This General Schedule is applicable to the Equipment & Supplies records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
(1) Bid and Competitive Selection Records
(2) Equipment Inventory Records
(3) Equipment Loan Agreements Records
(4) Equipment Maintenance Records
(5) Equipment Rental and Loan Records
(6) Federal Property Records
(7) Food and Alcohol Inventory Records
(8) Food Ordering and Delivery Records
(9) Issue Tickets Records
(10) Miscellaneous Closing of Books Reports
(11) Personal Property Loan Agreements Records
(12) Property Disposition Requests Records
(13) Requisitions Records
(14) Research and Teaching Drug Inventory Records
(15) Sale Inventory Records
(16) Shipping Lists and Packing Slips
(17) Supplies Inventory Records
(18) Surplus Property Records
(19) Vehicle Records
(20) Vehicle Title Records
(21) Vendor History Reports
(1) Bid and Competitive
Selection Records
This series documents the procurement process for equipment and
service valued in excess of $5,000. This series may include but
is not limited to: acquisition specifications; acquisition justification
studies and explanations; State Information Systems Resource Request
forms; requests for proposal (RFP) forms; affidavit of publication
for RFP forms; requests for invitations to bid (RFIs); requests
for quotes (RFQs); vendors proposals and bids; bid tabulation
sheets and records for all bids received; departmental requisition
forms; competitive quotes; and related documentation and correspondence.
Record Copy: Business Services
Retention: 10 years after substantial completion of project for agency
accepted improvement bids; 6 years after bid awarded for all other accepted
bids; 2 years for records of rejected or bids non-awarded and proposals
Other copies: Units
Retention: 6 years for other copies of the accepted bid
or proposal records; 2 years for other copies of rejected bid
or proposal records
(2) Equipment Inventory
Records
This series documents the acquisition, location, transfer, and
disposition of state-owned property and equipment. This series
may include but is not limited to: Equipment Inventory Lists;
OUS Physical Inventory Information cards (CO-300 Form); OUS Equipment
Inventory Forms (CO-350 Form); lost/stolen property reports; Damage
Or Loss Of State Property Claim; equipment transfer forms and
memos; and related documentation and correspondence. The series
may also include biennial equipment list; returned departmental
equipment inventory lists with annotations concerning resolution
of problems associated with the accountability, physical condition,
and physical location of specified pieces of equipment; and accountability
and responsibility statements.
Record Copy: Property Management
Retention: 4 years for biennial inventory records; 4 years
after disposal of equipment from unit for all other records
Other Copies: Units
Retention: 2 years for biennial inventory records; 2 years
after disposal of equipment from unit for all other records
Record Copy: Property Management
Retention: 6 years after termination of agreement
Other copies: Lending and borrowing units
Retention: 3 years after termination of agreement
(4) Equipment Maintenance
Records
Series documents the operation, maintenance, service and repair
of institutional equipment. Records may include: purchase orders;
lease agreements; warranties; instructions and operating manuals;
vendor statements; service contracts; charge call bills; fax activity
reports; service logs; invoices for equipment repair; purchase
request forms; and memoranda.
Record Copy: Units
Retention: 1 year after disposition of equipment
(5) Equipment Rental and
Loan Records
This series is used to
monitor the rental/loan and return of university property such
as recreational equipment and lockers and is also used to determine
usage trends as an aid to purchase and replacement decisions.
Records may include: rental agreements; loan forms; usage logs;
and related correspondence.
Record Copy: Units
Retention: 2 years after return of property
Record Copy: Property Management
Retention: 6 years after expiration: memoranda of understanding and
agreements; 3 years after final disposition of equipment or property for all
other records
Other copies: Units
Retention: 3 years after termination of agreement, grant
contract, or disposal of equipment
(7) Food and Alcohol Inventory
Records
This series is used to provide the department with a record of
the dollar value of food, alcohol, and other consumable stock
at the end of each month for planning, ordering, and fiscal accounting
purposes. This series may include but is not limited to: in-house
computer generated food inventory reports; alcohol inventory reports;
summary reports; and other related documentation and correspondence.
Record Copy: Housing & Dining Services, Memorial
Union
Retention: 4 years
Other copies: Units
Retention: 1 year
(8) Food Ordering and Delivery
Records
This series is used to provide the office with verification of
vendor deliveries, transfers of food and supplies from the housing
office warehouse, updated pricing information, and other vendor
information. This series may include but is not limited to: photocopies
of direct delivery vendor invoices; and requisition forms.
Record Copy: Housing & Dining Services, Memorial
Union
Retention: 4 years
(9) Issue Tickets Records
This series documents the distribution of consumable supplies
such as gasoline, oil, rock, gravel, and other supplies issued
for authorized use. This series may include but is not limited
to: issue tickets; receipts; sign-out sheets or logs; journal
vouchers; purchase authorizations; and other related documentation
and correspondence.
Record Copy: Facilities Services, Units
Retention: 4 years
(10) Miscellaneous Closing
of Books Reports
This series documents fiscal year ending reports sent to the OUS
Controller annually. This series includes but is not limited to:
reconciliation statements; reports on non-expendable property
received; museum collections; vendors invoices; storeroom physical
inventories; and related documentation and correspondence.
