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
 
PERM
RC2G-1
 
 
PERM
RC2G-1
 
 
PERM
RC2G-2
 
 
PERM
RC2G-2
 
 
PERM
RC2G-2
 
 
PERM
RC2G-2
 
 
PERM
RC2G-3
 
 
PERM
RC2G-3
 
 
PERM
RC2G-3
 
Library Payroll VLB091/VLB143
60 years?
RC2G-3
 

 

 

Accounting Services (Formerly General Accounting TS&R)

Box No.
Description/Comments
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 1980-1999
1999 Extended retention per TS&R's request
2014
RC3B-4
 
HOUSING FINANCIAL STATEMENTS 2000-2004
THE CORNER STORE 1993-2004
Extended retention per TS&R's request
2019
RC3B-4
 
S & A STUDENT ACTIVITIES
1973-1999
Extended retention per TS&R's request
2014
RC3B-4
 
AUX & SVS FUND FINANCIAL STATEMENTS 6/30 PULLED FOR EXTENDED RETENTION. ALL PRIOR TO 2000
2014
RC3B-4
 
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  
2009-25 Replacement Checks March 2006-July 2007 2014 RC2H5  
2009-26 Unemployment 2003-2007, Positive Pay 8/05-8/06, Cancelled Checks 6/06-11/07 2014 RC2H5  
2009-27 B of A and LGIP 7-06/6-07 2014 RC2H5  
2009-28 Bookstore daily cash FY07 April June Aramark Invoices FY06 FY07 B of A and LGIP S&A & Bus Pass Financial Statements FY06 7-06/6-07 2014 RC2H6  
2009-29 Bookstore daily cash FY07 July - April 7-06/6-07 2014 RC2H6  
2009-30 Bookstore daily cash FY08 July - June 7-07/6-08 2015 RC2H6  
2009-31 Financial Statements FY07 7-06/6-07 2014 RC2H6  
2009-32 Financial Statements FY07 7-06/6-07 2014 RC3A1  
2009-33 Housing F/S and Audit File FY06 Financial Statements FY07 BUdgets FY07 Print Shop perm file Disc files 7-06/6-08 2014 RC3A1  
2009-40 FUPLOAD Books 2007 FP002108-FP002710 7/01/2006-6/30/2007 2014 RC3A2  
2009-41 FUPLOAD Books 2007 FP002711-FP003225 7/01/2006-6/30/2007 2014 RC3A2  
2009-42 FY07 year end closing, month end closing, FOPAL Create Forms, DOE Gaps FY06&07, HECB Cash Request FY06&07, NSF FY06&07 7/01/2006-6/30/2007 2014 RC3A2  
2009-43 FY09 Bookstore Daily Cash FUPLOAD 7/01/2008-6/30/2009 2015 RC3A2  
2009-44 FY08 Financial Statements 7/01/2007-6/30/2008 2015 RC3A4  
2009-45 FY08 Financial Statements 7/01/2007-6/30/2008 2015 RC3A4  
2010-01 Payroll Checks FY08 35146912-35248302 7/07-6/08 2014 RC3A4  
2010-02 Operating Checks FY08 427811-457975 7/07-10/07 2014 RC3A4  
2010-03 Operating Checks FY08 457976-464364 10/07-1/08 2014 RC3A4  
2010-04 Operating Checks FY08 464365-475145 1/08-7/08 2014 RC3A4  
2010-05 Recons/Checks UB, Foundation, Payroll FY08 7/07-6/08 2014 RC3A5  
2010-06 Operating Recons July 2007-February 2008 7/07-2/08 2014 RC3A5  
2010-07 Operating Recons March 2008-June 2008 3/08-6/08 2014 RC3A5  
2010-08 Recon Supporting Documentation FY08 3/08-6/08 2014 RC3A5  
2010-09 Replcmt Cks 9/07-1/08, Create a Check 1-6/00 9/07-1/08 2014 RC3A5  
2010-10 Replcmt Cks, Cash Receipts Batch Headers 7/07-6/08 2014 RC3A5  
2010-11 Foundation Daily Sheets FY08 7/07-6/08 2014 RC3A5  
2010-12 Journal Voucher FY08 Book 1-8     J15163-J16349 2014 RC3A-5  
2010-13 Journal Voucher FY08 Book 9-16   J16350-J17869 2014 RC3A-6  
2010-14 Journal Voucher FY08 Book 17-19 J17870-J18753; FY08 Daily Interface Book 1&2; Closing Check List FY08 Book 1&2 2014 RC3A-6  
2010-15 FUPLOAD Books 2008 FP003152-FP003725 2014 RC3A-6  
2010-16 FUPLOAD Books 2008 FP003726-FP004306 2014 RC3A-6  
2010-17 Daily Finance Interface 06-07 Book 1-3, FY09 Fopal, Positive Pay Desk manual-exceptions, Year end inventory FY06-07-08 2014 RC3A-6  
2010-18 FY09 Auxiliary Financial Statements 2016 RC3A-6  
2010-19 FY09 Auxiliary Financial Statements 2016 RC3A-6  
2011-01 Checks FY09: Upward Bound #12387-13119 Fpimdatopm #90002041-90002349, Payroll #35248459-35260866, Operating #476250-499296 2015 RC3A-6  
2011-02 Operating Recons July 2008-Jan 2009 2015 RC3B-1  
2011-03 Operating Recons: Feb - June 2009 2015 RC3B-1  
2011-04 FY09 Recons: 401 A Supplemental Retirement Plan, Upward Bound, Foundation, Payroll 2015 RC3B-1  
2011-05 FY09 Cancelled Checks 2015 RC3B-1  
2011-06

