Accounts Receivable Invoices | Archives and Special Collections

Accounts Receivable Invoices – Archives and Special Collections

Accounts Receivable Invoices

UCLASS Primary: FM110 – Accounts Receivable Invoices

Retention Rule Number: Specific Retention Rule 2000.11

Function/Activity: To document the invoicing for goods and services provided to external clients.

Description/Type of Records: Accounts receivable invoices, bankruptcy notices, collection agency records, invoice request forms, and correspondence.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Accounts Receivable (Finance) 7 years from end of fiscal year Confidential shred or delete
Office of Secondary Responsibility (OSR) Retention Disposition
Faculties and Departments and Administrative Units
     Original supporting documentation: 7 years from end of fiscal year Confidential shred or delete
     All other records: 3 years from end of fiscal year Confidential shred or delete

Restrictions:
In accordance with the principles of the Freedom of Information and Protection of Privacy Act, access to these records is restricted to staff assigned the functional responsibilities related to the records as well as those with the authority to compile, classify, annotate, read, retrieve, transfer or destroy this record series.  All other applications for access can be made through a Freedom of Information and Protection of Privacy access request.

Citations:
For Offices of Primary Responsibility (OPR):
Income Tax Act, R.S.C. 1985 (5th Supp.), c.1, s.230(4); s.230(4)(b)(part)).

For Offices of Secondary Responsibility (OSR):
Income Tax Act, R.S.C. 1985 (5th Supp.), c.1, s.230(4); s.230(4)(b)(part))., and Three-year planning cycle.

Approval Information:

  • Art Kirk, Director of Financial Services
  • Jo-Ann Munn Gafuik, University Archivist
  • Bonnie Woelk, University Records Committee (Chair)

15 July 2002