Record Retention for the Bursar’s Office/FABS

Division: 

Bursar's Office

Department: 

Fiscal Affairs

Contact Information: 

Corazon Wong / Director, Student Finance Operations/Business System / (415) 338-3925 / coraw@sfsu.edu

Effective Date: 

Wednesday, November 12, 2014

Revised Date: 

Sunday, November 2, 2014

Authority: 

ICSUAM 80454801, 4863, 4864

Federal OMB Circular A-110, Subpart C_.53

Sarbanes-Oxley Act of 2002, Section 802

U.S. Securities and Exchange Commission, 2003-11: Rule 2-06

State California Government Code, Section 14755, 14756

State Education Code, Section 89045

California Records and Information Management, Record Retention Handbook

 


Objective: 

This document outlines the policy and procedures governing the retention and destruction of the Bursar’s Office records and Fiscal Affairs Business Systems’ (FABS) backup tapes


Statement: 

  • An imaged reproduction will be deemed to be the original public record of the Bursar’s Office and FABS for all purposes, including introduction in courts of law and state agencies.
  • Check logs are maintained electronically, and will be purged after five years.
  • Original paper records will be maintained for a period of two fiscal years, plus the current year-to-date. Records pertaining to the third previous year will be destroyed during the month of July each year.   
  • Images will be retained in the Imaging System for a period of five (5) fiscal years.
  • Images for a given fiscal year will be destroyed after the completion of five (5) years.  

Procedures:

https://csyou.calstate.edu/Policies/icsuam/FinalPDF/Section%208000%20PDF/8045-00.pdf

http://www.sec.gov/news/press/2003-11.htm