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Financial Records

Title of SeriesDescriptionRetentionDispositionRetention Group
Annual Financial ReportConsolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding area, such as academic and student services areas. May include audit report.4 YearsReview for continuing historical value and potential transfer to institutional archives.FIN7000
Audit Report - ExternalFinal report of state or independent auditor. 4 Years Archives. Review for historical value. FIN7010 
Audit Report - InternalFinal report of the internal auditor4 YearsDestroyADM3010
Bad Debt Actions (University specific)Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered. 4 Years Destroy FIN6000 
Bank DepositsRecord of deposits in banking institutions. 4 Years Destroy FIN1000 
Bank ReconciliationsExplanation of differences between bank statement balance and actual balance. 4 Years Destroy FIN1000 
Bank StatementsPeriodic statement of bank balances. 4 Years Destroy FIN1000 
Bids AcceptedFor purchases. Active + 5 Years Destroy FIN8010 
Bids RejectedFor purchases. 3 Years Destroy FIN8000 
Bond RegistersListing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc. Active + 6 Years Destroy FIN5000 
Budget Planning DocumentsBudget requests, including program plans for coming year, usually by cost center. Active + 1 Year Archives. Review for historical value. FIN2000 
Budget - InstitutionalFinal, approved, yearly budget for institution, usually in printed form. Active + 1 Year Archives. Review for historical value. FIN2000 
Canceled Checks 4 Years Destroy FIN1000 
Check Register (University specific)Book or original entry for all cash disbursements paid by check. 4 Years Destroy FIN1000 
Cost Accounting (University specific)Record analyzing cost for producing certain items or performing certain tasks. 4 Years Destroy FIN7010  
Delinquent Accounts Report (University specific)Listing of students who owe money to university or college. 4 Years Destroy FIN6000 
Delivery SlipsDocuments sent with purchased goods indicating item(s) shipped. 3 Years Destroy FIN8020 
Endowment Fund Reports - AnnualAnnual report of funds received and expended by endowment accounts. May be in form of report to donors. Active + 6 Years Archives. Review for historical value. FIN3000 
Endowment Fund Reports - PeriodicPeriodic report of funds collected or expended by endowment accounts. Active + 6 Years Destroy FIN3000 
Parking Tickets - Unpaid (University specific) 4 Years Destroy FIN6000 
Purchase OrdersPurchasing Office's copy of order to a supplier authorizing purchase of goods. Active + 5 Years Destroy FIN8010 
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