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 |
| U0800 |
Account Reconciliation
File |
3
|
Destroy after audit |
| U0801 |
Bank Statements |
3
|
Destroy after audit |
| U0802 |
Bond Documentation
File |
P
|
Transfer to the University
Archives after all financial transactions are completed, and audit |
| U0803 |
Bookstore Daily Reports
- Duplicate |
3
|
Destroy after audit |
| U0804 |
Budget Requests -
Biennial |
5
|
Destroy |
| U0805 |
Canceled Checks |
3
|
Destroy after audit |
| U0806 |
Capital Construction
Disbursements and Receipts File |
P
|
Retain in Creating
Unit |
| U0807 |
Capital Construction
Encumbrance File |
3
|
Destroy after audit |
| U0808 |
Cash Register Detail
Tapes |
3
|
Destroy after audit |
| U0809 |
Cash Register Receipts |
3
|
Destroy after audit |
| U0810 |
Cash Transmittal Letters |
3
|
Destroy after audit |
| U0811 |
Check Registers |
3
|
Destroy after audit |
| U0812 |
Check Stubs |
3
|
Destroy after audit |
| U0813 |
Deposit Slips |
3
|
Destroy after audit |
| U0814 |
Interaccount Bills |
3
|
Destroy after audit |
| U0815 |
Invoices (Paid) |
3
|
Destroy after audit |
| U0816 |
Lease Agreement File
(All types) |
Ind.
|
Destroy three years
after expiration of lease, and audit |
| U0817 |
Ledgers/Journals(V) |
P
|
Transfer to the University
Archives when no longer needed administratively |
| U0818 |
Reconciliation Documents |
3
|
Destroy after audit |
| U0819 |
Refund Authorizations |
3
|
Destroy after audit |
| U0820 |
Reimbursement Forms
File |
3
|
Destroy after audit |
| U0821 |
Report of Sales Tax
- Monthly |
3
|
Destroy after audit |
| U0822 |
Salary Distribution
File |
3
|
Destroy after audit |
| U0823 |
Subsidiary Accounts
File |
3
|
Destroy after audit |
| U0824 |
Travel Requests -
In State and Out of State |
3
|
Destroy after audit |
| U0825 |
Vouchers - (Journal,
Travel, Pay-In, all types) |
3
|
Destroy after audit |
| U0826 |
Withdrawal Request
File - Agency Funds |
3
|
Destroy after audit |
