Business and Finance
Budget and Financial Accounting
The Yale University Archives seeks to collect documentation concerning the allocation of funds through budgeting and the accounting of funds expended at Yale. Specific topics of interest include:
- Determination of funding priorities and needs
- Negotiation and approval of budgets
- Tracking progress and changes to budget allocations
- New policy, procedure, initiative development in any of the above areas
Archival Records
Examples of records of interest to the Archives, regardless of format:
- Authorized opening and actual closing budgets
- Annual budget plans and reports, with supporting programmatic materials
- Annual summaries of financial activities
- Budgeting policies, procedures, guidelines, and instructions
- Correspondence concerning budget development and negotiation
- Meeting minutes and supporting materials for committees and departments concerning budget planning and justifications of programmatic activities
- Publications and websites (see Depositing Official Yale Publications)
- Records of the Corporation’s Audit Committee
- Records of the Corporation’s Finance Committee
- Treasurer’s Report
Office of record
Finance and Administration, the Controller’s Office, General Accounting Services, and the Tax Department maintain the record copy of documentation about accounting. Business managers may also hold record copies of certain unique accounting materials.
Grants and Contracts
The Yale University Archives seeks to collect documentation concerning grant and contract administration. Specific topics of interest include:
- Relationships with external agencies, governments, and individuals for services
- Sources of funding for sponsored projects
- Research initiatives supported by external agencies, governments, and individuals
- New policy, procedures, initiative development in any of the above areas
Archival Records
Examples of records of interest to the Archives, regardless of format:
- Annual reports
- Grant proposals and final reports for funded projects
- Legal opinion records
- Policies, guidelines, and regulations for sponsored grants
- Policies and procedures for contract and agreement negotiations
- Records of the Corporation’s Audit and Finance committees
Office of record
The Office of Grant and Contract Administration, the School of Medicine Grant and Contract Administration, and the treasurer maintain record copy documentation on grants and contracts at the university. Individual units operating outside the scope of the aforementioned units maintain the record copy on all other documented contractual matters. Duplicates and related materials should be destroyed after they are no longer needed.
Revenue, Investment and Endowment
The Yale University Archives seeks to collect documentation concerning sales, revenues, investments, and endowments at Yale. Specific topics of interest include:
- Background information on the staff or external consultants responsible for shaping investment, endowment, or fund management policies
- The management performance of investments, endowments, and funds
- Student, staff, alumni, or community efforts to influence investment, endowment, or fund management policies
- Yale’s attitude on the social, moral, and ethical implications of its investments
- The purchase, renting, and sale of real property by Yale both on and off campus
- New policy, procedure, initiative development in any of the above areas
Archival Records
Examples of records of interest to the Archives, regardless of format:
- Annual reports and statements
- Deeds and titles for properties owned by Yale
- Letters and agreements of gift, and copies of bequest instruments and wills from individuals or estates
- Policies and procedures
- Publications and websites
- Real property records generated when acquiring, maintaining, or selling real property, including purchase agreements, easement details, plat descriptions, memoranda of understanding, sales agreements, and related correspondence
- Records of the Corporation’s Audit, Finance, Investments, and Investor Responsibility committees
- Summary building space inventory and valuation reports
- Treasurer’s Report
Office of record
The Office of Finance and Administration, Tax Department, Treasury Services, Peabody Museum of Natural History, Yale Center for British Art, Yale Art Gallery, and any other units that maintain the record copy of documentation about sales and revenue. Business managers and other designated staff may also hold record copies of certain unique materials.