St. Ambrose University
Records Management Retention Schedule
(unless otherwise stated, please recycle documents)

Record Series
Name

Description

Vital

Retention Period
(calendar year
unless otherwise
noted)

Disposal/
Transfer

Official Copy
Holder

Department/
Duplicates

Comments

               
Abstracts     Permanent   General Accounting    
Academic
Records
Academic action
letters;

Grade rosters;

Privacy restriction/
release documents;

Transfer credit
evaluation;

  15 years after
graduation or date
 of last semester attended
Shred Records &
Registration
   
Alumni Files Brochures;

Correspondence;

Event Planning;

Golf Outings;

Homecoming;

Invitations;

Wine Fest;

  5 years Transfer to Garage Alumni Office Archives Some information also stored on Benefactor
Applications for Admission Applications;

Recruitment materials & communications

  15 years after graduation;

Upon admittance

Shred Admissions    
Appraisals     Permanent   General
Accounting
Physical Plant;
Advancement
 
Articles of
Incorporation
 

X

Permanent   President's
Office
   
Audit Records Reports;

Workpapers

  Permanent;

7 years (fiscal)

Archives;

Shred

General
Accounting
  Transfer permanent
reports to Archives after 7 years
Bank Records Cancelled checks;

Outstanding check lists;

PAB records;

Reconciliations;

Remittances;

  7 years Shred General
Accounting
   
BHI Records Tax Info;

Weekly Reports

  7 years

3 years

Shred General
Accounting
   
Budget Records Check copies;

Credit Card Statements;

Deposit slips;

Invoices;

Journal entry backup;

Purchase orders;

Spreadsheets;

  7 years Shred General
Accounting
Many departments have backup copies - shred after 5 years  
By-Laws     Permanent   President/Chair of group   Copy put in Archives
Capital Campaigns Brochures;

Events;

Programs

  Permanent   Advancement Office Archives  
Capital Project Records     Permanent Recycle drafts  ? Advancement; President's Office Duplicate copy always put in Archives
Catalogs     Permanent   Records & Registration   One copy maintained in Archives
Contracts Current;

Expired

  7 years after expiration Shred General Accounting Physical Plant; Library; Other various offices  
Correspondence Donors;

General;

Legal;

Operational

  Indefinitely;

3 years;

Permanent;

Permanent

 

Shred;

Transfer to Archives;

Transfer to Archives

Creators of correspondence Various offices or departments  
Deeds Property deeds

X

Permanent   General Accounting Copy in Archives  
Donor Files Annuity Files;

Deceased Donors;

Pledge Files;

Scholarships;

  Indefinitely   Alumni Office General Accounting Some information also on Benefactor
Easements     Permanent   Genera Accounting    
Entrance Exam Scores ACT or SAT   15 years after graduation or last semester attended Shred Admissions    
International Students Documentation   3 years after graduation or last semester attended Shred Admissions    
Liturgical Records Baptism;

Confirmation;

Marriage;

Sacramental

  Permanent   St. Anthony's Church, 417 N. Main, Davenport    
Newsletters Campus Ministry Bulletin;

President's Club;

 

  Permanent   Campus Ministry Office;

Alumni Office

Copies in Archives  
Sports Files Awards;

Camps;

Photographs;

Programs;

Schedules

    Transfer to Archives Athletics Office    
Surveys Alumni;

Library Usage;

 

  Indefinitely   Alumni Office;

Library Archives;

 

   
Transcripts High School;

College (other)

  15 years after graduation or last semester attended Shred Admissions