AGENCY: Department of Government Operations. Division of Finance. Accounting Operations

SERIES: 8466
TITLE: Outstanding check listing master file
DATES: 1972-1996.
ARRANGEMENT: None

DESCRIPTION: This is a record of all non-redeemed checks. It ensures that the check amount is correct and that the account number is valid. It is used to make sure a stop payment has not been issued on the check or that a check with that number has not been printed. A new listing is created each day of outstanding checks and this data is transferred to tape. After two updates, this tape is sent to Perpetual Storage. It also creates a new listing of month-to-date redeemed checks and a security tape for them. This record includes the check number, the date of the check, the check amount, the bank account number, and the type of check. This is part of the Warrant Reconciliation System.

RETENTION

Retain for 45 day(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 08/1986

FORMAT MANAGEMENT

Computer data files: Retain in Office for 1 day or until office use ends and then transfer to tape.

Computer magnetic storage media: Retain in Tape Library for 45 days and then erase.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public. Vouchers Payable.

SECONDARY DESIGNATION

Private. All other information.

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