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Schedule Number
FM3200
Primary Title
Budget
Office of Primary Responsibility
UBCV: Financial Operations; All units
UBCO: Finance Operations and Strategies; All units
| Reference and duplicate copies of records are considered transitory and should only be kept as long as necessary and never longer than the retention of the official record. |
Description
Records include official version of approved budgets, budget plans, investment plans, global statements of expenditures at fiscal year-end and detailed budget statements and other records that go into preparing the official budget. This primary also includes unit-level budget forecasting records such as budget planning, periodical budget forecasts, reports, and supporting documentation.
Note: Once records are approved in Workday the record holder should securely destroy the referent records.
Vital: Yes
PIB: No
Authority:
Budget Transparency and Accountability Act [SBC 2000] Chapter 23
UBC Information Security Standard U1
Records Management Office Digitization Standard
Date Approved: 20220729
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
01 |
Policies and Procedures |
EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |
|
05 |
General |
EV+5Y, D EV=Date superseded or obsolete |
|
15 |
Budget Forecasts (Units) |
FY+2Y, D |
|
45 |
Issues |
FY+5Y, D |
|
60 |
Financial Statements and Reports |
FY+7Y, SR SR=UA will selectively retain records from this series |
|
65 |
Official Budget (Annual Budget Report) |
FY+7Y, D Destruction rationale: Official Budgets for the university are approved through the Board of Governors official proceeding and will be fully retained as part of that approval process; therefore, these records can be destroyed at end of retention period |
Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year