Finance FN33 - Endowments

Accessed:	2026-07-17
Purpose of series:	Record series documenting the negotiation and administration of endowments and donor agreements.
Scope and contents:	Includes (but not limited to): endowments, donor agreements, instruction of issuance of gifts, history of awards, legal opinions, related correspondence, and supporting documentation. This includes the management of donor agreements and wills.
Cross reference:	For management of endowment see: Endowment Management (FN34); for execution of financial transactions relating to investments see: Investment Management (FN37)
Exceptions:

Primary offices:	Office of Advancement
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Transfer to University Archives
Primary office retention period:	6 years
Primary office retention instructions:	S/O = Endowment contract or agreement revised, updated, terminated, expired, and all obligations met. Record closed after endowment contract or agreement revised, updated, terminated, expired, and all obligations met. Retained for additional 6 fiscal years (FY) then transferred to the University Archives for selective retention.

Secondary offices:	Units
Secondary office retention trigger:	Superseded / Obsolete
Secondary office disposition:	Secure Destruction
Secondary office retention period:	6 years
Secondary office retention instructions:	S/O = Endowment contract or agreement revised, updated, terminated, expired, and all obligations met. Record closed after endowment contract or agreement revised, updated, terminated, expired, and all obligations met. Retained for additional 6 fiscal years (FY), then securely destroyed.

Retention rationale:

Expected operational use.

Vital records	Electronic systems	Personal information	Official media
No	NAS, FAMIS	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2021-08-30 10:30:57		Confidential

Notes:

University Provisioned Service = CRM.