General Record Category Type of Record Retention Period OAR #
Equipment Inventory Records Equipment inventory lists Until superseded or obsolete 166-475-0030(1)
Equipment Inventory Records Lost/stolen property reports 4 years 166-475-0030(1)
Equipment Inventory Records Damage or loss of state property claim 4 years 166-475-0030(1)
Equipment Inventory Records Equipment transfer forms and memos 4 years 166-475-0030(1)
Equipment Inventory Records Related Documentation and Correspondence 4 years 166-475-0030(1)
Equipment Inventory Records Biennial equipment list 4 years 166-475-0030(1)
Equipment Inventory Records Biennial 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. 4 years 166-475-0030(1)
Equipment Loan Agreements Records Signed equipment loan agreements which outline the conditions under which the loan is made and the responsibility assumed by the borrower 6 years after expiration of agreement 166-475-0030(2)
Equipment Loan Agreements Records Related Documentation and Correspondence 6 years after expiration of agreement 166-475-0030(2)
Equipment Maintenance Records Purchase orders 1 year after disposition of equipment 166-475-0030(3)
Equipment Maintenance Records Lease agreements 1 year after disposition of equipment 166-475-0030(3)
Equipment Maintenance Records Warranties 1 year after disposition of equipment 166-475-0030(3)
Equipment Maintenance Records Instructions and operating manuals 1 year after disposition of equipment 166-475-0030(3)
Equipment Maintenance Records Vendor statements 1 year after disposition of equipment 166-475-0030(3)
Equipment Maintenance Records Service contracts 1 year after disposition of equipment 166-475-0030(3)
Equipment Maintenance Records Charge call bills 1 year after disposition of equipment 166-475-0030(3)
Equipment Maintenance Records Fax activity reports 1 year after disposition of equipment 166-475-0030(3)
Equipment Maintenance Records Service logs 1 year after disposition of equipment 166-475-0030(3)
Equipment Maintenance Records Invoices for equipment repair 1 year after disposition of equipment 166-475-0030(3)
Equipment Maintenance Records Purchase request forms 1 year after disposition of equipment 166-475-0030(3)
Equipment Maintenance Records Memoranda 1 year after disposition of equipment 166-475-0030(3)
Equipment Rental and Loan Records Rental agreements 2 years after return of property 166-475-0030(4)
Equipment Rental and Loan Records Loan forms 2 years after return of property 166-475-0030(4)
Equipment Rental and Loan Records Usage logs 2 years after return of property 166-475-0030(4)
Equipment Rental and Loan Records Related correspondence 2 years after return of property 166-475-0030(4)
Federal Property Records Annual equipment inventory lists 3 years after final disposition of equipment or property 166-475-0030(5)
Federal Property Records Federal physical equipment inventory reports 3 years after final disposition of equipment or property 166-475-0030(5)
Federal Property Records Copies of federal form DD 1419 3 years after final disposition of equipment or property 166-475-0030(5)
Federal Property Records Institutional acquisition, transfer, and disposition forms 3 years after final disposition of equipment or property 166-475-0030(5)
Federal Property Records Memoranda of understanding or agreements 6 years after expiration 166-475-0030(5)
Federal Property Records Related Documentation and Correspondence 3 years after final disposition of equipment or property 166-475-0030(5)
Food and Alcohol Inventory Records In-house computer generated food inventory reports 4 years 166-475-0030(6)
Food and Alcohol Inventory Records Alcohol inventory reports 4 years 166-475-0030(6)
Food and Alcohol Inventory Records Summary reports 4 years 166-475-0030(6)
Food and Alcohol Inventory Records Other related documentation and correspondence 4 years 166-475-0030(6)
Food Ordering and Delivery Records Direct delivery vendor invoices 4 years 166-475-0030(7)
Food Ordering and Delivery Records Requisition forms 4 years 166-475-0030(7)
Issue Tickets Records Issue tickers 4 years 166-475-0030(8)
Issue Tickets Records Receipts 4 years 166-475-0030(8)
Issue Tickets Records Sign-out sheets or logs 4 years 166-475-0030(8)
Issue Tickets Records Journal vouchers 4 years 166-475-0030(8)
Issue Tickets Records Purchase authorizations 4 years 166-475-0030(8)
Issue Tickets Records Other related documentation and correspondence 4 years 166-475-0030(8)
Miscellaneous Closing of Books Reports Records Reconciliation Statements 6 years 166-475-0030(9)
Miscellaneous Closing of Books Reports Records Reports on non-expendable property received 6 years 166-475-0030(9)
Miscellaneous Closing of Books Reports Records Museum collections 6 years 166-475-0030(9)
Miscellaneous Closing of Books Reports Records Vendors invoices 6 years 166-475-0030(9)
