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- My summer in the archives: a co-op placement retrospective
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- Boxes, boxes, and more boxes: my summer co-op at SFU Archives
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- The Selma Wassermann fonds
- Glossary
Finances
Records relating to the management of university and departmental financial resources.
Classification Plan
| Primary |
Secondary | RRSDA | Total Retention | Disposition |
|---|---|---|---|---|
Finances (General) |
||||
| Policies & Procedures | 2005-001 | S/O | Full Retention by Archives | |
| General | 1999-005 | CY + 7 | Selective Retention | |
| Planning | 1999-005 | CY + 7 | Selective Retention | |
| Reports & Statistics | 1999-005 | CY + 7 | Selective Retention | |
| Special Projects |
1999-005 | CY + 7 | Selective Retention | |
| Reference & Information Files |
1995-025 | S/O | Destruction | |
Accounts Payable |
||||
| Accounts Payable Files | 1995-001 | CFY + 6 (Finance Dept) | Destruction | |
| CFY + 1 (All other Dept.) | Destruction | |||
Accounts Receivable |
||||
| Accounts Receivable Files | 2007-005 | CFY + 6 (All Dept.) | Destruction | |
Audits |
||||
| Policies & Procedures | 2005-001 | S/O | Full Retention by Archives | |
| General | 1999-005 | CY + 7 | Selective Retention | |
| Audit Case Files |
1999-005 | CY + 7 | Selective Retention | |
Budget Planning |
||||
| Policies & Procedures | 2005-001 | S/O | Full Retention by Archives | |
| General | 2023-004 | CFY + 6 | Destruction | |
| Planning Files |
2023-004 | CFY + 6 | Destruction | |
| Funding Proposals |
2023-005 | CYF + 6 | Full Retention by Archives | |
| Final Budgets | 2023-005 | CYF + 6 | Full Retention by Archives | |
Budget Development and Forecasting |
||||
| Policies & Procedures | 2005-001 | S/O | Full Retention by Archives | |
| General | 2023-004 | CYF + 6 | Destruction | |
| Payroll Encumbrance Reports | 2023-004 | CYF + 6 | Destruction | |
| Monthly Summary Budget Reports | 2023-004 | CYF + 6 | Destruction | |
| Year-End Summary Budget Reports | 2023-004 | CYF + 6 | Destruction | |
Risk Management |
||||
| Policies & Procedures | 2005-001 | S/O | Full Retention by Archives | |
| General | 1999-005 | CY + 7 | Selective Retention | |
| Insurance Policies | 1999-005 | CY + 7 | Selective Retention | |
| Insurance Claims Files | 1999-005 | CY + 7 | Selective Retention | |
| Risk Assessment Files | 1999-005 | CY + 7 | Selective Retention |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; RRSDA = Records Retention Schedule and Disposal Authorities; S/O = Superseded or obsolete.
Scope Notes
Finances General
Use for records relating to university or departmental finances in general but which do not fall under any other primary in this subject heading. Note that the secondaries "Policies and Procedures," "General," "Planning," "Reports and Statistics," "Special Projects," and "Reference and Information Files" can also be attached to any other primary if needed.
Accounts Payable
Use for vouchers, receipts, invoices and other records relating to the expenditure of university or departmental funds. Open separate files for each applicable FASBE accounting code. At the end/beginning of each fiscal year close old files and open new files. These records are scheduled under RRSDA 1995-001. Note that Financial Services is the Office of Primary Responsibility (OPR) for this series.
Accounts Receivable
Use for records documenting the receipt of monies. For retention schedules, see RRSDAs under Financial Services - Cashiers.
Audits
Use for correspondence, reports and other records relating to internal or external audits of the department. Open a separate case file for each audit.
Budget Planning
Use for correspondence, reports, statistics, proposals and other records relating to departmental budget planning. It is advisable to keep working planning files separate from the final funding proposal, as the latter has longer value for review.
Budget Reports
Use for the monthly reports received from Financial Services. By retaining a separate file for the final monthly report for each fiscal year under "Year-End Summary Reports," departments can retain a convenient summary for reviewing their budget and expenditure history.
Investments
Use for records relating to university or departmental investments.
Petty Cash
Use for receipts, invoices, vouchers and other records relating to the department's petty cash funds. These records are scheduled under RRSDA 1995-014. Note that Financial Services is the Office of Primary Responsibility (OPR) for this series.
Risk Management
Use for records relating to university and deparmental insurance policies and claims.