Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.
Donor Gift Agreement Records
Description
Documents future obligations on the university or donors, or rights conferred on the university or donors, resulting from gifts to the university, including:
Endowment funds, especially expressions of the donor’s intent and later modifications to the fund’s purpose or use
Deferred gifts, such as gift annuities, charitable trusts, remainder interests in real estate
Gift agreements that address future beneficiary-designated transfers, such as life insurance, commercial annuities, IRA accounts, bequests in wills and trusts
Gift agreements that address outright transfers of assets for immediate use
Confidential Information Present
Varies
Office of Record
Office of General Counsel Advancement Services
Endowment Accounting (see Notes) School and Central Development units negotiating gifts (Units that have transferred donor and gift records to Advancement Services may treat their own copies as convenience copies.)
Other Offices
Convenience copies maintained by other units should be destroyed by shredding or file wiping when no longer needed for administrative purposes. Convenience copies should be kept no longer than the periods specified for the Office of Record.
Keep while active, then transfer to University Archives for permanent retention.
Final version of original agreements
Final version of modifications of original agreements
Legal interpretations of rights and obligations conferred by gifts
Wills
Substantive correspondence
Keep while active, then destroy. Destroy by shredding or file wiping if confidential information is present.
For Endowment Accounting records refer to Controller’s Office schedule.
Effective Date
May 2016
Revision Date
not applicable
Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.
Disposition schedules are based on the length of time records are needed to meet internal program management needs; satisfy external statutory and regulatory requirements; and to ensure the university has a reliable institutional memory. Questions should be addressed to the ÐÇ¿Õ´«Ã½ Archives at 368-3320 or archives@case.edu.
