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Requests for Information

Requests for information preliminary to the procurement of goods or services by direct purchase or bid.

Identification

Record Series Item Number
5.3.009
Retention Policy Number
522
Series
5.3 - Support Services Records-Purchasing

Retention Period

Total Retention
AC

Characteristics

Final Repository
PURCHASING
Vital
No
Remarks
AC = Decision not to proceed with procurement.
CAUTION: If the request for information leads to request for proposal or bid, the request for information documentation should be retained in accordance with item number 5.3.007.

Status

Last Update
10/19/21 13:17
GUID
UNTRRS-1141

Purchasing Logs

Log, register, etc., providing a record of purchase orders issued, orders received, and similar data on procurement status.

Identification

Record Series Item Number
5.3.008
Retention Policy Number
521
Series
5.3 - Support Services Records-Purchasing

Retention Period

Total Retention
FE+3

Characteristics

Final Repository
PURCHASING
Vital
No
Remarks
All documentation relating to a particular purchase order is attached to the purchase order.

Status

Last Update
10/19/21 13:14
GUID
UNTRRS-1140

Procurement Card (P-Card) Records

A record of purchases made with a University Procurement Card. This records series may include but not be limited to: Procurement Card Transaction Log, original charge slip, sales receipt, packing slip, invoice, or any other information related to the purchase.

Identification

Record Series Item Number
5.3
Retention Policy Number
394
Series
5.3 - Support Services Records-Purchasing

Retention Period

Total Retention
FE+5

Characteristics

Final Repository
LOCAL UNIT
Vital
No

Status

Last Update
9/15/21 14:27
GUID
UNTRRS-1134

Packing Slips

This series documents the receipt of equipment, supplies, other items and services from vendors. The series includes: packing slips; shipping and container lists; and bills of lading.

Identification

Record Series Item Number
5.3.005
Retention Policy Number
181
Series
5.3 - Support Services Records-Purchasing

Retention Period

Total Retention
AV

Characteristics

Final Repository
PURCHASING
Vital
No

Status

Last Update
10/19/21 13:11
GUID
UNTRRS-1138

Order - Acknowledgements

This records series consists of customer notification that their order was received by the supplier.

Identification

Record Series Item Number
5.3.004
Retention Policy Number
176
Series
5.3 - Support Services Records-Purchasing

Retention Period

Total Retention
AV

Characteristics

Final Repository
PURCHASING
Vital
No

Status

Last Update
10/19/21 13:11
GUID
UNTRRS-1137

Freight Claims

This records series consists of documentation relating to a demand upon a carrier for cargo loss or damage or for the repayment of an overcharge.

Identification

Record Series Item Number
5.3.003
Retention Policy Number
119
Series
5.3 - Support Services Records-Purchasing

Retention Period

Total Retention
AC + 2

Characteristics

Final Repository
PURCHASING
Vital
Yes
Remarks
AC = Resolution of claim.

Status

Last Update
10/19/21 13:11
GUID
UNTRRS-1136

Freight Bills Paid

Identification

Record Series Item Number
5.3.002
Retention Policy Number
118
Series
5.3 - Support Services Records-Purchasing

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
CONTROLLER
Vital
Yes

Status

Last Update
10/19/21 13:10
GUID
UNTRRS-1135

Commodity Code Listing

Identification

Record Series Item Number
5.3
Retention Policy Number
52
Series
5.3 - Support Services Records-Purchasing

Retention Period

Total Retention
US + 3

Characteristics

Final Repository
PURCHASING
Vital
No

Status

Last Update
9/15/21 14:26
GUID
UNTRRS-1133

Material Specifications

Identification

Record Series Item Number
5.2.024
Retention Policy Number
516
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
AC+2

Characteristics

Final Repository
FACILITIES
Vital
No
Remarks
AC = Material is no longer in the agency.

Status

Last Update
10/19/21 13:07
GUID
UNTRRS-1128
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