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Records Retention Schedules

This guide shows record retention schedules for every department based on the requirements of Oklahoma state law.

Printing Services

16-1         General Accounting Ledger

Deleted from schedule April 12, 2000 

 

16-2         Cash Receipts

Description:            

File consists of records of cash receipts including deposit slips and copies of checks received from state agencies and various university offices.

 Disposition:            

Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added July 17, 1991

 

  

16-3         Financial Statements

Description:            

Files contain monthly income statements and balance sheets prepared from the daily posting to the General Accounting Ledger (Series 16-1).

Disposition:            

Retain in office until no longer required for administrative purposes, then destroy.

Added July 17, 1991

  

 

16-4         Job Tickets

Description:            

File  consists  of  customer  order  forms.    The  documents  may  contain customer order authorization form, job specifications, job cost data billing calculations, estimated price calculations, and samples of printed materials.

Disposition:            

Retain in office until one (1) year after all audits have been completed and all  applicable  audit  reports  have  been  accepted  and  resolved  by  all applicable federal and state agencies and provided no legal actions are pending, then destroy.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies.

Added July 17, 1991