University Resources
Example Retention Schedule
This was derived from retention schedules developed by BYU in
Provo. It should be used as a guide to stimulate ideas for the
development and revision of retention schedule for corresponding
departments at BYU-Idaho.
PP indicates the document will be permanently retained
10 D indicates the document is retained for 10 years and then
destroyed. Retention periods should consider legal requirements,
operational needs and historical value of information.
Alumni Activities-382 T FD
Activity Budgets 10 D
Annual Meeting Files P P
Collegium Aesculapium Files P P
Emeritus Club P P
Historical Files P P
Homecoming P P
Reunion Files P P
SAA Files P P
Student Programs P P
Alumni and External Relations-106 T FD
Alumni Board Historical Files P P
Cap & Gown Records 7 D
Chapter Information (Domestic & Internat.) P P
Emeriti Historical Files P P
Parent Program/BYU Parents P P
Reunions P P
SAA Files/Historical P P
Tour Records 7 D
Young Alumni Historical Files P P
Alumni Business Services-381 T FD
Financial-Alumni Services 7 D
Associate Advancement VP
Alumni & External Relations-254 T FD
Performance Schedule Files P P
Auxiliary Maintenance-320 T FD
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Job Cards 7 D
Benefits Office-111 T FD
Accounts Records 7 D
Activity Records 7 D
Activity Sticker Renewals 5 D
Benefits Reports P P
Employee Payroll and Benefits 7 D
Identification Card Receipts 5 D
Insurance Records 7 D
Loan Files 7 D
Payroll Deduction Authorizations 4 D
Retiree Files P P
Retirement Logs P P
Terminated Employee Files P P
TIAA/CREF Information P P
Bookstore Records Management-113 T FD
Accounting/Financial 7 D
Accounts Payable 7 D
Accounts Receivable 7 D
Bank Statement Reconciliations 7 D
Buyers Records 5 D
Cashier Receipts/Signature Cards 3 D
Electronic Data Processing P P
General Accounting Records 5 D
Investment Records 2 D
Journal Entries 7 D
Mail Order Customer Orders 7 D
Purchasing 5 D
Receiving Records 5 D
Returned Check Records 7 D
Security Records 5 D
Shipping Records 5 D
Broadcast Services-117 T FD
Aging Reports 7 D
KBYU-FM Daily Broadcast Logs 2 D
KBYU-TV Daily Broadcast Logs 2 D
Master Tapes/Videos of Produced Programming P P
Program Guides P P
Record Schedules 2 D
Budget Office-396 T FD
Budget Adjustments 5 D
Budget Requests 10 D
2
Monthly Financial Management Reports 5 D
Technology Infrastructure Projects 5 D
BYU Development Office-234 T FD
Cultivation Records 4 D
Donor Files P P
Excellence in the 80's P P
Cashier T FD
Register Tapes 2 D
Central Receiving-342 T FD
Courier Bills 7 D
Receiving Documents 7 D
Compensation-300 T FD
Inactive Files P P
Salary Surveys P P
Terminated Administrative Employee Files P P
Terminated Staff Files P P
Dining Services-236 T FD
Delivery Documents 2 D
Hours Worked Reports 5 D
Wages Paid Reports 5 D
Employment Services T FD
Applications (non-hired) 1 D (from last submission)
Employee Files-Administrative P P
Employee Files-Staff P P
Employee Files- Student 3 D (after termination)
Employee Physical Exams P P
Job Postings/Ads 4 D
Office Skills Scores 1 D
Resumes (non-hired) 1 D (from last submission)
Terminated Employee Files P P
Financial Services
Bank Statements 7 D
Budget and Cost Files 3 D
Budget Reports 5 D
Budget Requests 3 D
Budget Summaries 7 D
3
Campus Purchase Orders (CPO) 7 D
Capital Equipment Lists P P
Cash Receipt Journals 7 D
Check Requisition 7 D
Checks-Canceled/Payroll 7 D
Checks-Canceled/Voucher 7 D
Deposit Slips 7 D
Equipment Inventory List P P
