Division:
Bursar's Office
Department:
Financial Services
Contact Information:
John Gates / Executive Director of Financial Services / (415) 405-7320 / jmgates@sfsu.edu
Effective Date:
Wednesday, November 12, 2014
Revised Date:
Sunday, November 2, 2014
Authority:
ICSUAM 8045, 4801, 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: