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INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning investment, endowment, and fund management at Yale. Specific
topics of interest include:
- The existence and general performance of investments, endowments, and funds at Yale;
- Development of
policies and procedures for the management of investments, endowments,
and funds, including policies toward ethical or responsible investing,
endowment spending and asset allocation;
- Guiding principles,
decision processes, and outcomes in the management of the Yale endowment
and other significant investments; and
- Student activism relating to Yale investments.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Annual reports
and statements summarizing the activity and performance of investments,
endowments, and funds
- Correspondence
documenting significant decisions in the management of investments,
endowments, and funds
- Letters and agreements
of gift, and copies of bequest instruments and wills from individuals
or estates
- Meeting minutes
and supporting materials documenting decision processes in the management
of investments, endowments, and funds
- Policies and procedures for investment, endowment, and fund management
- Publications
produced at Yale concerning Yale's investments, endowments, and funds
(2 copies)
- Topical files
of the vice president for finance and administration, the associate
vice president for finance, and the chief investment officer
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Office of record
The Yale Corporation, the Investment Committee,
Finance and Administration, the Office of Development, and the Investments Office maintain the
record copy of documentation about this function. Other units may
also have record copy documentation for those investments, funds,
and endowments under their direct control. Individual units
that are not responsible for the creation of such records, but that
maintain duplicates of such works or related materials, should destroy
these files after they are no longer needed. |
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Non-permanent records
requiring temporary retention for legal purposes
(Unless
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Investment, endowment,
and fund administration records that are produced on a daily, weekly,
monthly, or quarterly basis, including bank statements, transaction
or confirmation statements, inventories, log recap and log activity
records, transfer or disbursement notices, investment sale or purchase
tickets, and billings
- Loan records
Routine administrative
records
(Destroy following their immediate administrative
use.)
- Informational
publications from corporations, banks, or other external entities concerning
Yale's investments
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