Financial Statement 3 D
Garnishments 5 D (after paid off)
Inventory Control 3 D
Inventory Records 3 D
Invoices in Vouchers/Accounts Payable 7 D
Invoices in Vouchers/Accounts Receivable 7 D
Ledger, Balance Sheet 5 D
Ledger, Capital Assets P P
Ledger, Daily Register 3 D
Ledger, Fixed Asset Summary P P
Ledger, General P P
Ledger, General Monthly 5 D
Ledger, Investment Transactions 5 D
Ledger, Payable P P
Ledger, Payable Register P P
Ledger, Profit and Loss Statement P P
Ledger, Receivables P P
Ledger, Statement of Operations P P
Ledger, Trial Balance P P
Limited Purchase Drafts-LPD’s 7 D
Monthly Financial Statements P P
Moving Expenses P P
Petty Cash Receipts in Vouchers 7 D
Register, Check P P
Register, Payroll P P
Reports, Restricted P P
Vouchers and Support Documents 7 D
Financial Services-AAVP-311 T FD
Assistant Administrative Vice Presidents Files P P
Jerusalem Center Records P P
Financial Services-Accounting-149 T FD
Annual Reports 7 D
Audit Work Paper Support P P
Bank Reconciliations 7 D
Bank Statements 7 D
Catalogue Cards 7 D
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Closed Projects 7 D
Cost Accounting Records P P
Daily Cash Receipts 2 D
Daily Diagnostics 2 D
Daily On-line Transfers 2 D
Disbursements 2 D
Financial Statements (year end) 4 D
Month-End Reports 2 D
Recruiting Files 5 D
Research Accounting Files 7 D
Year-End Financial Reports/Statements P P
Financial Services-Accounts Payable-150 T FD
Canceled Checks 7 D
Cash Vouchers 7 D
LPD’s 7 D
Reconciliations 7 D
Forum Assemblies-296 T FD
Forum Speaker Files P P
Forum Video Tapes P P
Human Resource Development-190 T FD
Artists Morgue 5 D
BYU Conference Materials P P
Consulting Files P P
Outdated Research 5 D
Past Courses P P
Internal Auditing-243 T FD
Audit Reports P P
Audit Work Papers 5 D
Engagement Reports P P
Engagement Work Papers 5 D
Litigation Support Documents Keep until litigation, remedies,
and appeals periods are reached
Transaction Documents 5 D
Investment Properties-244 T FD
Current Property Files P P
Sold Property Files P P
LDS Philanthropies-246 T FD
Account Classification Reports 7 D
Accounting Records 7 D
Annual Giving Records 7 D
5
Batch Reports 7 D
Donors P P
Financial Records 7 D
Funding Statistics 7 D
Gift Backup 7 D
KBYU Reports 7 D
Matching Gift Checks 7 D
Monthly Balancing Reports 7 D
Trial Proof Lists 7 D
Mail Services-343 T FD
Billing Sheets 7 D
Catalog Deposit Report 7 D
Daily Meter Reports 7 D
Express Inbound/Outbound 3 D
Express Request Forms (Outbound) 3 D
Ground Inbound/Outbound 3 D
Job Sheets 3 D
Postage Meter Books 7 D
Receipts 7 D
Shipping 5 D
Materials Management-247 T FD
Budget Reports 5 D
Completed Purchase Orders 7 D
Delivery Documents 7 D
Disbursement Reports 7 D
Gas Cylinder Reports/Statements 7 D
Income Summary Report 7 D
Inventory Audit Report 7 D
Invoices 7 D
Not-Paid Reports 7 D
Open Order Income Reports 7 D
(Reconciling) Reports-Financial 7 D
Standing Purchase Orders 7 D
NewsNet/Daily Universe-327 T FD
Accounting Records 7 D
Accounts Payable Client Records 3 D
Accounts Receivable Client Records 3 D
Ad Commission Backup 7 D
Cash Register Tapes 3 D
Credit Card Transactions 7 D
Deposits 7 D
Month-end Backup 7 D
6
Monthly Reconciliation Reports 7 D
National Insertion Orders 7 D
Personnel Records 7 D
Receipt Books 3 D
7
Payroll-416 T FD
Check, Cancelled 7 D
Deductions 7 D
Deferred Compensation See HR
Payroll 5 After termination
Time Cards 7 D
W-2 Forms 5 D
Performing Arts Management-193 T FD
Performing Group Tours Files P P
Tour Binders P P
