The Evergreen State College

Records Management

Records Inventory - Controller (Business Office), TS&R (Accounting), Grants

Controller (Business Office)

Box No.
Content Description
Retention to
Location
In/Out/Missing/Comment
Financial Reports, Fiscal Year End, Agency Copy Reports summarizing fiscal year accounting activity.
6 yrs after the end of fiscal year then Destroy.
RC2G-1
GS 01067 Rev.0
Financial Reports, Fiscal Year End, Agency Copy Reports summarizing fiscal year accounting activity. 6 yrs after the end of fiscal year then Destroy
RC2G-1
GS 01067 Rev.0
Financial Reports, Fiscal Year End, Agency Copy Reports summarizing fiscal year accounting activity. 6 yrs after the end of fiscal year then Destroy
RC2G-2
GS 01067 Rev.0
Financial Reports, Fiscal Year End, Agency Copy Reports summarizing fiscal year accounting activity.
6 yrs after the end of fiscal year then Destroy
RC2G-2
GS 01067 Rev.0
Financial Reports, Fiscal Year End, Agency Copy Reports summarizing fiscal year accounting activity.
6 yrs after the end of fiscal year then Destroy
RC2G-2
GS 01067 Rev.0
Financial Reports, Fiscal Year End, Agency Copy Reports summarizing fiscal year accounting activity.
6 yrs after the end of fiscal year then Destroy
RC2G-2
GS 01067 Rev.0
Financial Reports, Fiscal Year End, Agency Copy Reports summarizing fiscal year accounting activity.
6 yrs after the end of fiscal year then Destroy
RC2G-3
GS 01067 Rev.0
Financial Reports, Fiscal Year End, Agency Copy Reports summarizing fiscal year accounting activity.
6 yrs after the end of fiscal year then Destroy
RC2G-3
GS 01067 Rev.0
Financial Reports, Fiscal Year End, Agency Copy Reports summarizing fiscal year accounting activity.
6 yrs after the end of fiscal year then Destroy
RC2G-3
GS 01067 Rev.0
Library Payroll VLB091/VLB143
60 years?
RC2G-3
 

 

 

Accounting Services (Formerly General Accounting TS&R)

Box No.
Content Description
Retention to
Location
In/Out/Missing/Comments
HOUSING FINANCIAL STATEMENTS 1980-1999 extended 2020 RC3A1  
HOUSING FINANCIAL STATEMENTS 2000-2004
THE CORNER STORE 1993-2004
Extended retention per TS&R's request
extended 2020
RC3A1
 
2006-10        
FOOD SERVICE: Early records to Bon Apetit
KEEP BEYOND NORMAL RETENTION
2025
RC3A1
 
IRS Foundation 990
Perm
RC2H-1  
IRS Foundation 990 [This box was not received by the Records Center]
Perm
RC2H-1  
2007-67
Housing Bond Documents
extended 2020
RC3C-6  
Banking Records 1996-2011 2017 RC3B-4  

