Utah Department of Administrative Services

Division of Archives & Records Service

School District Schedule 7 Purchasing Records

 

 

CONTRACT PURCHASING RECORDS (Item 7-1)

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) (1995) and then destroy.

Suggested Primary Designation

Public.

(Approved 08/96)

 

INVENTORY RECORDS (Item 7-2)

These cards are used to maintain an inventory of supplies and equipment previously purchased by the district and their suppliers. The cards include item number, item description, names of suppliers, stock on hand, and ordering information. The cards will soon become obsolete once the automation of the file has been completed. The automated file is programmed to automatically erase obsolete information from the files once they have become full.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 08/96)

 

INVOICES (Item 7-3)

These records document the procurement of goods and services for the school district. 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 08/96)

 

LEASING CONTRACT FILES (Item 7-4)

These records document building or equipment leasing contracts between the school district 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 08/96)

 

Price Quotation Files (Item 7-5)

These records relate to the bid process for obtaining goods or services. Price quotations are given by vendors and other companies estimating the cost of their services to the school district. The records include quote forms, correspondence, purchase orders and other items of information.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 08/96)

 

PRIOR PAYMENT REPORT (Item 7-6)

This report lists all payments made to individual vendors. It is used for reference purposes. The report is updated monthly and is received initially as a computer printout. The report includes vendor number and name, 1099 flag (for purchases over $600 which require an Internal Revenue Service form), purchase order number, invoice number, account number, check number, and check date.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 08/96)

 

PURCHASE ORDER (Item 7-7)

These are forms authorizing the order to purchase supplies or equipment by the school district. 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 08/96)

 

PURCHASE REQUISITION FILES (Item 7-8)

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

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 08/96)

 

REAL ESTATE ACQUISTION FILES (Item 7-9)

These records document the purchase of real property by the school district. 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 08/96)

 

***RECEIVING SLIPS (Item 7-10) OBSOLETE

This schedule is obsolete.

 

REQUESTS FOR PROPOSALS (Item 7-11)

These are proposals submitted by private vendors in response to bid requests by the school district. 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 08/96)

 

REQUISITIONS (Item 7-12)

These are accounting requests from school or department for goods purchased or services rendered.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 08/96)

 

SERVICE AGREEMENT RECORDS (Item 7-13)

These records document the professional service agreements between any school district 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) (1995) and then destroy.

Suggested Primary Designation

Public.

(Approved 08/96)

 

SUCCESSFUL BID PROPOSALS FILES (Item 7-14)

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

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 08/96)

 

TAX EXEMPTION RECORDS (Item 7-15)

These records document the school district'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 08/96)

 

UNOPENED BIDS PROPOSAL FILES (Item 7-16)

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 school district agency or will not be opened to the bidding process.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 08/96)

 

UNSUCCESSFUL BIDS AND PROPOSALS FILES (Item 7-17)

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 08/96)

 

***VENDOR LIST (Item 7-18) OBSOLETE

This schedule is obsolete.

 

VOUCHERS (Item 7-19)

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 08/96)