Title Description Retention Disposition Function
1099 Forms Federal form used to report salaries, wages, and tips of temporary employees. 6 years Destroy Finance and Accounting
990 Tax Forms For NEOUCOM, NEOUCOM Fdn, AHEC Centers 4 years Destroy Finance and Accounting
Accounts Payable Amounts owed on open account for goods or services received. 4 years Destroy Finance and Accounting
Accounts Payable Invoices Bill for goods or services received 4 years Destroy Finance and Accounting
Accounts Payable Ledgers Ledgers of bills for goods or services received 4 years Destroy Finance and Accounting
Accounts Payable Vouchers Vouchers for goods or services received 4 years Destroy Finance and Accounting
Accounts Receivable Amounts due from others on open accounts as a result of providing goods or services. 4 years Destroy Finance and Accounting
Audit Report Final report of state or independent auditor. 4 years Historic Archives Finance and Accounting
Awarded Grants Files Files containing awards, budgets, accounting information on grants received from government agencies, corporations, and private foundations. Active + 3 years post-closing FY audit Shred Finance and Accounting
Bad Debt Actions Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered. 4 years Destroy Finance and Accounting
Balance Sheets A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report. 4 years Destroy Finance and Accounting
Bank Deposits Record of deposits in banking institutions. 4 years Shred Finance and Accounting
Bank Reconciliations Explanation of differences between bank statement balance and actual balance. 4 years Destroy Finance and Accounting
Bank Statements Periodic statement of bank balances. 4 years Destroy Finance and Accounting
Bids Accepted For purchases. Active + 5 years Destroy Finance and Accounting
Bids Rejected For purchases. 3 years Destroy Finance and Accounting
Bond Registers Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc. Active + 4 years Destroy Finance and Accounting
Bookstore Cashier Balancing Form Used for daily balancing of each cash drawer 2 years Destroy Finance and Accounting
Bookstore Charge Forms Forms used in completing MasterCard or VISA transactions. Information posted to daily cash register tapes and summarized on monthly statements. 2 years Destroy Finance and Accounting
Bookstore Mark-Up / Mark-Down Sheets Monthly record of price changes of goods already in stock at the bookstore. Used in annual inventory. 2 years Destroy Finance and Accounting
Bookstore Merchandise Return Record Record of returns by bookstore to vendors in order to receive credit. 2 years Destroy Finance and Accounting
Budget Institutional Final, approved, yearly budget for institution, usually in printed form. Active + 5 year Destroy Finance and Accounting
Budget Institutional Summaries Summaries of final approved yearly budgets for institution Indefinite Eperm Finance and Accounting
Budget Planning Documents Budget requests, including program plans for coming year, usually by cost center. Active + 5 year Destroy Finance and Accounting
Budget Printout - Periodic Periodic reports of expenditures, usually by department or account 4 years Destroy Finance and Accounting
Canceled Checks Title self descriptive. 4 years Destroy Finance and Accounting
Canceled Registration Files Record of canceled registrations, including amount owed, reason, etc. 4 years Destroy Finance and Accounting
Cash Books Record of institution's cash transactions showing a running balance 4 years Destroy Finance and Accounting
Cash Disbursement Journals Special journal used exclusively to record disbursements of cash 4 years Destroy Finance and Accounting
Cash Journal Journal of cash received 4 years Destroy Finance and Accounting
Cash Receipts Receipts for cash sales or cash received. 4 years Destroy Finance and Accounting
Cash Register Tapes Title self descriptive. 4 years Destroy Finance and Accounting
Chart of Accounts List of the accounts used by an organization with each account usually assigned a number or code 4 years Destroy Finance and Accounting
Check Register Book or original entry for all cash disbursements paid by check. 4 years Destroy Finance and Accounting
Checks All checks 4 years Shred Finance and Accounting
Contracts - Grants - Revenue & Subrecipient Related awarded grant information Active + 3 yrs post closing FY audit Shred Finance and Accounting
Cost Accounting Record analyzing cost for producing certain items or performing certain tasks. 6 years Destroy Finance and Accounting
Delinquent Accounts Report Listing of students who owe money to university or college. 3 years Destroy Finance and Accounting
Delivery Slips Documents sent with purchased goods indicating item(s) shipped. 3 years Destroy Finance and Accounting
Employment Taxes 941, City taxes, School taxes, IT942 6 years Shred Finance and Accounting
Endowment Fund Reports - Annual Annual report of funds received and expended by endowment accounts. May be inform of report to donors. Active + 4 years Historic Archives Finance and Accounting
