Constituent Document Types
Contact Report or Interactions Supplements
| Type | Retention Period | Examples |
| Contact Reports and Supplements (Confidential) |
Permanent | Contact reports and supplementary documents to be seen by WFAA staff only |
| Contact Reports and Supplements | Permanent | Contact reports and supplementary documents that can be shared with campus |
Funding Request or Opportunity
| Type | Retention Period | Examples |
| Funding Requests (Confidential) |
5 years | |
| Potential Gifts (Confidential) |
3 years after death of sole surviving spouse | Correspondence, such as letters and email messages, relating to a potential gift |
Consituent -- Legal Documentation
| Type | Retention Period | Examples |
| Legal - Real Estate (Confidential) |
3 years after death of sole surviving spouse | Legal documents related to gifts and sale of real estate |
| Legal - Contracts and MOAs (Confidential) |
3 years after death of sole surviving spouse |
Memoranda of agreement Contracts not appearing in other Constituent Legal categories |
| Legal - Life Income Agreement (Confidential) |
3 years after death of sole surviving beneficiary | |
| Legal - Irrevocable Pledge (Confidential) |
2 years after death of constituent | |
| Legal - Permanent (Confidential) |
Permanent |
Will or will provision Trust agreement or trust provision Letters and deeds of gift (non-real estate) Estate legal documents Beneficiary designations Beneficiary distribution forms Death Certificates Life Insurance Policies Any other legal document needing permanent retention |
Constituent -- Other Documentation
| Type | Retention Period | Examples |
| Miscellaneous (Confidential) |
Indefinite/purged as necessary |
Bascom Hill Society data sheets Pre-1992 research reports |
| Miscellaneous Shared | Indefinite/purged as necessary |
CVs Resumes Newspaper and magazine articles Press releases Brochures Publicity pieces |
| Obituary | Permanent | n/a |
|
Historical Correspondence |
5 years, no new documents added |
Letters to volunteers regarding fundraising campaigns Requests for donations (not grant proposals) Cover letters for documents to be signed Campus visit itineraries Letters to campus partners regarding donor visits Letters about matching gifts Payroll deduction authorization Letters saying "here is a pledge form" |
| Statements (Confidential) |
5 years after close of estate or trust | n/a |
|
Pre-1982 Gift Records - Computer Printouts |
Permanent | n/a |
| Transaction Confirmations (Confidential) |
3 years after death of sole surviving spouse | n/a |
| Pledges (Confidential) |
8 years after pledge is paid |
n/a |
| Gifts (Confidential) |
8 years |
Cash and in-kind gift acknowledgements and related backup |
| Stock Gifts (Confidential) |
3 years after death of sole surviving spouse |
All information related to stock gifts |
| Real Estate Gifts (Confidential) |
3 years after death of sole surviving spouse |
Generally a gift acknowledgement with a few other papers. Most paperwork falls under other Constituent Real Estate categories. |
| Real Estate General (Confidential) |
3 years after death of sole surviving spouse |
Correspondence related to gifts and sale of real estate |
| Tax - Real Estate (Confidential) |
3 years after property is sold |
Any tax form related to real estate Property tax statement Appraisal |
| Tax (Confidential) |
3 years after death of sole surviving beneficiary |
Tax forms Supporting documentation for tax forms Appraisals (non-real estate) |
Fund Document Types
Fund -- Legal Documentation
| Type | Retention Period | Examples |
| Legal (Confidential) |
Permanent |
MOAs signed by donors wishing to remain anonymous Interim category for legal documents until determined not to be confidential |
| Legal | Permanent |
Memoranda of agreement Fund operation agreements New fund letters Requests for new fund Letters from department requesting new fund Letters from department accepting terms of new fund letter Donor will or will provision Donor trust agreement or trust provision Legal documents related to real estate connected with fund |
Fund -- Other Documentation
| Type | Retention Period | Examples |
| Award Recipient Profile | Permanent | n/a |
| Correspondence - Permanent | Permanent |
Correspondence about the fund, including changes in fund use categories Correspondence to professors about professorships Correspondence to, from or about scholarship recipients Correspondence about real estate connected to fund |
| Correspondence | 8 years |
Correspondence about current fund balances Paid bills |
|
Miscellaneous |
See comment |
Interim document category. Documents will move to Fund-Tax and Fund-Miscellaneous |
| Miscellaneous | Permanent |
Newspaper clippings Brochures |
| Tax | Permanent | Tax forms |
You may want to add Signed Confidentiality and Data Transmission Acknowledgement and Agreement form under the appropriate document type. I didn't know how to categorize this.