General Record Category Type of Record Retention Period OAR #
Accounts Aging Records Year-end accounts aging records 10 years 166-475-0050(1)
Accounts Aging Records Accounts aging records - other reports 4 years 166-475-0050(1)
Accounts Payable Records Purchase orders 6 years 166-475-0050(2)
Accounts Payable Records Contract release orders 6 years 166-475-0050(2)
Accounts Payable Records Balance sheets 6 years 166-475-0050(2)
Accounts Payable Records Bills 6 years 166-475-0050(2)
Accounts Payable Records Invoices 6 years 166-475-0050(2)
Accounts Payable Records Invoice vouchers 6 years 166-475-0050(2)
Accounts Payable Records Journal voucher/entry forms 6 years 166-475-0050(2)
Accounts Payable Records Price quotes 6 years 166-475-0050(2)
Accounts Payable Records State of Oregon "B" purchase orders 6 years 166-475-0050(2)
Accounts Payable Records Departmental requisitions 6 years 166-475-0050(2)
Accounts Payable Records Justifications of purchases 6 years 166-475-0050(2)
Accounts Payable Records Payment authorizations 6 years 166-475-0050(2)
Accounts Payable Records Reports of receipt of goods or services 6 years 166-475-0050(2)
Accounts Payable Records Related Documentation and Correspondence 6 years 166-475-0050(2)
Accounts Receivable Records Account edit sheets 6 years after collected or deemed uncollectable 166-475-0050(3)
Accounts Receivable Records Classified advertisement forms 6 years after collected or deemed uncollectable 166-475-0050(3)
Accounts Receivable Records Credit card payment forms 6 years after collected or deemed uncollectable 166-475-0050(3)
Accounts Receivable Records Invoices 6 years after collected or deemed uncollectable 166-475-0050(3)
Accounts Receivable Records Journal vouchers 6 years after collected or deemed uncollectable 166-475-0050(3)
Accounts Receivable Records Receipts 6 years after collected or deemed uncollectable 166-475-0050(3)
Accounts Receivable Records Returned checks 6 years after collected or deemed uncollectable 166-475-0050(3)
Accounts Receivable Records Related Documentation and Correspondence 6 years after collected or deemed uncollectable 166-475-0050(3)
Accounts Receivable Subsidiary Records Customer lists sorted by account number with charges/payments recorded 6 years 166-475-0050(4)
Accounts Receivable Write-off Records Receivable invoices 6 years after write-off 166-475-0050(5)
Accounts Receivable Write-off Records Write-off worksheets 6 years after write-off 166-475-0050(5)
Accounts Receivable Write-off Records Due diligence documents 6 years after write-off 166-475-0050(5)
Canceled Checks Records Records document redeemed checks written on university accounts 6 years 166-475-0050(6)
Check Conversion Records Electronically deposited items after imaged and converted to Automated Clearing House (ACH) 120 days retention of original document 166-475-0050(7)
Check Conversion Records Electronically deposited items after imaged and converted to Automated Clearing House (ACH) 6 years for ACH transaction or IRD 166-475-0050(7)
Check Stubs Records Check stubs 6 years 166-475-0050(8)
Collection Records Collection letters 6 years after account is paid or written off 166-475-0050(9)
Collection Records Notices 6 years after account is paid or written off 166-475-0050(9)
Collection Records Letters of transmittal 6 years after account is paid or written off 166-475-0050(9)
Collection Records Bankruptcy records 6 years after account is paid or written off 166-475-0050(9)
Credit and Debit Receipts Records Records including customer's name and account information 36 months after transaction 166-475-0050(10)
Credit Card Administration Records Applications 6 years after expiration 166-475-0050(11)
Credit Card Administration Records Master monthly billing statements 6 years 166-475-0050(11)
Credit Card Administration Records Individual card holders' statements 6 years 166-475-0050(11)
Credit Card Administration Records Billing summaries 6 years 166-475-0050(11)
Credit Card Administration Records Vendor analysis by code 6 years 166-475-0050(11)
Credit Card Administration Records Number of charges and stores 6 years 166-475-0050(11)
Credit Card Administration Records Use summaries 6 years 166-475-0050(11)
Credit Card Administration Records Related correspondence 6 years 166-475-0050(11)
Moving Expenses Records Requests for approval-travel and moving reimbursement of new employee forms 6 years 166-475-0050(12)
Moving Expenses Records Purchase orders 6 years 166-475-0050(12)
Moving Expenses Records Travel reimbursement requests 6 years 166-475-0050(12)
Moving Expenses Records Vendor invoices 6 years 166-475-0050(12)
Moving Expenses Records Receipts 6 years 166-475-0050(12)
Refund/Disbursement Request Records Accounting data for refunds from parking violations fines paid and successfully appealed 6 years 166-475-0050(13)
Refund/Disbursement Request Records Tuition and fee refund when courses are dropped 6 years 166-475-0050(13)
Refund/Disbursement Request Records Refunds for event tickets, loan overpayments, change-of-residence, and canceled courses 6 years 166-475-0050(13)
Refund/Disbursement Request Records Log of refunds and requests for reissue of lost checks 6 years 166-475-0050(13)
Registration Fee Records Completed registration forms 6 years 166-475-0050(14)
Registration Fee Records Journal vouchers 6 years 166-475-0050(14)
Registration Fee Records Invoices 6 years 166-475-0050(14)
Registration Fee Records Purchase orders 6 years 166-475-0050(14)
Registration Fee Records Wire transfers 6 years 166-475-0050(14)
Revolving Charge Agreements Records Agreement forms signed by each student 3 years after last enrollment and account paid in full 166-475-0050(15)
Travel Records Out-of-state travel authorization forms 6 years 166-475-0050(16)
Travel Records Travel itineraries 6 years 166-475-0050(16)
Travel Records Travel advance forms 6 years 166-475-0050(16)
Travel Records Travel reimbursement requests (employee and non-employee) 6 years 166-475-0050(16)
Travel Records Receipts 6 years 166-475-0050(16)
Travel Records Approval memos 6 years 166-475-0050(16)
Travel Records Vehicle mileage reporting records 6 years 166-475-0050(16)
Travel Records Memos in place of itemized receipt 6 years 166-475-0050(16)
Travel Records Affidavits of lost receipt memos 6 years 166-475-0050(16)
Travel Records Authorizing signatures 6 years 166-475-0050(16)
Travel Records Airfare documentation 6 years 166-475-0050(16)
Travel Records Related Documentation and Correspondence 6 years 166-475-0050(16)
Unclaimed Property Report Records Holder Report 3 years after property remitted to Department of State Lands 166-475-0050(17)
Unclaimed Property Report Records Owner Information 3 years after property remitted to Department of State Lands 166-475-0050(17)
Unclaimed Property Report Records Correspondence and other related documentation 3 years after property remitted to Department of State Lands 166-475-0050(17)