A1400.05 Records Retention Schedule

Paid Bills and Invoices (Source – Vendor File) Retain 7 years and destroy if
audited.
Purchase Orders and Requisitions (Source – Vendor File) Retain 7 years and destroy if
audited.
Duplicates of Purchase Orders (Source – Numerical Listing) Retain 3 years and destroy
Miscellaneous Correspondence Purge files annually of all
non-essential correspondence
Miscellaneous Bids Specifications and Proposals Retain 10 years after acceptance
or rejection and destroy.
Budget Records (Source – ICCB Budgets) Retain 7 years and destroy if audited
Inventory (Source – Bookstore Inventory) Retain 3 years and destroy if audited
H.E.G.I.S. General Information Survey Records Retain 3 years and destroy
ICCB Enrollment Survey (Source 10th Day ICCB Reports) Retain 3 years and destroy
Check Register Retain 7 years and destroy if audited
Agenda – Board of Trustees Retain 60 days and destroy
E2 Cards – ICCB Retain until the ICCB confirms the
data is contained on ICCB tape
Employment Application Retain 1 year and destroy
Application for Employment Classified Employee Retain 1 year and destroy
Fiscal Operations Report Retain 3 years and destroy if audited
Cancelled Checks, Bank Statements, and Deposit Slips Retain 7 years and destroy if audited
Election Records (Source – All Election Records) Destroy accumulation
Claim for Reimbursement Retain 7 years and destroy if audited
Retailer’s Occupation Tax and Use Tax (Sales and Tax Report) Retain 7 years and destroy if audited
Vendors Release of Payment (Source Vendor File) Retain 2 years and destroy if audited
Resource Allocation and Management Plan Retain 7 years and destroy if audited
Cash Receipts (Bookstore) Retain 2 years and destroy if audited
Payroll Time Records Retain 7 years and destroy if audited
Time Sheets (Source – Financial Aid) Retain 2 years and destroy if audited
Department of Vocational Training and Education Evaluation Retain 5 years and destroy
Expired Insurance Policies Retain 7 years after expiration and
destroy provided no claims are pending
Vocational Education Files Retain 5 years and destroy if audited
Equipment Reports Retain 7 years and destroy
Tuition Billing and Student Fees (Third Party and Non-Third Party) Retain 7 years and destroy if audited
Summary of Vocational Agriculture Monthly Reports Retain 1 year and then destroy
E.P.A. Records of Chemical Analysis Retain 10 years and destroy