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