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Until superseded or obsolete |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) |