The official records and files of the SAO are kept in Speare, Room 106. The purpose of your files is to verify and track the recording of your transactions in CUFS and to provide whatever additional analysis or reports that are required within your organization.
Organizations are free to establish their own record keeping systems.
The Student Accounting Office does not keep copies of the back-up for payment made by check. This is forwarded to the PSC Accounts Payable Office. If proper records are kept it is extremely unlikely that copies of the back-up would be needed.