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Presbyterian Church (U.S.A.)
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Administrative Assistant
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Department of History – OGA
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General Schedule
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(Draft Schedule)
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Schedule Issue Date: Feb/2003
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Records Title and Description
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Retention
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Disposition Instructions
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| Account Request Forms | | Active +
3 years | | Destroy |
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| Accounts Payable | 3 years | Destroy |
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| Accounts Receivable | 3 years | Destroy |
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| Annual Fiscal Reports | Permanent | Transfer to Archives in Philadelphia |
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| Annual Reports | Permanent | Transfer to Archives in Philadelphia |
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Brochures/Promotional Material
(produced by the office) | Permanent | Transfer to Archives in Philadelphia |
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| Budget and Expense Reports | 3 years | Destroy |
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| Budget Code List | 3 years | Destroy |
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Conference Files
(may include hotel folios catering materials, conference room rentals, registrations) | Current +
1 year | Destroy |
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| Contracts – Service | 4 years | Destroy |
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| Contracts- Repairs, Leases | Expiration +
6 years | Destroy |
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| Contracts, Personal Service | Expiration +
6 years | Destroy |
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| Correspondence – General requests for information or publications, payments, receipts, routine courtesy, and does not document policies and procedures.) | 3 years | Destroy |
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Correspondence – Official
(Official correspondence is that which documents an office’s administrative structure, procedures, and policies, and includes email.) | Permanent | Transfer to Archives in Philadelphia
Print significant email and replies and file in paper filing systems and transfer to Archives. |
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| Deduction Authorization Records | Active +
4 years | Destroy |
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| General Ledger Reports – Budget Control | 3 years | Destroy |
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| Grants – Funded | Permanent | Transfer grant files to the Archives in Philadelphia (keep proposals, final report, and official correspondence) |
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| Grants – Not Funded | 2 years | Destroy |
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| Grievance Case Files | Settlement +
3 years | Destroy |
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| Independent Contracts | Employment +
1 year | Destroy |
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Inventories of Property and Equipment
(office copy) | Indefinite | Destroy when superseded |
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| Invoices | 2 years | Destroy |
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| Journal Vouchers | 3 years | Destroy |
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Mail Logs
(Mailing Lists) | Indefinite | Destroy when no longer useful or superseded |
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Manuals/Handbooks
(produced by the office) | Permanent | Transfer one copy of each to the Archives in Philadelphia |
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| Meeting Arrangement Files | 3 years | Destroy |
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| Meeting Folders | 3 years | Destroy if no longer useful |
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Minutes of Governing Boards/Advisory Committees
(of the Department) | Permanent | Transfer to Archives in Philadelphia |
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| Minutes of Staff Meetings | Permanent | Transfer to Archives in Philadelphia |
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| Monthly Report - Budget Control | 3 months | Destroy |
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Net Assets and Liability Report
(A year to date total of line by line expenses of the office) | 3 years | Destroy |
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| Pay Authorization Records | 5 years | Destroy |
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Personnel Records
(Missionary personnel files in WMD and ministerial personnel files in CPS are under separate schedules.) | Indefinite | Transfer to Human Resources after termination of employment |
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| Photographs | Permanent | Send identified photos to the Archives when no longer needed |
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Policies and Procedures Manuals/Statements
(produced by the department) | Permanent | Transfer one copy to the Archives in Philadelphia |
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Publications
(issued by the Department and may include Newsletters, brochures, reports) | Permanent | Transfer one copy to the Archives in Philadelphia |
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| Purchase Orders | 3 years | Destroy |
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Records Transfer List
(lists records sent to the Archives or Records Center) | Permanent | Retain in Office |
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Reference Materials
(external publications used for information purposes) | Indefinite | Destroy or discard when no longer useful |
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| Requisitions | 3 years | Destroy |
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| Shipping and Freight Records Files | Current +
1 year | Destroy |
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Telecommunications Reports
(Telephone Charge Records) | 3 years | Destroy |
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| Time Sheets | 1 year | Destroy |
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| Videos | Life Expectancy | Transfer one copy of each to the Archives in Philadelphia |
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Vouchers
(includes travel, hotel, food, mileage, etc.) | 3 years | Destroy |
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Working Group Files
(may include minutes, reports, budgets, and correspondence) | Permanent | Transfer to Archives in Philadelphia |