Record Copy: Property Management
Retention: 6 years
Other copies: Units
Retention: 2 years
(11) Personal Property
Loan Agreements Records
This series documents the institution's acceptance of responsibility
for and conditions under which it borrows equipment from other
entities. The series also documents conditions under which the
institution will operate equipment borrowed from others. The series
may include but is not limited to: personal property loan agreement
forms; letters of understanding; equipment conditions forms; and
related documentation and correspondence.
Record Copy: Property Management, Contract Office, Administering
units
Retention: 6 years after termination of agreement
Other copies: Borrowing units
Retention: After termination of agreement or removal of
property from inventory
(12) Property Disposition
Requests Records
This series documents custodial units' requests to change the
status of state-owned property. A status change may consist of
declaring an item surplus, salvage or scrap, lost or stolen, transferred,
traded in, etc. This series includes State Property Disposition
Requests (PDR forms) and related documentation and correspondence.
Record Copy: Property Management
Retention: 4 years
Other copies: Units
Retention: 2 years
(13) Requisitions Records
This series documents the purchase of supplies and
services by the institution. This series may include but is not
limited to: purchase requests; State Purchase Request Forms; field
purchase orders; inter-departmental requisitions for equipment,
supplies, and services; and related documentation and correspondence.
Record Copy: Business Services, Units
Retention: 4 years
Other copies: Units
Retention: 2 years
(14) Research and Teaching
Drug Inventory Records
This series documents the daily inventory of drugs and controlled
substances held by units for clinical, instructional, and research
uses. These records include daily shift inventory logs listing
descriptions, quantities, and initials of pharmacists conducting
the inventories. Complies with 21 CFR 1304.04(a).
Record Copy: Colleges, Units
Retention: 2 years
 Note: This retention
period is not for the Student Health Services Dispensary. |
(15) Sale Inventory Records
This series is used to document saleable items in
colleges or unit's inventories. This series may include but is
not limited to: stock printouts; inventory reports; card files
of stock; and related documentation and correspondence.
Record Copy: Colleges, Units
Retention: 4 years
(16) Shipping Lists and
Packing Slips
This series documents
the receipt of equipment, supplies, other items and services from
vendors. The series includes: packing slips; shipping and container
lists; and bills of lading.
Record Copy: Units
Retention: 1 year
(17) Supplies Inventory
Records
This series documents the quantity and value of all supply items
with a value of $4999.99 or less. Supply Inventories are required
by the institution on an annual basis and mandated by OUS every
5 years. This series may include but is not limited to: a listing
of institution-wide supplies inventories consolidated from each
unit's submissions to the property administration office; departmental
supplies inventory forms (OUS Form CO 340A); supply lists and
ledgers; OUS Estimated Supplies Reports; and related reports,
documentation, and correspondence.
Record Copy: Property Management
Retention: 4 years after superseded
Other copies: Units
Retention: 2 years after superseded
(18) Surplus Property Records
This series documents changes in state owned property; requests
to declare items surplus, salvage, or scrap; removal and sale
or disposal of excess equipment and other surplus items including
proceeds from sales. Records may include but may not be limited
to surplus property declaration and pick-up requests; pick-up
request worksheets; State Property Disposition Requests (PDR forms);
quarterly and other computer generated reports of sales to other
departments, agencies, or private parties; journal vouchers; descriptive
information; property sale flyers; surplus property sales inventory
lists; bills of sale; cash receipts; vehicle odometer statements;
and related documentation and correspondence.
Record Copy: Property Management
Retention: 4 years
Other copies: Units
Retention: Until property resold or disposed for declaration
and pick-up requests; 2 years for all other records
(19) Vehicle Records
This series documents departmental administration of vehicles
such as cars, vans, trucks, trailers, boats, tractors, and farm
vehicles for accounting and insurance purposes. It may also document
the service history, accumulated mileage, and disposition of each
vehicle of institutionally owned vehicles, including routine preventative
maintenance, mechanical repairs, and accident damage repairs.
This series may include but is not limited to: registrations;
vehicle warranties; maintenance agreements; service contracts;
vehicle inventories containing information regarding description,
dollar value, and date of purchase; maintenance and repair logs;
maintenance requests and work orders; gas slips; repair notices
and authorizations and related documentation and correspondence.
Record Copy: Transportation Services, Units
Retention: 2 years after disposal of vehicle
(20) Vehicle Title Records
This series documents institution ownership of vehicles such as
cars, vans, trucks, trailers, boats, tractors, and farm vehicles.
This series includes title application materials and titles.
Record Copy: Property Management
Retention: Until title received for title application materials; retain
title for the duration of ownership.
(21) Vendor History Reports
This series is used for quick reference of vendor
data, selection, and updating pertaining to departmental and college
operations. This series may include but is not limited to: reports
containing vendor numbers, payee names, invoice numbers, amounts,
warrant/voucher numbers, and message comments; copies of purchase
orders; requisitions; packing slips; promotional and advertising
materials; product specification sheets; and related
documentation and correspondence.
Record Copy: Colleges, Units
Retention: Until superceded or obsolete for advertising materials;
2 years after superseded or obsolete for all other records
