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 4 years after contract expires (UCA 70A-2a-506) (1995)) 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)

These are proposals submitted by private vendors in response to bid requests by the county. They are used to make decisions on purchasing equipment or adopting new systems. The proposals usually include the name, address, and phone number of company submitting the proposal; the proposal; advantages over other similar equipment or programs; costs; and estimates of conversion costs and time.

RETENTION

Retain for 2 years after decision and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

 

SUCCESSFUL BID PROPOSALS FILES (Item 9-7)

These files contain formal proposals submitted in response to the bidding process to provide products or services to a county agency by a private vendor which was awarded the county contract.

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

 

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)

These are solicited and unsolicited bids and proposals to provide products or services which, due to funding or administrative reevaluation, are no longer required by the county agency or will not be opened to the bidding process.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

 

UNSUCCESSFUL BIDS AND PROPOSALS FILES (Item 9-9)

These are solicited and unsolicited unsuccessful (rejected) bids and proposals to provide products or services to an agency by a private contractor.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

 

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)