Vice-President for Business and Finance 
Davidson College Records Management Program

Originally the central Business Office, this department now oversees 7 divisions: Business Services (Controller), Human Resources, Physical Plant, Auxiliary Services, Public Safety, Administrative Services, and General Counsel. The Vice-President for Business and Finance is responsible for supervising the divisions and is directly involved with specific projects, including the development of the McConnell neighborhood.

BOARD OF TRUSTEES. Files for the Finance and Budget Committees of the Board of Trustees. Files contain information for the committee meetings including agendas, reports, and background information. BUDGET FILES. Records for budget development and for tracking current year expenses. Includes monthly reports from Controller. DEEDS. Original deeds with copies of maps and occasional correspondence or memorandum for properties given to the college. GENERAL FILES. Subject files for activities and committees connected to the office. Files may contain correspondence, memorandum, reports, and reference data. HISTORICAL FILES. Contains records for special projects or activities such as the Davidson College Cemetery, Davidson College Presbyterian Church, Duke Endowment, and the E. L. Baxter Davidson Property. Files contain correspondence, reports, ledgers, background data, and legal information. INSURANCE. Historical information about insurance policies held by the College. Also contains current files on all automobile and truck titles held by the College. INVESTMENT REPORTS. Reports from the investment companies responsible for Davidson College properties and accounts. Files contain monthly or quarterly statements. They are used for reference purposes within the College. LAKE NORMAN COMPANY. Files relating to the Lake Norman Company and property acquired after the bankruptcy of the company. Includes correspondence, reports, and reference information. LOAN FILES. Primarily historical files relating to the College's programs of providing loans or mortgage supplements for Davidson faculty. About 20 to 25 files are active, the remaining files are closed. There are also files for life insurance policies related to the loans. Files contain restricted information. MCCONNELL-DAVIDSON COLLEGE DEVELOPMENT CORPORATION. Files relating to the Davidson College Development Corporation, the development of the McConnnell neighborhood, and the McConnell property. PATTERSON COURT. Historical information and a current file on the College's eating houses in Patterson Court. The historical files contain correspondence, memoranda, and accounting records for each of the houses. The current file contains records relating to the payment of bills and eating house accounts. PROPERTY FILES. Records for properties owned by the College outside of Mecklenburg County, NC and outside the state of North Carolina. Also records relating to the property acquired by the College at I-77 and Griffith Street. TAX FILES. Records related to tax payments and exemptions. Includes copies of transactions, and records relating to college owned property and leases.


Auxiliary Services 
Davidson College Records Management Program

Auxiliary Services is responsible for the administration of the campus food services, the college bookstore, the laundry, the guest house, and the campus network. The food services includes Vail Commons, Union Outpost and Union Cafe, Baker Underground, and catering.

DAILY STATEMENTS. Copies of daily summary statements from the various divisions of Auxiliary Services. The records are stored in ring binders.

FINANCIAL STATEMENTS. Reference copies of financial reports from the AIIMS and Banner computer systems. The reports reflect the activities of the various divisions of Auxiliary Services. POLICY FILES. Notebooks for each division of Auxiliary Services containing mission statements, policy statements, personnel charts, job descriptions, and memoranda about special problems or issues. These notebooks serve as the master file and contain both original and revised statements. SUMMER GROUPS. Records for each of the programs hosted on the Davidson campus during the summers. The files are housed in ring binders and contain correspondence, contracts, billing information, and copies of invoices. Files are used for planning and for reports.


Campus Network 
Davidson College Records Management Program

The campus network issues student, faculty and staff ID cards and maintains credit and billing accounts related to charges made through the ID cards.

ACCOUNT SUMMARY SHEETS. Cover sheets summarizing activities for accounts (sales and meals activity). These are sent with printouts from the in-house database to the Controller's Office to authorize the transfer of funds.

BANNER INVOICES. Departmental copes of invoices from Auxiliary Services input to the Banner System. DAILY JOURNAL. Reference file for deposits. Contains name, account number and amount deposited. ID CARD FILE.: Forms for each active Davidson ID card. Forms provide name, social security number, and identification numbers. Files contain restricted information. MEAL PLAN CONTRACTS. Copies of signed contracts for student meal plans. PRINTOUTS. Printouts of reports generated by the in-house computer database for Campus Network. Contains information on all charges made with student ID cards and all deposits to Campus Network accounts.


Central Services 
Davidson College Records Management Program

Central Services is a division of Administrative Services and is responsible for overseeing campus mail services and copying services.

INVOICES. Copies of invoices for supplies and equipment.

MONTHLY CHARGE RECORDS. Copies of photocopy service requests, photocopying meter usage, UPS forms, Federal Express forms, and other records that document use of Central Services. Files are cumulated monthly and used for posting charges through the Controller's Office. POSTAL METER RECEIPTS. Copies of receipts for metered mail.


Guest House 
Davidson College Records Management Program

The Carnegie Library Building built in 1910 was remodeled in 1942 as a student social center with guest rooms. Use of the rooms for visiting lecturers and performers caused the building to become the college's official Guest House. The first hostess was Mrs. Rufus B. Wilson. The guest house was refurbished in 1976 and continues to provide hotel accommodations for visiting faculty, lecturers, trustees, parents, and townspeople.

ADMINISTRATIVE FILES. Records concerning administration of the Guest House. Files may include correspondence, personnel/time sheets, budgets, copies of transfers of funds, memorandum, campus office files, and reference files.

BLACK BOOK. Records of bookings and reservations organized by month. Used to make reservations and to note any special arrangements. DAILY REPORT. Cover sheet with daily tallies for room rentals, cash reconciliations, billings and interdepartmental transfers. Attached to the Daily Report are copies of reservation forms, checks, billing forms, interdepartmental billings forms, and other such records as pertain to the report. POLICY AND PROCEDURES MANUAL. Reference copies of current policies and procedures. RESERVATION BOOK. Ledger used to record reservations for Guest House rooms.


Laundry Services 
Davidson College Records Management Program

The College Laundry provides laundry services for students, college departments, and townspeople. In addition, the Laundry furnishes bed linens to all single students.

COMMONS LINEN ORDERS. Weekly order sheets for linens from the Commons. These are compiled monthly for billing.

INVOICES. Copies of invoices and supplies for materials. LAUNDRY TICKETS. For students a two-part form is issued for each batch of laundry. The form indicates the student's number, date, and the laundry weight. One copy goes with the laundry and the second (yellow) copy is kept for filing. For townspeople, a three-part form is used. One goes with the laundry, one is filed, an done is marked through the cash register for charges. A similar system is used for dry cleaning tickets. PRODUCTION REPORT. Report sheet for recording laundry activities (i.e., the number of pounds of laundry, dry cleaning, shirts, pressing, etc.) weekly. STUDENT LINEN TICKETS. Tickers for linens furnished to students. TIME CARDS. Time sheets for work study students.