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