The original only
|
7 |
---- |
D |
|
| Receipts |
4 |
---- |
D |
|
| Reconciliations,
Organizational
Accounts
|
6 |
---- |
D |
|
| Sales
Invoices |
6 |
---- |
D |
|
| Special
Audits |
6 |
PERM |
---- |
|
| Subject/Topical/Reference
Files |
6 |
PERM |
---- |
|
| Tax
Records |
6 |
PERM |
---- |
|
| Trial
Balances |
U |
---- |
D |
Keep
until audit. |
| Vouchers,
Journal and Check |
6 |
---- |
D |
|
| Work
Paper, Audit
This includes also
all correspondences.
|
6 |
14 years |
D |
|
|
