7.1.55 Record Retention

Policy

The University Comptroller's Office is responsible for the proper retention of the University's financial records and maintaining the official record for the University. The State Records Act mandates that records may not be disposed of until approved by the Records Management Section of the State Archives. The following is a partial segment of the retention schedule for items retained in the Comptroller's office:

• Invoice Vouchers, Cancelled Checks, & Cash Receipts - Retain in office for six years and then dispose of provided all audits have been completed under the supervision of the Auditor General (if necessary) and that no litigation is pending or anticipated.

A complete Records Retention Manual, as it relates to the University, is being maintained at the Comptroller’s office. This manual contains retention schedules based upon the State Records Act. Note: Please notify the University Comptroller's office if any additional information is needed or if any changes occur in your departmental records.