FY09 Foundation Daily Worksheets, Recon Support July-Aug 2008

2015 RC3B-2  
2011-07 FY09 Cash Receipts Batch Headers, Recon Support Sept 2008-June 2009 2015 RC3B-2  
2011-08 Travel Authorities FY 07-08 2014 RC3B-2  
2011-09 Travel Authorities FY 08-09 2015 RC3B-2  
2011-10 FUPLOAD Books 2009 FP004299-FP005030 2016 RC3B-2  
2011-11 FUPLOAD Books 2009 FP005031-FP005896, Month End Year End Closing Books 7/2008-6/2009 2016 RC3B-2  
2011-12 Journal Voucher Books 2009 7/2008-6/2009 2016 RC3B-2  
2011-13 Journal Voucher Books 2009 7/2008-6/2009 2016 RC3B-2  
2011-14 Journal Voucher Books 2009/FOPAL FY09 Create Forms 7/2008-6/2009 2016 RC3B-3  
2011-15 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  
2011-16 Time & Effort Reports 2006-2009 & Deferred Grant Reports FY 06. NIH, HECB Cash Requests FY2008 2016 RC3B-3  
2011-17 Does not exist (numbering error)   RC3B-3  
2011-18 Banking Records 2006-2008 2014 RC3B-3  
2011-19 Banking Records 2008-2009 2015 RC3B-3  
2011-20 Banking Records 2009 2015 RC3B-3  
2011-21 Banking Records 2008-2010 2016 RC3B-3  
2011-22 Banking Records 2007-2008 2014 RC3B-4  
2011-23 Reports & Audits 2006-2008 2014 RC3B-4  
2011-24 Banking Records 1996-2011 2017 RC3B-4  
2011-25 Financial Reports 2008-2009 2015 RC3B-4  
2012-01 FY06 Grants/Contracts; Misc AR Inv' and Logs; FY07 Grants/Contracts A/R Inv 2013 RC3B6  
2012-02 FY08 Gramts/Contracts A/R; FY08 Petty Cash Recon 2014 RC3B6  
2012-03 FY09 Grans/Contracts A/R; FY09 Numeric Check Log 2015 RC3B6  
2012-04

