CONTROL FILES FOR WARRANT & CHECK WRITE-OFFS

The files are generated June 30 of the following fiscal year and maintained for 99 years and then destroyed. These files are used to not only document the redemption, cancel, and reissue of a prior-year written off accounts payable warrant, travel expense warrant or payroll check but also to document and help produce the files that are submitted to Department of Treasury's Unclaimed Property (UCP), for possible re-uniting of funds with their intended payees. There being no time limit for a payee to file a claim to UCP, these files are referenced continually as to the final disposition of the warrant or check. Records may be kept in either paper or electronic format. Paper records are maintained on computer paper format in computer paper binders and stored at Division of Accounts for 99 years and then destroyed. Electronic records will be migrated to an equivalent of the State's ECM system and appropriately maintained by the agency within the next 10 months, kept for 99 years and then destroyed. Any sensitive information contained therein shall be destroyed according to standards for destruction of confidential information.