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Schedule Number
FM3450
Primary Title
Treasury
Office of Primary Responsibility
Finance & Operations – Treasury
| 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 supporting the control, oversight, management and investment of the university’s funds as well as to ensure that capital and liquid assets are available when required. Records also include liaison with regulating bodies.
Vital: Yes
PIB: No
Authority:
BoG Policy FM5: Endowment Policy
BoG Policy FM10: Retained Risk Policy
BoG Policy FM11: Capital Projects Policy
Budget Transparency and Accountability Act [SBC 2000] Chapter 23
UBC Information Security Standard U1
Date Approved: 20220906
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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |
|
Contracts, Leases and Housing Agreements Includes signed copies of all contracts, leases and housing agreements. Also includes white label files |
EV+7Y, SR EV=Date contract or lease ends SR=UA will selectively retain records from this series |
|
|
Financial Planning and Analysis (Risk management) |
FY+12Y, SR SR=UA will selectively retain records from this series |
|
|
Funding |
FY+12Y, SR SR=UA will selectively retain records from this series |
|
|
Investment Management |
FY+12Y, SR SR=UA will selectively retain records from this series |
|
|
Relationship Management & Correspondence |
FY+12Y, SR SR=UA will selectively retain records from this series |
|
|
Revenue Accounting |
FY+12Y, SR SR=UA will selectively retain records from this series |
|
|
Tax and Treasury Accounting |
FY+12Y, SR SR=UA will selectively retain records from this series |
|
|
45 |
Issues |
CY+5Y, D |
|
60 |
Reports Includes quarterly reporting requirements. |
CY+5Y, SR SR=UA will selectively retain records from this series |
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Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year