Development Records, Information Technology Services, UNCG

UNC General Records Retention and Disposition Schedule:
Development Records

This Schedule applies to records in all media, unless otherwise specified.

Items – a sample listing of items found within a series. Other related records not listed may also be part of a series.
Disposition – all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.
Destruction – takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.
Original and Reference Copy –original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

No destruction of records may take place if litigation or audits are pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.

GU103 Annual Giving
GU104 Capital Campaign
GU105 Custodian Investment Reports
GU106 Donors & Prospects
GU107 Endowment Agreements
GU108 Gifts-in-Kind Reports
GU109 Individual Fund Balances
GU110 Investment Management Reports
GU111 Legal & Administrative
GU112 Life Income Agreements
GU113 Major and Planned Gifts
GU114 Property / Real Estate
GU115 Scholarship / Awards
GU116 Tax Return
GU117 Trust, Endowments & Annuities Funds

Development Records

Series #	Series Title	Series Description	Items	Disposition
GU103	Annual Giving	Comply with applicable provisions of G.S. 105-259, G.S. 153A-148.1 and G.S. 160A-208.1 regarding confidentiality of records.	correspondence, reports, financial records, brochures	Destroy in office financial records after 3 closed fiscal years and when released from all audits. Transfer remaining records to University Archives after 5 years.
GU104	Capital Campaign	Comply with applicable provisions of G.S. 105-259, G.S. 153A-148.1 and G.S. 160A-208.1 regarding confidentiality of records.	correspondence, reports, financial records, brochures	Destroy in office financial records 3 closed fiscal years after campaign ends. Transfer remaining records to University Archives after campaign ends.
GU105	Custodian Investment Reports	Reports on investment performance.	monthly reports, investment activities, working papers	Destroy in office when administrative value ends.
GU106	Donors and Prospects	Comply with applicable provisions of state and federal law regarding confidentiality of tax payer information.	correspondence, names, addresses, fund names, fund numbers, biographical data, financial data, scholarship / endowment	Destroy in office when administrative value ends.
GU107	Endowment Agreements	Comply with applicable provisions of agreements regarding confidentiality concerning each gift.	correspondence, agreements, lists	Retain records regarding active endowments in office permanently. Transfer records regarding inactive endowments to University Archives.
GU108	Gifts-in-Kind Reports	Comply with applicable provisions of legal agreement regarding confidentiality concerning each gift.	gifts, fund, date, amount	Destroy in office when administrative value ends.
GU109	Individual Fund Balances	See Series Title	reports, statement of changes	Destroy in office when administrative value ends.
GU110	Investment Management Reports	Monthly, quarterly, and annual reporting of Development money managers on funds invested and held on behalf of Development.		Destroy in office 3 years after publication.
GU111	Legal and Administrative	Establishment, administration and legal matters regarding Development funds.	budgets, deeds, certificates of deposit, contracts, by-laws, articles of incorporation	Transfer to University Archives when administrative value ends.
GU112	Life Income Agreements	Life income of endowment donors. Comply with applicable provisions of G.S. 105-259, G.S. 160A-208.1 regarding confidentiality of records.	legal records, reconciliation reports, annuities, trusts	Retain records regarding active agreements in office permanently. Transfer records regarding inactive agreements to University Archives.
GU113	Major and Planned Gifts	Coordination of gifts and giving policies. Comply with applicable provisions of G.S. 105-259 and G.S. 160A-208.1 regarding confidentiality of records.	correspondence, reports, financial records, acceptance policies, legal opinions	Transfer to University Archives when administrative value ends.
GU114	Property / Real Estate	Owned, sold, swapped, and transferred.	Leases, deeds, construction, insurance, tax evaluations, maps, surveys	Transfer to University Archives when property is disposed of.
GU115	Scholarship / Awards	Creation and distribution of scholarship and awards. Comply with applicable provisions of 20 U.S.C. 1232g, G.S. 105-259, G.S. 153A-148.1, and G.S. 160A-208.1 regarding confidentiality of tax and other records.	correspondence, acknowledgement of gifts, conditions of scholarship, applications, recommendations, names of recipients, accounting records, photographs	Destroy in office financial records after 3 closed fiscal years. Transfer remaining records to University Archives when administrative value ends.
GU116	Tax Return	See Series Title	signed tax returns	Retain signed tax returns in office permanently.
GU117	Trust, Endowments and Annuities Funds	Records concerning the administration of university trust, endowments and annuities.	correspondence, reports, accounting statements	Retain in office permanently.

Information Technology Services

UNC General Records Retention and Disposition Schedule: Development Records

Development Records

UNC General Records Retention and Disposition Schedule:
Development Records