Endowment Fund Reports - Periodic Periodic report of funds collected or expended by endowment accounts. Active + 4 years Destroy Finance and Accounting
Finance/Accounting Aid Award Disbursement Records Statement by individual of award amounts disbursed. Contains name, type, and amount of award. 4 years Shred Finance and Accounting
Finance/Accounting Report - Annual Consolidated year-end report of Finance/Accounting situation showing assets and liabilities. Usually broken down by major funding areas, such as academic and students services areas. May include audit report. 4 years Historic Archives Finance and Accounting
Fixed Asset Disposal Forms Title self descriptive. 4 years Destroy Finance and Accounting
Fixed Asset Records Title self descriptive. 4 years after asset disposal Destroy Finance and Accounting
Garnishment File - Classified Staff Contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active + 3 years Shred Finance and Accounting
Garnishment Files - Contract Staff File contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active + 3 years Shred Finance and Accounting
Garnishment Files - Faculty File contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active + 3 years Shred Finance and Accounting
General Ledgers Book containing a summary or detail of all transactions affecting the accounts of an institution. 6 years Historic Archives Finance and Accounting
Grants Awarded Reports Finance/Accounting records of grant money awarded for externally funded projects. 5 years Eperm Finance and Accounting
Inventory Control Record Title self descriptive. Active + 6 years Destroy Finance and Accounting
Investment Schedules Title self descriptive. 4 years Destroy Finance and Accounting
Journal Entries The means of entering details of a transaction into the accounting system. Journal entries are made in a journal and later posted to a ledger. Entry also includes a brief explanation. 4 years Destroy Finance and Accounting
Journals The record in which Finance/Accounting transactions are first recorded before being posted as a debit or credit to an account in a ledger. A chronological documentation of transactions. 6 years Destroy Finance and Accounting
Letter of Credit Draw Down Files DHHS and NSF 10 years Destroy Finance and Accounting
Licenses and Permits Any license or permit Active + 3 years Destroy Finance and Accounting
NEOUCOM Foundation(non-endowment) billing Title self descriptive. Active + 3 yrs post closing FY audit Destroy Finance and Accounting
NEOUCOM Foundation(non-endowment) files Title self descriptive. Active + 3 yrs post closing FY audit Destroy Finance and Accounting
Parking tickets - paid Title self descriptive. 1 year Destroy Finance and Accounting
Parking Tickets - Unpaid Title self descriptive. 1year Destroy Finance and Accounting
Petty Cash Records Title self descriptive. 4 years Destroy Finance and Accounting
Purchase Orders Purchasing Office's copy of order to a supplier authorizing purchase of goods. 4 years Destroy Finance and Accounting
Purchase Requisitions Forms used to order goods and services. Active + 4 years Destroy Finance and Accounting
Receipts Title self descriptive. 4 years Destroy Finance and Accounting
Registers Title self descriptive. 4 years Destroy Finance and Accounting
Royalty Payments Title self descriptive. 4 years Destroy Finance and Accounting
Sales Receipts Title self descriptive. 4 years Destroy Finance and Accounting
Service Center Chargeback Documentation Reports and other records held by Service Centers detailing charges for services performed. Includes monthly billing reports, calculations for usage, copies of vouchers, bills, etc. 4 years Destroy Finance and Accounting
Student Account Files Files on individual students' paid and unpaid accounts, including loan applications, correspondence, account activity record, etc. 4 years Shred Finance and Accounting
Student Aid Accounting Billing Concerns students who withdrew or reduced credit hours and were billed for the return of surplus aid money. 4 years Shred Finance and Accounting
Student Insurance Records Record of students enrolled in university or college health program. 4 years Shred Finance and Accounting
Subsidiary Ledgers A book of accounts of an institution. 4 years Destroy Finance and Accounting
Surplus Property Records Title self descriptive. Active + 6 years Destroy Finance and Accounting
Travel Expenses Record of expenses incurred on official travel. Used to receive reimbursement. 4 years Shred Finance and Accounting
Unemployment Insurance Payments Title self descriptive. 4 years Destroy Finance and Accounting
Vending Commission Income Records Record of money received as commission on vending contracts for Conference Services 4 years Destroy Finance and Accounting
Vouchers A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction. 4 years Destroy Finance and Accounting
 

- Northeastern Ohio Universities College of Medicine -
Records Retention (2004)