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

Record copy: Retain by the Division of Purchasing for 1 year after being superseded and then destroy.

Duplicate copies: Retain until superseded or obsolete and then destroy.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 presolicitation documentation on the requirement, offers opened prior to cancellation, documentation on government action up to the time of cancellation, and evidence of cancellation.

RETENTION

Record copy:

Duplicate copies: Retain for 1 year 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

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

Duplicate copies: Retain for 10 years after final action or decision and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

 

CONTRACT PURCHASING FILES (Item 13-4)

Files which document transactions of $10,000 or less and construction contracts under $2,000. They include contract, requisition, purchase order and lease records, correspondence, related records pertaining to award, administration, receipt, inspection, and payments.

RETENTION

Record copy: Retain by agency for 6 years after final payment and then destroy.

Duplicate copies: Retain by agency for 1 year after termination or completion of contract and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/01)

 

CONTRACT PURCHASING FILES FOR HIGH-VALUE TRANSACTIONS (Item 13-5)

Files which document transactions of more than $10,000 and construction contracts exceeding $2,000. The files include contract, requisition, purchase order and lease records, correspondence and related records pertaining to award, administration, receipt, inspection, and payments.

RETENTION

Record copy: Retain by agency for 6 years and then destroy.

Duplicate copies: Retain until contract termination or completion and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

 

CONTRACTOR'S PAYROLL FILES (Item 13-6)

Contractor's payrolls (construction contracts) with related certifications, anti-kickback affidavits, and other related records.

RETENTION

Record copy: Retain for 6 years after completion of contract or until final audit and then destroy.

Duplicate copies: Retain for 1 year after last payment and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301 (2008)

(Approved 07/90)

 

LEASING CONTRACT FILES (Item 13-7)

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

RETENTION

Record copy: Retain for 4 years after contract expires and then destroy.

Duplicate copies: Retain for 1 year after last payment and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

 

PROFESSIONAL CONTRACTUAL AGREEMENT FILES (Item 13-8)

Files documenting the professional contractual agreements between an agency and a professional individual, or between agencies for temporary services. The files include contract, requisition, purchase order, correspondence, and related records.

RETENTION

Record copy: Retain for 6 years expiration of agreement and then destroy.

Duplicate copies: Retain for 3 years after last payment and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/05)

 

PURCHASE ORDERS (FI-8) (Item 13-9)

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

RETENTION

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

Duplicate copies: Retain for 1 year and then destroy.

(Approved 10/01)

 

PURCHASE REQUISITION FILES (FI-1) (Item 13-10)

Requisitions for supplies and equipment for current inventory.

RETENTION

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

Duplicate copies: Retain for 3 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

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

Duplicate copies: Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

 

SUCCESSFUL BIDS AND PROPOSALS FILES (Item 13-12)

Solicited and unsolicited successful bids and proposals to provide products or services to an agency by a private contractor.

RETENTION

Record copy: Retain by the Division of Purchasing for 4 years and then destroy.

Duplicate copies: Retain until related contractual case file has met retention and can be destroyed, and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

 

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

Record copy: Retain for 2 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

 

TAX EXEMPTION FILES (Item 13-14)

Tax exemption certificates and related records.

RETENTION

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

Duplicate copies: Retain for 1 year after period covered by related account and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)