Utah Department of Administrative Services

Division of Archives & Records Service

County Schedule 9 Purchasing Records

 

 

CONTRACT PURCHASING RECORDS (Item 9-12)

These records document purchasing and construction contracts. They include the contract, correspondence, and related records pertaining to award, administration, receipt, inspection, and payments.

Retention

Retain for 6 years after expiration of contract (UCA 78-12-23(2) (1994)) and then destroy.

Suggested Primary Designation

Public.

(Approved 09/95)

 

INVOICES (Item 9-1)

These records document the procurement of goods and services for the county. They usually include the date, number of items received, descriptions of items, invoice number, purchase order number, vendor, unit and total price of goods. Invoices are usually part of the Accounts payable files or purchase order files.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/91)

 

LEASING CONTRACT FILES (Item 9-2)

These records document building or equipment leasing contracts between the county and a private vendor or other governmental agency. They include the actual lease and other related records documenting the agreement.

Retention

Retain for 6 years after contract expires (UCA 70A-2a-506) (1998)) and then destroy.

Suggested Primary Designation

Public.

(Approved 06/91)

 

PROFESSIONAL SERVICE AGREEMENT RECORDS (Item 9-3)

These records document the professional service agreements between any county agency and professional individuals or between agencies for temporary services. They include the service agreement and other related records.

Retention

Retain for 4 years after last payment (UCA 78-12-25(1) (1994)) and then destroy.

Suggested Primary Designation

Public.

(Approved 09/95)

 

PURCHASE ORDERS (Item 9-4)

These are forms authorizing the order to purchase supplies or equipment by the county. They contain the name of requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/91)

 

PURCHASE REQUISITION FILES (Item 9-5)

These files contain requisitions for supplies and equipment for current inventory.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/91)

 

REAL ESTATE ACQUISITION FILES (Item 9-14)

These records document the purchase of real property by the county. They include the contract and related correspondence.

Retention

Retain for 7 years after unconditional sale of property and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Protected:UCA 63G-2-305(7) records prepared in contemplation of sale, exchange, lease, rental

(Approved 09/95)

 

***REQUESTS FOR PROPOSALS (Item 9-6) OBSOLETE

Please refer to the state schedule for Request for Proposal Records, SG 13-17.

 

***SUCCESSFUL BID PROPOSALS FILES (Item 9-7) OBSOLETE

Please refer to the state schedule for Request for Proposal Records, SG 13-17.

 

TAX EXEMPTION RECORDS (Item 9-13)

These records document the county's sales tax exemption for specific purchases. They include tax exemption certificates and related records.

Retention

Retain for 3 years after period covered by related account and then destroy.

Suggested Primary Designation

Public.

(Approved 09/95)

 

***UNOPENED BIDS PROPOSALS FILES (Item 9-8) OBSOLETE

Please refer to the state schedule for Request for Proposal Records, SG 13-17.

 

***UNSUCCESSFUL BIDS AND PROPOSALS FILES (Item 9-9) OBSOLETE

Please refer to the state schedule for Request for Proposal Records, SG 13-17.

 

VENDOR LIST (Item 9-10)

This is a list of vendors providing goods and services to the county. It usually includes names of vendors, addresses, phone numbers, and descriptions of goods or services provided.

Retention

Retain until updated or superseded and then destroy.

Suggested Primary Designation

Public.

(Approved 06/91)

 

VOUCHERS (Item 9-11)

This is an official authorization to pay on a claim or bill. Includes name of department fund, check number, date, amount of claim, transmittal sheet number, and authorizing signature.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/91)