FY11 Grants/Contracts A/R; FY11 Numeric Check Log

2017 RC3B6  
Journal Voucher Books 2010 J00121578-J0023157 2017 RC3B6  
Journal Voucher Books 2010 J0023158-J0024200 2017 RC3B6  
Journal Voucher Books 2010 J0024201-0026155 2017 RC3B6  
FUPLOAD BOOKS 2010 FP005520-FP006225 2017 RC3C1  
FUPLOAD BOOKS 2010 FP006226-FP006963 2017 RC3C1  
Misc FY2010 Including: Aramrk Invoices-Meal Plan: Closing Check List; DOE GAPS Cash Request: HECB Cash Requests; Time & Effort Reports; Reconciliation of Grants-State, Local, Private 2017 RC3C1  
Banking Records 7/2010 - 1/31/2011 2017 RC3C1  
Banking Records 2/01/2011 - 06/30/2011 2017 RC3C1  
Bookstore & Housing Financial Statements 2010; Daily Cash Reports June 2010 2017 RC3C2  
Bookstore Daily Cash Reports July 2009-May 2010 2018 RC3C2  
Aux F/S 2010 (not Bookstore & Housing) Daily Cash Reports 06/2010 2017 RC3C2  
Bookstore Daily Cash Reports 07/2010-02/2011 Box 1 of 2 2018 RC3C2  
Bookstore Daily Cash Report 03 to 06 FY 2011; FY2009 & FY2010 Inventory; Accrued Leave ASL; CSL Fuploads FY06-09 Box 2 of 2 2017 RC3C2  
Accounts Receivable Grants FY10-11 2017 RC2G5  
Banking Records 7/2011-6/2012 7/2018 RC2G5  
Banking Records (originally in oversized box 2013-02) see above 7/2018 RC2G5  
Banking Records 2006-6/2011 7/2017 RC2G5  
Financial Reports/Bank Records 2005-2012 7/2018 RC2G6  
does not exist - next series of numbers mis-numbered      
CRC & Bookstore Dailycash reports box 1 of 2 7/2011-6/30-2012 2018 RC2H3  
CRC & Bookstore Dailycash reports Box 2 of 2 - 7/2011-6/30/2012 2018 RC2H3  
All Aux Financial Statements FY11 Box 1 of 2 - 7/2009-6/30/2011 2017 RC2H3  
All Aux Financial Statements FY11 Box 2 of2 - 7/2010-6/30/2011 2017 RC2H4  
FUPLOAD Books 2011 FP006744-FP0007400 - 7/2010-6/30/2011 2017 RC2H4  
FUPLOAD Books 2011 FP007401-FP0007960 - 7/2010-6/30/2011 2017 RC3A3  
FUPLOAD Books 2011 FP007961-FP008830 - 7/2010-6/30/2011 2017 RC3A3  
Journal Voucher Books 2011 J0024859-J0026457 - 7/2010-6/30/2011 2017 RC3A3  
Journal Voucher Books 2011 J0026458-J0027736 - 7/2010-6/30/2011 2017 RC3A3  
Journal Voucher Books 2011 J0027737-J0028296 - 7/2010-6/30/2011 2017 RC3A3  
  • Cash Receipts Batch Headers FY2011
  • 401A Supplemental Retirement Plan
  • Account FY 2011, Foundation REcons FY2011
  • Payroll Recons July 2010-January 2011
2017 RC3A3  
  • Payroll Recons April-June 2011
  • Operating Recons July 2010-January 2011
2017 RC3A3  
Operating Recons February-June 2011 2017 RC3A3  
Cancelled and Replaced Checks FY2011 2017 RC3A4  
  • ERefund, Operating, Payroll, & Foundation 3/09-6/11
  • Recon Backup FY11,
  • Cancelled Checks: Operating 00520850-005366116 7/10-6/11;Payroll 35257019-35281605 3/09-6/11; Foundation 90002907-90003228 9/10-5/11
2017 RC3A4  
2014-01
      (not used)
CRC & Bookstore Daily Cash Reports 07/2011-02/2012 box 1 of 2 07/2019 RC2H-5  
CRC & Bookstore Daily Cash Reports 03/2011-06/2012 box 2 of 2 07/2019 RC2H-5  
All Aux Financial Statements FY12 box 1 of 2 07/2018 RC2H-6  
All Aux Financial Statements FY12 box 2 of 2 07/2018 RC2H-6  
FY09-FY12 Budget for Aux, FY-12 ASL/CSL yearend adj FY!!&FY12 College Inventory 07/2018 RC2H-6  
Operating Recons July 2011-January 2012 07/2018 RC2H-6  
Operating Recons February 2012-June 2012 07/2018 RC3A-1  
Payroll Recons July 2011-June 2012 FY12, Foundation Recons July 2011-June 2012 FY12 07/2018 RC3A-1  

Cash Receipts Batch Headers FY12, ERefund, Operating, Payroll, & Foundation,

Recon Back-up FY12

07/2018 RC3A-1  
Cancelled and Replaced Checks File FY12, Foundation Daily Worksheets FY12 07/2018 RC3A-1  

Cancelled Checks:

