SFU Records Retention Schedule and Disposal Authority (RRSDA)
Cash Clerk General Files

Description | PIB | Authorities | Retentional rational | Rentention and filing guidelines | Status

RRSDA number


Record series

Cash Clerk General Files

Office of Primary Responsibility (OPR)

Financial Services and University Bookstore

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Cashier's Office CY + 1 year 5 years CY + 6 years Destruction

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

Description, purpose and use of records

Deposit slips, daily summaries, balances, invoices, photocopies of cheques.

The records consist of the working files of the Cash Clerk, who is responsible for receiving and processing cash deposits at the University.

The files are arranged numerically by fiscal year. While not every file number is used in a given fiscal year, the file code is as follows:

1. Cashbook Summaries (1 file folder per month of a given fiscal year) 2. US Deposits 3. Special Deposits 4. Harbour Centre Deposits 5. Development Office Donation Logs 6. Collection Items 7. Bookstore Charge Slips and Billing Authorizations 8. Bookstore Accounts Receivable Trial Balance 9. Bookstore Accounts Receivable External Billings 10. Returned Cheque Chargebacks 11. Mastercard Deposits 12. GST Clearing Account 13. Journal Voucher and Backup Copies 14. Cashbook Enquiries 15. Department Returned Cheques 16. General Correspondence 17. Cheque Requisitions 18. Charge Float Verified

There are also unnumbered files for deposits received from the Library, Traffic and Security, Residence and Housing, and Athletics and Recreation. Although these are kept by semester, the semesters in a given box correspond to the fiscal year represented by the other files.


These records are created, used, retained and managed in accordance with the following authorities:

Retention and filing guidelines

CY=Current fiscal year


RRSDA is in force.

Approved by the University Archivist: 29 Oct 1998

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