State
Archives and Records Commission
Public
Records Division
Kentucky
Department for Libraries and Archives
IND=Indefinite
V=Vital Record P=Permanent C=Confidential Record
| Series Number |
Title |
Retention (Years)
|
Disposition |
| U0200 |
Budget Allocations File |
5
|
Destroy |
| U0201 |
Budget Change Forms File |
2
|
Destroy |
| U0202 |
Budget - Departmental Operating |
5
|
Destroy |
| U0203 |
Budget - University Operating(V) |
P
|
Retain one copy in the University
Archives |
| U0204 |
Budget Requests - Annual or
Biennial - Departmental Copy |
2
|
Destroy |
| U0205 |
Budget - Research Projects |
5
|
Destroy |
| U0206 |
Cash Transmittal Letters |
1
|
Destroy |
| U0207 |
Contracts, Agreements and Related
Papers - Departmental Copy |
Ind.
|
Destroy three years after expiration
or termination |
| U0208 |
Contracts, Agreements and Related
Papers |
Ind.
|
Destroy three years after expiration
or termination, and audit |
| U0209 |
Imprest Cash - Bank Statements |
3
|
Destroy after audit |
| U0210 |
Imprest Cash - Canceled Checks |
3
|
Destroy after audit |
| U0211 |
Imprest Cash - Deposit Slips |
3
|
Destroy after audit |
| U0212 |
Imprest Cash Listings |
3
|
Destroy after audit |
| U0213 |
Imprest Cash - Reconciliation
Statements |
3
|
Destroy after audit |
| U0214 |
Imprest Cash - Summary of Disbursements/Requests
for Reimbursements |
3
|
Destroy after audit |
| U0215 |
Imprest Cash Vouchers |
3
|
Destroy after audit |
| U0216 |
Interaccount Bills - (Departmental
copy) |
3
|
Destroy |
| U0217 |
Inventory Forms/Lists |
Ind.
|
Destroy after disposal of equipment |
| U0218 |
Inventory File - Vehicle |
Ind.
|
Destroy after disposing of
vehicle |
| U0219 |
Invoices |
3
|
Destroy |
| U0220 |
Leases - Departmental Copy |
Ind.
|
Destroy three years after termination
or expiration |
| U0221 |
Orders - Purchase and Related
Documents - Departmental Copy |
3
|
Destroy |
| U0222 |
Orders - Work |
Ind.
|
Destroy when maintenance approved
and completed |
| U0223 |
Photocopy Machine User Documentation |
1
|
Destroy |
| U0224 |
Requisitions - Central Stores |
3
|
Destroy |
| U0225 |
Requisitions for Forms |
3
|
Destroy |
| U0226 |
Requisitions - Purchase |
3
|
Destroy |
| U0227 |
Requisitions for Supplies |
2
|
Destroy |
| U0228 |
Requisitions - Telephone |
1
|
Destroy |
| U0229 |
Reports - Audit(V) |
P
|
Transfer one copy to the University
Archives. Retain one copy in the Business or Accounting Office. Destroy
excess copies when no longer useful |
| U0230 |
Reports - Annual Financial(V) |
P
|
Transfer one copy to the University
Archives. Destroy excess copies when no longer useful |
| U0231 |
Reports - Receiving |
1
|
Destroy |
| U0232 |
Telephone Listing of Charges |
Ind.
|
Destroy when obsolete |
| U0233 |
Travel Authorizations |
3
|
Destroy |
| U0234 |
Travel Requests - In-State
or Out-of-State |
3
|
Destroy |
| U0235 |
Travel Vouchers |
3
|
Destroy |
| U0236 |
Vouchers |
3
|
Destroy |
| U0237 |
Financial Records |
2
|
Destroy |
| U0238 |
Budget Workpapers |
5
|
Destroy |