Physical Facilities - Business
Support-197 T FD
Billing Tapes (Income & Expense) 7 D
CMI’s (Custodial Mat. Issues) 4 D
Department Requisitions 7 D
Direct Sales/Charges 4 D
Internal Transfers 7 D
Materials Issues 4 D
Shops Issues/Reports 4 D
Service Station Issues 4 D
Utilities 4 D
Work Orders (standing) 7 D
President’s Office-341 T FD
Board of Trustees Minutes/BYU P P
President’s Council Minutes P P
Presidential Papers P P
Print & Mail Production Center-403 T FD
Billing/Account Receivables 7 D
Public Affairs and Guest Relations-345 T FD
Payroll Comparison 2 D
Payroll Deduction Notification 2 D
Pledge Cards until replaced with new card
Turnover Reports 2 D
Purchasing-202 T FD
Blanket Orders 7 D
Purchase Order File 7 D
Purchase Orders 7 D
Purchase Requisitions 7 D
Surplus Reports 5 D
8
Risk Management & Safety-259 T FD
Accident Reports 10 D - kept by Risk Mgmt only
Athletic Claims P P
Building Files P P
Construction Documents P P
Industrial Cases P P
Insurance Payments 10 D
Liability Policies P P
Projects 10 D
Risk Management/Claims-405 T FD
Claims 10 D
Student Accounts-Financial-269 T FD
Reconciliation Documents 3 D
Suspense Records 3 D
Weekly Accounting Summaries 3 D
Student Auxiliary Services-305 T FD
Deposit Reconciliation 3 D
Financial Reports 7 D
SAS Financial Receipts 7 D
Student Financial Services-Student
Loan Accounting-392 T FD
Activity Sheets 5 D
Textile Cleaning-260 T FD
Campus Departments Cleaning Accounts 7 D
Monthly Financial Statements 3 D
Receipts 3 D
Travel Management Services-385 T FD
Accounting Reconciliations 7 D
Agent Records 3 D
Credit Card Statement Reconciliations 7 D
Daily Deposits 3 D
Travel Applications/Reimbursements 7 D
Treasury Services-301 T FD
Annual Reports/Investments 7 D
Bank Analysis 7 D
Bank Statements 7 D
Cash Management Files/Reports 7 D
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CFAR Statements 7 D
Common Fund Records 7 D
Donations in Kind 7 D
Electronic File Transmission Records 7 D
Foreign Drafts 7 D
Foreign Exchange Transactions 7 D
Investment Accounting Files 7 D
Investment Reports/worksheets 7 D
Reconciliations 7 D
Savings Bonds 7 D
Travelers Checks (American Express) 7 D
Wire Transfer Authorizations 7 D
Undergraduate Education-165
See Section II - General Retention
United Way-318 T FD
United Way Files 5 D
University Communications-201 T FD
Academic Freedom P P
Advertising P P
Building, Statues & Monuments P P
BYU Departments/Colleges P P
BYU Presidential Inaugurations P P
Clippings P P
Clubs & Organizations P P
Commencement & Graduation P P
Competitions P P
Crime P P
Devotionals P P
Fact File P P
Former BYU Presidents P P
Housing P P
Institutes & Societies P P
KBYU P P
Lawsuits-ACLU & IRS Reversal, etc. P P
Libraries P P
Museums P P
Negatives and Proofs P P
Other Universities P P
Performing Groups P P
Press Releases P P
Resource Files P P
Speeches & Lectures P P
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University Publications and Graphics-253 T FD
BYU Magazines (30 copies each issue) P P
CASE Membership Lists P P
Credit Card Transactions 5 D
Design Contest Entries P P
Designer Time Sheets 3 D
Detailed Job Printouts 5 D
Permission Letters/Release Forms P P
University Treasurer T FD
Bank Transfers 3 D
Receipts/Voucher-Cash 7 D
Receivables After Payments 7 D
Register Tapes, Cashier 2 D
Tuition and Fee Cards 3 D
Tuition and Fee Changes 5 D
Workers’ Compensation-337 T FD
Industrial Cases 8 D
(department purges files after 8 years)
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