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

FY 1995 and FY 1996:

  • Year End Closing
  • Financial Statements
  • AFRS Reconciliation
  • Disclosure Forms
PERM
RC3A-2
 

FY 1993 and FY 1994

  • Year End Closing
  • Financial Statements
  • AFRS Reconciliation
  • Disclosure Forms
PERM
RC3A-2
 
FY 2002 Financial Statements - Work Papers
PERM
RC3A-2
 
FY 2003 Financial Statements - Work Papers
PERM
RC3A-2
 
HOUSING FINANCIAL STATEMENTS 2000-2004
THE CORNER STORE 1993-2004
Extended retention per TS&R's request
2019
RC3A-3
 
FOOD SERVICE: Early records to Bon Apetit
KEEP BEYOND NORMAL RETENTION
2025
RC3B-5
 
IRS Foundation 990
Perm
RC3C-4  
IRS Foundation 990 [This box was not received by the Records Center]
Perm
RC3C-4  
2007-67
Housing Bond Documents
extended 2020
RC3C-6  
Bookstore daily cash FY08 July - June 7-07/6-08 2015 RC3A-4  
FY09 Bookstore Daily Cash FUPLOAD 7/01/2008-6/30/2009 2015 RC3A-4  
FY08 Financial Statements 7/01/2007-6/30/2008 2015 RC3A-4  
FY08 Financial Statements 7/01/2007-6/30/2008 2015 RC3A-4  
FY09 Auxiliary Financial Statements 2016 RC3A-5  
FY09 Auxiliary Financial Statements 2016 RC3A-5  
Checks FY09: Upward Bound #12387-13119 Fpimdatopm #90002041-90002349, Payroll #35248459-35260866, Operating #476250-499296 2015 RC3A-6  
Operating Recons July 2008-Jan 2009 2015 RC3B-1  
Operating Recons: Feb - June 2009 2015 RC3B-1  
FY09 Recons: 401 A Supplemental Retirement Plan, Upward Bound, Foundation, Payroll 2015 RC3B-1  
FY09 Cancelled Checks 2015 RC3B-1  

FY09 Foundation Daily Worksheets, Recon Support July-Aug 2008

2015 RC3B-2  
FY09 Cash Receipts Batch Headers, Recon Support Sept 2008-June 2009 2015 RC3B-2  
Travel Authorities FY 08-09 2015 RC3B-2  
FUPLOAD Books 2009 FP004299-FP005030 2016 RC3B-2  
FUPLOAD Books 2009 FP005031-FP005896, Month End Year End Closing Books 7/2008-6/2009 2016 RC3B-2  
Journal Voucher Books 2009 7/2008-6/2009 2016 RC3B-2  
Journal Voucher Books 2009 7/2008-6/2009 2016 RC3B-2  
Journal Voucher Books 2009/FOPAL FY09 Create Forms 7/2008-6/2009 2016 RC3B-3  
Foundation B of A Statements 6/05-6/09 & Foundation B of A Investments 7/07-6/09 & NSF 2008-2009 & DOE GAPS Cash Requests 2008 and 2009 2016 RC3B-3  
Time & Effort Reports 2006-2009 & Deferred Grant Reports FY 06. NIH, HECB Cash Requests FY2008 2016 RC3B-3  
Does not exist (numbering error)   RC3B-3  
Banking Records 2008-2009 2015 RC3B-3  
Banking Records 2009 2015 RC3B-3  
Banking Records 2008-2010 2016 RC3B-3  
Banking Records 1996-2011 2017 RC3B-4  
Financial Reports 2008-2009 2015 RC3B-4  
FY09 Grans/Contracts A/R; FY09 Numeric Check Log 2015 RC3B6  

FY10 Grants/Contracts A/R; FY10 Numeric Check Log

2016 RC3B6  

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  
Foundation Financial Reports - Annuity Ins Com Rpt 2005; Foundation Financial 2005; Office of Insurance Com Rpts 2004, 05, 07 2015 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  
Operating Recons FY10 July-December 2009, Operating Cks FY10 499389-520527, Payroll Cks 35223702-35272891, Foundation Cks FY10 90002516-90002720 2016 RC3C2  
Operating Recons FY10 January-June 2010 2016 RC3C2  
FY10 Recon Back-up, Foundation Daily Sheets 2016 RC3C2  
FY10 Cxld Cks, Cash Receipts Batch Headers 2016 RC3C2  
FY10 Payroll, Foundation, Supplemental Recons 2016 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  
2013-05
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  
Month end reports and check list FY10, Aramark invoices FY10 2016 RC3B-3  
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  

 

Grants

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