2009-003
Campus Security Accounts Receivable Transaction Records
Campus Security Department
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Campus Security Accounts Receivable Transaction Records | CFY + 1 year | 5 years | CFY + 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records documenting the processing and receipt of payments made to the Campus Security Department in return for goods and services (including parking and access control) provided to students, staff, faculty, other departments, or external clients. These transactions are not documented by Financial Services. Records relate to financial transactions and requests processed through the visitor parkade kiosk, ticket vending machines, and the Campus Security offices (including payment for parking permits, impoundments, keys, requests for security service, etc.). This RRSDA does not include the parking payroll deduction program.
Visitor parking kiosk records include reports (daily summary, cashier's shift), copies of bank deposit slips and bags, departmental deposit summaries, kiosk receipts (pink or white carboard tickets), kiosk cash register tapes, drop envelopes, and shift summary account cards.
Ticket vending machine (TVM) records include reports (daily summary, audit), copies of bank deposit slips and bags, departmental deposit summaries, and credit card daily summaries.
Records relating to transactions processed through the parking or dispatch offices include reports (daily summary, parking management database, daily variance), copies of bank deposit slips and bags, departmental deposit summaries, deposit slip and daily float calculations, debit and credit card totals, debit receipts, signed credit card receipts, and register receipt payments for cash drawers (breakdown of activity for day, regardless of sale), and cash receipt books.
Records relating to transactions processed through the access control office (daily cash register transaction summaries) include cash count reports (i.e., daily variance), debit receipts, signed credit card receipts, till transaction receipts, till transaction summaries (by payment type), till tape daily transaction summaries, and daily summary reports.
Other records in this series include billing letters and related documentation, as well as original requisitions for service (i.e., key requisitions, card access requisitions, lock work orders, parking service requests, special service requests, and related correspondence and documentation).
These records are created, used, retained and managed in accordance with the following authorities:
The total retention period meets the University's responsibilities under the Income Tax Act (RSC 1985, c. I-3.3 (15th Supp.)) and the Limitation Act (RSBC 1996, c. 266). Section 3(5) of the Limitation Act (RSBC 1996, c. 266) states that any action not specifically provided for by this Act or any other Act may not be brought after the expiration of 6 years from the date on which the right to do so arose. Records must be maintained for six years from the last taxation year in which they are required for a determination under the federal Income Tax Act (RSC 1985, c. I-3.3 (5th Supp.), c.1, s.230(4)).
FILING GUIDELINES
Records in this series should be retained by fiscal year, whether arranged chronologically or by some other grouping. However, original parking service request documentation is currently continuous. Best practice would be to close these files at the end of each fiscal year and open new ones.
ELECTRONIC AND PAPER FILES
While Campus Security maintains electronic versions of some of the records found on the paper-based accounts receivable transaction files, the paper files are treated as authoritative because they are more complete. Once printed to paper, electronic versions of financial records become transitory and can be deleted immediately. Alternatively, the electronic records can be maintained for ease of future reference, but should be deleted upon the expiration of the total retention period recommended in this schedule.
The Campus Security Department generates weekly and monthly finance reports (i.e., journal vouchers or "CAMSEC Reports") in spreadsheet format that summarize accounts receivable transactions. The spreadsheets are used as a tool to upload this data to Financial Services. Once transferred, Financial Services becomes the office of primary responsibility for the data, and the spreadsheets (in both paper and electronic form) remaining with Campus Security become transitory and can be deleted or destroyed immediately. Therefore, while related to this record series, the spreadsheets do not fall under this schedule. Original source documents (i.e., receipts, requisitions for service, etc.) that authorize the accounts receivable transactions and act as evidence of payment or the completion of the transactions, however, remain with Campus Security and do fall under this schedule.
RECORDS DISPOSITION
At the end of the active retention period (CFY + 1 year), box and transfer the paper records to the University Records Centre (URC). For each box prepare a box contents listing, itemizing all files contained in the box. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for your own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).
Visitor parking kiosk receipts (pink or white carboard tickets) need not be retained for the active retention period and can be destroyed immediately. The data recorded on these receipts are also recorded on kiosk cash register tapes, and the latter are significantly smaller in physical extent.
RRSDA is in force.
Approved by the University Archivist: 14 Aug 2009