Miscellaneous Closing of Books Reports Records Storeroom physical inventories 6 years 166-475-0030(9)
Miscellaneous Closing of Books Reports Records Related Documentation and Correspondence 6 years 166-475-0030(9)
Requisitions Records Purchase requests 4 years 166-475-0030(10)
Requisitions Records State purchase request forms 4 years 166-475-0030(10)
Requisitions Records Field purchase orders 4 years 166-475-0030(10)
Requisitions Records Inter-departmental requisitions for equipment, supplies and services 4 years 166-475-0030(10)
Requisitions Records Related Documentation and Correspondence 4 years 166-475-0030(10)
Research and Teaching Drug Inventory Records Daily shift inventory logs listing descriptions, quantities, and initials of pharmacists conducting the inventories 2 years 166-475-0030(11)
Sale Inventory Records Stock printouts 4 years 166-475-0030(12)
Sale Inventory Records Inventory reports 4 years 166-475-0030(12)
Sale Inventory Records Related Documentation and Correspondence 4 years 166-475-0030(12)
Shipping Lists and Packing Slips Records Packing slips 1 year 166-475-0030(13)
Shipping Lists and Packing Slips Records Shipping and container lists 1 year 166-475-0030(13)
Shipping Lists and Packing Slips Records Bills of lading 1 year 166-475-0030(13)
Supplies Inventory Records Listing of institution-wide supplies inventories consolidated from each unit's submissions to the property administration office 4 years after superseded or obsolete 166-475-0030(14)
Supplies Inventory Records Departmental supplies inventory forms (OUS Form CO 340A) 4 years after superseded or obsolete 166-475-0030(14)
Supplies Inventory Records Supply lists and ledgers 4 years after superseded or obsolete 166-475-0030(14)
Supplies Inventory Records OUS Estimated Supplies Reports 4 years after superseded or obsolete 166-475-0030(14)
Supplies Inventory Records Related reports, documentation, and correspondence 4 years after superseded or obsolete 166-475-0030(14)
Surplus Property Records Surplus property declaration and pick-up requests 4 years 166-475-0030(15)
Surplus Property Records Pick-up request worksheets 4 years 166-475-0030(15)
Surplus Property Records State Property Disposition Requests (PDR forms) 4 years 166-475-0030(15)
Surplus Property Records Quarterly and other computer generated reports of sales to other departments, agencies, or private parties 4 years 166-475-0030(15)
Surplus Property Records Journal vouchers 4 years 166-475-0030(15)
Surplus Property Records Descriptive information 4 years 166-475-0030(15)
Surplus Property Records Property sale flyers 4 years 166-475-0030(15)
Surplus Property Records Surplus property sales inventory lists 4 years 166-475-0030(15)
Surplus Property Records Bills of sale 4 years 166-475-0030(15)
Surplus Property Records Cash receipts 4 years 166-475-0030(15)
Surplus Property Records Vehicle odometer statements 4 years 166-475-0030(15)
Surplus Property Records Related Documentation and Correspondence 4 years 166-475-0030(15)
Vehicle Records Registrations 2 years after disposal of vehicle 166-475-0030(16)
Vehicle Records Vehicle warranties 2 years after disposal of vehicle 166-475-0030(16)
Vehicle Records Maintenance agreements 2 years after disposal of vehicle 166-475-0030(16)
Vehicle Records Service contracts 2 years after disposal of vehicle 166-475-0030(16)
Vehicle Records Vehicle inventories containing information regarding description, dollar value, and date of purchase 2 years after disposal of vehicle 166-475-0030(16)
Vehicle Records Maintenance and repair logs 2 years after disposal of vehicle 166-475-0030(16)
Vehicle Records Vehicle titles 2 years after disposal of vehicle 166-475-0030(16)
Vehicle Records Gas slips 1 year 166-475-0030(16)
Vehicle Records Maintenance requests and work orders 2 years after disposal of vehicle 166-475-0030(16)
Vehicle Records Repair notices and authorizations and related documentation and correspondence 2 years after disposal of vehicle 166-475-0030(16)
Vendor History Reports Reports containing vendor numbers, payee names, invoice numbers, amounts, warrant/voucher numbers, and message comments 2 years after superseded or obsolete 166-475-0030(17)
Vendor History Reports Copies of purchase orders 2 years after superseded or obsolete 166-475-0030(17)
Vendor History Reports Requisitions 2 years after superseded or obsolete 166-475-0030(17)
Vendor History Reports Packing slips 2 years after superseded or obsolete 166-475-0030(17)
Vendor History Reports Promotional and advertising materials Until superseded or obsolete 166-475-0030(17)
Vendor History Reports Product specification sheets 2 years after superseded or obsolete 166-475-0030(17)
Vendor History Reports Related Documentation and Correspondence 2 years after superseded or obsolete 166-475-0030(17)