  • Operating 00536783-00551636 7/11-6/12
  • Payroll 35281606-35289669 7/11-6/12
  • Foundation 90003296-90003697 7/11-6/12
07/2018 RC3A-1  
see Business Services: JP Morgan Monthly & Quarterly Statements/Reports 2010-2013: Directors Staff files to 12/2014: SF137 Accident Reports 2009-2013 2020 RC3A-6  
see Business Services: JP Morgan Monthly Fiscal Statements/Reports & Quarterly 2008-2011 2018 RC3A-6  
CRC & Bookstore Dailycash reports July 2013-Dec 2013 Box 1 of 2 2020 RC3A-6  
CRC & Bookstore Dailycash reports Jan 2014-June 2014 Box 2 of 2 2020 RC3B-1  
All Aux Financial Statements FY13 Box 1 of 2 2019 RC3B-1  
All Aux Financial Statements FY13 Box 2 of 2 2019 RC3B-1  
Fupload Journals FY12 FP008520- FP8951 2018 RC3B-1  
Fupload Journals FY12 FP008952- FP009630 2018 RC3B-2  
Fupload Journals FY12 FP009631- FP010350 2018 RC3B-2  
JE Journals FY12 J0027639- J0029264 2018 RC3B-2  
JE Journals FY12 J0029265- J0031853 2018 RC3B-2  
JE Journals FY13 J0029902- J0031609 2019 RC3B-2  
JE Journals FY13 J0031610- J0033150 2019 RC3B-2  
Fupload Journals FY13 FP00963- FP010630 2019 RC3B-2  
Fupload Journals FY13 FP010631- FP011170 2019 RC3B-2  
Fupload Journals FY13 FP011171- FP011785 2019 RC3B-3  
AFRS 2011& 2012 Book 6 Batch 764 to AFRS book 10 batch 035 2018 RC3B-3  
AFRS 2010 Book 1 to AFRS book 5 2016 RC3B-3  
AFRS 2009 AFRS Entries 2009 Time & Effort Reports - Drawdowns 2010 2016 RC3B-3 Destroyed 2016
Month end reports and check list FY10, Aramark invoices FY10 2016 RC3B-3 Destroyed 2016
Upward Bound checks FY8-11 Sweep reports FY12-13 Cater Trax FY12-13 2019 RC3B-3  
Billing invoices 2012, MLR 2012 2018 RC3B-3  
Cater Trax FY11 -FY12 Old UCP 2004/5/6 2018 RC3B-3  
Leashold tax xx - 2013 2019 RC3B-4  
Sales tax xx-2013 2019 RC3B-4  
FY13 Billing invoices 2019 RC3B-4  
Operating Recons FY 13- Bank 30 7/12- 12/12 2019 RC3B-4  
Operating Recons FY 13 - Bank 30 1/13- 6/13 2019 RC3B-4  
Cash Receipts FY 13 - Batch Headers Cancelied Checks FY 13 4/13- 6/13 2019 RC3B-4  
Foundation Daily Worksheets 7/12-6/13; FY 13 Cash Receipts 7/12- 3/13; FY 13 - Batch Headers 2019 RC3B-4  
Foundation Bank Recon FY13, FY 14, Payroll Bank Recon FY 14 2020 RC3B-5  
Operating Bank Recon FY 14, Payrol Bank Recon FY 13 2020 RC3B-5  
Operating Bank Recon FY 14 2020 RC3B-5  
Cashier Daily Deposits FY 14, Foundation Daily Worksheets FY 14 2020 RC3B-5  
Replacement Checks FFY 14, Casghier Daily Deposits FY 14 2020 RC3B-5  
FY Journal Vouchers J0034189 thru J0036804 2020 RC2G5  
FY14 Journal Vouchers J0032652 thru J0034188 2020 RC2G5  
Daily Banking 1/2014-12/2014 Dec 2020 RC2G3  
Daily Banking 3/2013-12/2013 Dec 2019 RC2G3  
Daily Banking 7/2012-2/2013 July 2019 RC2G3  
FY 2015 Aux Statements July 2021 RC2G3  
FY 2015 Aux Statements July 2021 RC2G4  
FY 2014 Aux Statements July 2020 RC2G4  
FY 2014 Aux Statements July 2020 RC2G4  

 

Grants

Box No.
Comments
Retention to
Location
In/Out/Missing