Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 13 Purchasing Records

 

 

Bidders List or Card Files (Item 13-1)

Lists of acceptable bidders who are eligible for contracting with the State to provide products or services.

Retention

Retain by the Division of Purchasing for 1 year after being superseded and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Canceled Solicitation Files (Item 13-2)

Formal solicitations of offers to provide products or services (e.g., Invitations for Bids, Requests for Proposals, Requests for Quotations) which were canceled prior to the awarding of a contract. Information includes pre-solicitation documentation on the requirement, offers opened prior to cancellation, documentation on government action up to the time of cancellation, and evidence of cancellation.

Retention

Retain for 4 years after cancellation and then destroy.

Suggested Primary Designation

Public.

(Approved 12/05)

 

Contract Appeals Case Files (Item 13-3)

Case files consisting of notices of appeal and acknowledgments, correspondence between parties, contracts copies, plans, specifications, exhibits, change orders and amendments, transcripts of hearings, documents received from parties concerned, final decisions, and other related records.

Retention

Permanent. Retain by the Division of Purchasing for 5 years and then transfer to State Archives with authority to weed.

Suggested Primary Designation

Public.

(Approved 07/90)

 

***Contract Purchasing Files (Item 13-4) OBSOLETE

Please refer to the state schedule for Contracting Purchasing Records, SG 13-18.

 

Contracting Purchasing Files (Item 13-18)

These records document contractual agreements for products or services. Records may include preliminary requirements, contractor payroll records, bids, and the signed contract.

Retention: Retain for 7 years after the project completed and warranties expire, and then destroy.

(Approved 08/15)

 

***Contract Purchasing Files for High-value Transactions (Item 13-5) OBSOLETE

Please refer to the state schedule for Contracting Purchasing Records, SG 13-18.

 

***Contractor's Payroll Files (Item 13-6) OBSOLETE

Please refer to the state schedule for Contracting Purchasing Records, SG 13-18.

 

Leasing Contract Files (Item 13-7)

Building or equipment leases and related records documenting agreements, services, and payments.

Retention

Retain for 4 years after contract expires and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

***Professional Contractual Agreement Files (Item 13-8) OBSOLETE

Please refer to the state schedule for Contracting Purchasing Records, SG 13-18.

 

Purchase Orders (FI-8) (Item 13-9)

Orders used to document the purchase transaction and to notify the agency of purchase approval.

Retention

Retain by the Division of Purchasing upon receipt from agency for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 10/01)

 

Purchase Requisition Files (FI-1) (Item 13-10)

Requisitions for supplies and equipment for current inventory.

Retention

Retain by the Division of Purchasing upon receipt from agency for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 10/01)

 

Real Property Acquisition Files (Item 13-11)

Title papers documenting the acquisition of real property by purchase, condemnation, donation, exchange, or otherwise.

Retention

Retain for 10 years after unconditional sale of property and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Request for Proposal Records (Item 13-17)

These records are bids and proposals to provide products or services for a governmental entity. Information includes preliminary requirements for procurement of a commodity or service.

Retention

Retain 4 years after project complete and warranties have run and then destroy.

(Approved 06/15)

 

***Successful Bids and Proposals Files (Item 13-12) OBSOLETE

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

 

Supply Management Files (Item 13-13)

Files of reports on supply requirements and procurement matters submitted for supply management purposes (other than those incorporated in case files or other files of a general nature).

Retention

Retain for 2 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Tax Exemption Files (Item 13-14)

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 07/90)