Administration AD41 - Vendor Information

Accessed:	2026-07-17
Purpose of series:	Records related to vendor account information
Scope and contents:	Includes (but is not limited to): vendor information retained to complete institutional activities such as: vendor name(s), contact information, vendor ID, banking information, name changes, dates of creation and activities and vendor history.
Cross reference:
Exceptions:	Payments or statements of vendor accounts. See: Financial Transactions - Centrally Processed (FN10) or Financial Transactions - Unit (FN11)

Primary offices:	Units
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Secure Destruction
Primary office retention period:	6 years*
Primary office retention instructions:	S/O = Fiscal year of last reported activity with vendor, with an associated zero balance relating to the account, and all contractual and legal obligations met. Retained for 6 years then securely destroyed. *Exception - Any banking information that has been inactive for 2 years is destroyed. Direct deposit forms- retained for 6 months. Note: If a new activity occurs, during the retention time frame, the account is considered reactivated and updated accordingly.

Secondary offices:	N/A
Secondary office retention trigger:
Secondary office disposition:
Secondary office retention period:
Secondary office retention instructions:

Retention rationale:

Excepted Operation Use

Vital records	Electronic systems	Personal information	Official media
Yes	NAS, SharePoint, Banner	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-12-13	2022-01-21 10:28:20	cr618206	Confidential

Notes: