Accounting Records

Records that document the production of various accounting reports made by individual units on a monthly, quarterly, or annual basis. These reports provide summary information relating to the unit and its programs, and may be used for planning or review. Reports may include operating statements, year-end projections, reconciliation's, expenditures by facilities, accumulated hours and dollars by employee, summaries of assets and liabilities, sales, cost accounting, and income. File may include working papers, drafts, final reports, correspondence, and other related records.

Category

Finance

Retention Period

Retain annual reports for five years after creation then dispose of. Retain monthly and quarterly reports and working papers for one year after creation then dispose of.

Disposition Instructions

Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.

Last Updated: December 31, 2008