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

2016 RC3B6  
2012-05

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

2017 RC3B6  
2012-06 Journal Voucher Books 2010 J00121578-J0023157 2017 RC3B6  
2012-07 Journal Voucher Books 2010 J0023158-J0024200 2017 RC3B6  
2012-08 Journal Voucher Books 2010 J0024201-0026155 2017 RC3B6  
2012-09 FUPLOAD BOOKS 2010 FP005520-FP006225 2017 RC3C1  
2012-10 FUPLOAD BOOKS 2010 FP006226-FP006963 2017 RC3C1  
2012-11 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  
2012-12 Foundation Financial Reports - Annuity Ins Com Rpt 2005; Foundation Financial 2005; Office of Insurance Com Rpts 2004, 05, 07 2015 RC3C1  
2012-13 Banking Records 7/2010 - 1/31/2011 2017 RC3C1  
2012-14 Banking Records 2/01/2011 - 06/30/2011 2017 RC3C1  
2012-15 Bookstore & Housing Financial Statements 2010; Daily Cash Reports June 2010 2017 RC3C2  
2012-16 Bookstore Daily Cash Reports July 2009-May 2010 2018 RC3C2  
2012-17 Aux F/S 2010 (not Bookstore & Housing) Daily Cash Reports 06/2010 2017 RC3C2  
2012-18 Bookstore Daily Cash Reports 07/2010-02/2011 Box 1 of 2 2018 RC3C2  
2012-19 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  
2012-20 Operating Recons FY10 July-December 2009, Operating Cks FY10 499389-520527, Payroll Cks 35223702-35272891, Foundation Cks FY10 90002516-90002720 2016 RC3C2  
2012-21 Operating Recons FY10 January-June 2010 2016 RC3C2  
2012-22 FY10 Recon Back-up, Foundation Daily Sheets 2016 RC3C2  
2012-23 FY10 Cxld Cks, Cash Receipts Batch Headers 2016 RC3C2  
2012-24 FY10 Payroll, Foundation, Supplemental Recons 2016 RC3C2  
2013-01 Accounts Receivable Grants FY10-11 2017 RC2G5  
2013-02 Banking Records 7/2011-6/2012 7/2018 RC2G5  
2013-02A Banking Records (originally in oversized box 2013-02) see above 7/2018 RC2G5  
2013-03 Banking Records 2006-6/2011 7/2017 RC2G5  
2013-04 Financial Reports/Bank Records 2005-2012 7/2018 RC2G6  
2013-05 does not exist - next series of numbers mis-numbered      
2013-06 CRC & Bookstore Dailycash reports box 1 of 2 7/2011-6/30-2012 2018 RC2H3  
2013-07 CRC & Bookstore Dailycash reports Box 2 of 2 - 7/2011-6/30/2012 2018 RC2H3  
2013-08 All Aux Financial Statements FY11 Box 1 of 2 - 7/2009-6/30/2011 2017 RC2H3  
2013-09 All Aux Financial Statements FY11 Box 2 of2 - 7/2010-6/30/2011 2017 RC2H4  
2013-10 FUPLOAD Books 2011 FP006744-FP0007400 - 7/2010-6/30/2011 2017 RC2H4  
2013-11 FUPLOAD Books 2011 FP007401-FP0007960 - 7/2010-6/30/2011 2017 RC3A3  
2013-12 FUPLOAD Books 2011 FP007961-FP008830 - 7/2010-6/30/2011 2017 RC3A3  
2013-13 Journal Voucher Books 2011 J0024859-J0026457 - 7/2010-6/30/2011 2017 RC3A3  
2013-14 Journal Voucher Books 2011 J0026458-J0027736 - 7/2010-6/30/2011 2017 RC3A3  
2013-15 Journal Voucher Books 2011 J0027737-J0028296 - 7/2010-6/30/2011 2017 RC3A3  
2013-16
  • Cash Receipts Batch Headers FY2011
  • 401A Supplemental Retirement Plan
  • Account FY 2011, Foundation REcons FY2011
  • Payroll Recons July 2010-January 2011
2017 RC3A3  
2013-17
  • Payroll Recons April-June 2011
  • Operating Recons July 2010-January 2011
2017 RC3A3  
2013-18 Operating Recons February-June 2011 2017 RC3A3  
2013-19 Cancelled and Replaced Checks FY2011 2017 RC3A4  
2013-20
  • 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)      
2014-02 CRC & Bookstore Daily Cash Reports 07/2011-02/2012 box 1 of 2 07/2019 RC2H-5  
2014-03 CRC & Bookstore Daily Cash Reports 03/2011-06/2012 box 2 of 2 07/2019 RC2H-5  
2014-04 All Aux Financial Statements FY12 box 1 of 2 07/2018 RC2H-6  
2014-05 All Aux Financial Statements FY12 box 2 of 2 07/2018 RC2H-6  
2014-06 FY09-FY12 Budget for Aux, FY-12 ASL/CSL yearend adj FY!!&FY12 College Inventory 07/2018 RC2H-6  

 

Grants

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