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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

Quality Control Reports

Identification

Record Series Item Number
5.2.018
Retention Policy Number
515
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
2

Characteristics

Final Repository
LOCAL UNIT
Vital
No

Status

Last Update
10/19/21 13:00
GUID
UNTRRS-1186

Building Plans and Specifications

Includes architectural and engineering drawings, profiles, and blueprints.

Identification

Record Series Item Number
5.2.003
Retention Policy Number
514
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
LA+4

Characteristics

Archival
O
Final Repository
FACILITIES
Vital
Yes
Remarks
University owned building plans and specifications should be retained for the life of the asset. Building plans and specifications for leased buildings should be retained for 2 years after the termination/end of the lease. SEE ALSO item numbers 5.2.002 and 5.2.028. ARCHIVES NOTE: Archival review designation is for state owned buildings only. Facilities Management handles records for owned buildings. Facilities Planning also has records for leased space.

Status

Last Update
10/19/21 12:49
GUID
UNTRRS-1109

Facilities Management Maintenance/Renovation/Repair Records

This series documents the condition, upkeep, and routine maintenance of the institution's buildings and grounds.

Identification

Record Series Item Number
5.2
Retention Policy Number
513
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
AV

Characteristics

Final Repository
FACILITIES
Vital
No

Status

Last Update
9/15/21 14:26
GUID
UNTRRS-1106
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