Document types in OnBase (constituent and fund)

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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
(Confidential)

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
(Confidential)

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 
(Confidential)

See comment

Interim document category. Documents will move to Fund-Tax and Fund-Miscellaneous

Miscellaneous Permanent

Newspaper clippings

Brochures

Tax Permanent Tax forms

 

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    Claire Mezick

    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.

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