| Type of Document | Retention | Responsible Office |
|---|
| Capital construction disbursements and receipts | Permanent | Fixed Assets Accounting |
|---|
| Contracts, leases, and legal agreements | 3 years after expiration, termination, or terms met | General Counsel |
|---|
| Correspondence (general) | 2 years | |
|---|
| Correspondence (legal and important matters) | Permanently | |
|---|
| Deeds, mortgages, and bills of sale | Permanently | |
|---|
| Depreciation schedules | Permanently | Fixed Assets Accounting |
|---|
| Duplicate deposit slips | 2 years | Bursar's Office |
|---|
| Employment applications | 3 years | |
|---|
| Expense analyses/expense distribution schedules | 7 years | |
|---|
| General financial records | 3 years or after audit | Controller's Office |
|---|
| Insurance records, current accident reports, claims, policies, and so on (active and expired) | Permanently | |
|---|
| Internal audit reports | 3 years | |
|---|
| Invitation for bid/request for proposal | Successful bid 3 years or until audit
Unsuccessful 1 year or until audit | Purchasing |
|---|
| Fixed assets records | Retain until disposal of asset | Fixed Assets Accounting |
|---|
| Journal vouchers | 3 years or after audit | Controller's Office |
|---|
| Minutes of board meetings, bylaws, and charter | Permanently | |
|---|
| Payroll records and summaries | 7 years | |
|---|
| Personnel files (terminated employees) | 7 years | |
|---|
| Retirement and pension records | Permanently | |
|---|
| Surplus property sales | 3 years or after audit | Fixed Assets Accounting |
|---|
| Tax forms | Later of 4 years after due date or paid date | Payroll Office
Controller's Office |
|---|