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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 procurement and disbursement at Yale. Specific topics of
interest include:
- Development and
implementation of policies, procedures, and instructions for procurement
and disbursement;
- Relationships with other offices with procurement and disbursement responsibilities; and
- Implementation
of university's policies regarding community responsibilities
in purchasing.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Annual reports
- Annual summaries of financial activities and financial sources, including aggregate statistics
- Policies, procedures,
guidelines, and instructions for procurement, disbursement, and supporting
information systems
- Publications regarding procurement and disbursement services
- Subject files
of the vice president for finance and administration, the associate
vice president of finance, and the director of procurement
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Office of record
Finance and Administration and Yale Procurement
maintain the record copy of documentation about procurement and disbursement.
Business managers may also hold record copies of certain materials.
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.)
- Accounts payable
records that document expenditures and purchases, including financial
statements, purchase orders, balance sheets, bills, invoices, justifications
for purchases, payment authorizations, and receipts
- Disbursement
records, including financial statements, invoices, moving expense records,
travel records, receipts, and requests for payment
- Vendor relations
records, including competitive bid requests, requests for quotations,
and service contracts
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