SCHOOL OF DENTISTRY – BUSINESS OFFICE AUTHORIZATION NO. 39-400D

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  1. Dental Discount Letters
  2. Supplemental Cash Records
  3. Precious Metals Inventory
  4. Purchase Orders, Departmental Copies
  5. Statement of Unpaid Items
  6. General Clinic Information Forms
  7. Account Statement Books
  8. Accounts Receivable Payments
  9. Welfare Payments
  10. Paid Biopsy
  11. Fees Paid
  12. H.E.W. Authorizations
  13. Fee Waivers

 

ITEM NUMBER

1. Dental Discount Letters

YEARS: 1968-

VOLUME: 1/2 Cubic Foot Per Year

ARRANGEMENT: Alphabetical               

These are letters instructing patient accounts to allow discounts on dental clinic treatment for Dental School students and staff and copies of letters to the Registrar instructing them that a student is receiving a discount.

Authorized Retention:

Retain for two (2) years after person is no longer employed by or attending the Dental School, then destroy, provided all payments have been made on the account.

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2. Supplemental Cash Records

YEARS: 1966-

VOLUME: 1/2 Cubic Foot Per Year

ARRANGEMENT: Chronological             

These are records of cash paid out, cash advancements, petty cash, register reading and totals, etc..

Authorized Retention:

Retain for two (2) years, then destroy.

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3. Precious Metals Inventory

YEARS: 1971-

VOLUME: Less Than 1/10 Cubic Foot Per Year

ARRANGEMENT: Alphabetical               

These records are inventories of gold and platinum received by the Dental School Purchasing Department, recording the date, supplier and amount received and also dispensary records of gold received, issued, amount and type. 

Authorized Retention:

Retain for five (5) years, then destroy.

NOTE: Retain in office for two (2) years, Records Center for three (3) years.

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4. Purchase Orders, Departmental Copies

YEARS: 1985-

VOLUME: 18 Cubic Feet Per Year

ARRANGEMENT: Alphabetical               

These are departmental copies of purchase orders and related documents: i.e., requisitions, specifications, bid documents, packing slips.

Authorized Retention:

Retain for three (3) years, then destroy.

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5. Statement of Unpaid Items

YEARS: 1966-

VOLUME: 1/6 Cubic Foot Total

ARRANGEMENT: Chronological             

These records are statements of items for which the Dental School owes money, including the name of the company and the amount owed.

Authorized Retention:

Retain for two (2) years, then destroy.

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6. General Clinic Information Forms

YEARS: 1973-

VOLUME: Less Than 3 Cubic Feet Per Year

ARRANGEMENT: Alphabetical               

These forms are used to record general billing information on the patient, including the patient's number, name, address (or change in address), and any amounts charged at the School of Dentistry.

Authorized Retention:

Retain until account reaches a zero balance, then destroy.

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7. Account Statement Books

YEARS: 1967-

VOLUME: 1 Cubic Foot Per Year 

ARRANGEMENT: Chronological             

These are I&E Statement of Expenditures and amounts left in each category for Dental School Accounts.

Authorized Retention:

Retain for two (2) years, then destroy.

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8. Accounts Receivable Payments

 YEARS: 1970-

VOLUME: 1 Cubic Foot Per Year

ARRANGEMENT: Chronological             

These are cashier lists of money received, payments on accounts receivable and lists of checks received by mail as well as ledgers of clinic receipts.

Authorized Retention:

Retain for two (2) years, then destroy.

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9. Welfare Payments

YEARS: 1965-

VOLUME: 1/3 Cubic Foot Per Year

ARRANGEMENT: Alphabetical               

These are records of payments on patients accounts made through the Welfare Office.

Authorized Retention:

Retain for two (2) years, then destroy.

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10. Paid Biopsy

YEARS: 1969-72

VOLUME: 1/2 Cubic Foot Total

ARRANGEMENT: Alphabetical               

These are bills and receipts for biopsies. (Closed Records Series)

Authorized Retention:

Destroy immediately.

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11. Fees Paid

YEARS: 1965-

VOLUME: 1/4 Cubic Foot Total

ARRANGEMENT: Alphabetical               

These are copies of statements of dental fees paid which were sent to patients for tax purposes.

Authorized Retention:

Retain for one (1) year, then destroy.

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12. H.E.W. Authorizations

YEARS: 1965-

VOLUME: 1/5 Cubic Foot Per Year

ARRANGEMENT: Alphabetical               

These are authorizations to bill H.E.W. for patients' dental care.

Authorized Retention:

Retain for three (3) years after authorization expires, then destroy.

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13. Fee Waivers

YEARS: 1965-

VOLUME: 1/4 Cubic Foot Total

ARRANGEMENT: Alphabetical               

These are records of waivers of dental fees for patients.

Authorized Retention:

Retain for two (2) years after waiver expires, then destroy.

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Reviewed 2012-08-03.