1997-032
Cash Clerk General Files
Financial Services and University Bookstore
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Cashier's Office | CY + 1 year | 5 years | CY + 6 years | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Deposit slips, daily summaries, balances, invoices, photocopies of cheques.
The records consist of the working files of the Cash Clerk, who is responsible for receiving and processing cash deposits at the University.
The files are arranged numerically by fiscal year. While not every file number is used in a given fiscal year, the file code is as follows:
1. Cashbook Summaries (1 file folder per month of a given fiscal year) 2. US Deposits 3. Special Deposits 4. Harbour Centre Deposits 5. Development Office Donation Logs 6. Collection Items 7. Bookstore Charge Slips and Billing Authorizations 8. Bookstore Accounts Receivable Trial Balance 9. Bookstore Accounts Receivable External Billings 10. Returned Cheque Chargebacks 11. Mastercard Deposits 12. GST Clearing Account 13. Journal Voucher and Backup Copies 14. Cashbook Enquiries 15. Department Returned Cheques 16. General Correspondence 17. Cheque Requisitions 18. Charge Float Verified
There are also unnumbered files for deposits received from the Library, Traffic and Security, Residence and Housing, and Athletics and Recreation. Although these are kept by semester, the semesters in a given box correspond to the fiscal year represented by the other files.
These records are created, used, retained and managed in accordance with the following authorities:
CY=Current fiscal year
RRSDA is in force.
Approved by the University Archivist: 29 Oct 1998