CASE.EDU:    HOME | DIRECTORIES | SEARCH
case western reserve university

UNIVERSITY ARCHIVES

 

Case Western Reserve University
Records Disposition Schedule

 

Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.

Purchasing Records

Description

Documents payment claims made as part of the unit’s programs and functions, including University-paid and University-reimbursed travel expenses

Also documents history of the relations between units and individual vendors or service providers
Confidential Information Present

Information covered by non-disclosure agreements may be present in vendor relation records

Office of Record Procurement and Distribution Services
Travel Services
Units using PCards
(See also Controller's Office Retention Schedule)
Other Offices Convenience copies maintained by other units should be destroyed by shredding or file wiping when no longer needed for administrative purposes. Convenience copies should be kept no longer than the periods specified for the Office of Record.
Purchasing Records: Keep 5 years after fiscal year, then destroy.
  • Invoices (paid)
  • Account reconciliation documentation
  • Accounts Payable vendor reports
  • Demurrage system reports (detail of charges)
  • IKON cost-per-copy reports
  • Purchase orders
  • Purchase requisitions
  • PCard receipts
  • Requisition/PO number cross reference report
Travel Records: Keep 4 years after fiscal year, then destroy.
  • Travel receipts
  • Travel statements
  • Travel payment requests
  • Related correspondence and email
Vendor Relations Records: Keep 6 years after fiscal year, then destroy.
  • Profiles and histories
  • Certificate of liability insurance
  • Supplier information forms
  • W-9 forms
  • Non-disclosure agreements
  • Related correspondence and email
Notes

This schedule does not apply to grant-related records.

For vendor contracts, see Contracts and Agreements.

For vendor work product, see General Administration.

Effective Date December 2006
Revision Date not applicable

 

Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.