Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 10 Purchasing Records

 

 

Contract Purchasing Records (Item 10-12)

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) (1997)) and then destroy.

Suggested Primary Designation

Public.

(Approved 11/96)

 

INVOICES (Item 10-5)

These records document the procurement of goods and services for the municipality. 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 12/97)

 

LEASING CONTRACT FILES (Item 10-6)

These records document building or equipment leasing contracts between the municipality 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 (1997)) and then destroy.

Suggested Primary Designation

Public.

(Approved 12/97)

 

PROFESSIONAL SERVICE AGREEMENT RECORDS (Item 10-7)

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

Retention

Retain for 4 years after last payment (UCA 78-12-25(1) (1997)) and then destroy.

Suggested Primary Designation

Public.

(Approved 11/96)

 

PURCHASE ORDERS (Item 10-1)

These are records authorizing the purchase of supplies or equipment by the municipality. They contain the name of the 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 03/89)

 

PURCHASE REQUISITION FILES (Item 10-8)

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

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 11/96)

 

REAL ESTATE ACQUISITION FILES (Item 10-13)

These records document the purchase of real property by the municipality. 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(8) (2008)

(Approved 12/97)

 

REQUESTS FOR PROPOSALS (Item 10-9)

These are proposals submitted by private vendors in response to bid requests by the municipality. They are used to make decisions on purchasing equipment or adopting new systems. The proposals usually include the name, address, and telephone number of the 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 11/96)

 

SUCCESSFUL BID PROPOSAL FILES (Item 10-2)

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

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/97)

 

TAX EXEMPTION RECORDS (Item 10-14)

These records document the municipality'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 12/97)

 

UNOPENED BIDS PROPOSALS FILES (Item 10-10)

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

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 11/96)

 

UNSUCCESSFUL BIDS AND PROPOSALS FILES (Item 10-11)

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 03/89)

 

VENDOR LIST (Item 10-3)

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

Retention

Retain until updated or superseded and then destroy.

Suggested Primary Designation

Public.

(Approved 11/96)

 

VOUCHERS (Item 10-4)

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 03/89)