University of Oregon

EFFECTIVE FEBRUARY 3, 2016: The UO is transferring responsibility for records management oversight, policy, and training from the Libraries to the Office of the Vice President/General Counsel. While the transition is underway, UO offices may continue to submit records management questions though this form or via e-mail to spcarref@uoregon.edu. Library staff will consult with the Office of the General Counsel as needed to address your inquiry. We anticipate the transition to be completed by Summer 2016.

University Archives: Records Retention Schedule

Functional Sections: Equipment and Supplies Records

166-475-0030

This General Schedule is applicable to the Equipment and 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.

List of Series

1. Equipment Inventory Records

Inventory Records- Equipment, Annual Equipment Inventory Lists, Fixed Asset Inventory Records Records document the acquisition, location, transfer, and disposition of state-owned property and equipment. This series may include but is not limited to: Equipment Inventory Lists; 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.

Record Copy: Property Control
Retention: (a) Biennial inventory records: 4 years, destroy; (b) transfer forms, 4 years, destroy; (c) equipment lists until superseded or obsolete, destroy; (d) all other records 4 years after superseded or obsolete, destroy.

Other Copies: Units
Retention: Biennial inventory records: 2 years, destroy; All other records: 2 years after disposal of equipment from unit, destroy.

2. Equipment Loan Agreements Records

Records document the institution’s lending of equipment to borrowers conducting research, educational programs, and or other activities consistent with institution goals and missions. This series may include but is not limited to signed equipment loan agreements which outline the conditions under which the loan is made and the responsibility assumed by the borrower; and related documentation and correspondence.

Record Copy: Property Control
Retention: 6 years after expiration of agreement, destroy.

Other Copies: Units
Retention: 3 years after expiration of agreement, destroy.

3. Equipment Maintenance Records

Records document 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, destroy.

4. Equipment Rental and Loan Records

Records document 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: Property Control, Controlling Units
Retention: 2 years after return of property, destroy.

5. Federal Property Records

Records document “agency-owned” (usually federal) properties loaned to the institution or agency-owned property purchased with (usually federal) non-institutional state funds for research contract use at the institution. Such property is carried on the state equipment inventory records for insurance and management purposes. This series may include but is not limited to Annual Equipment Inventory Lists; federal physical equipment inventory reports; copies of federal form DD 1419; institutional acquisition, transfer, and disposition forms; memoranda of understanding or agreements; and related documentation and correspondence.

Record Copy: Research Services and Administration
Retention: (a) 6 years after expiration: memoranda of understanding and agreements, destroy; (b) 3 years after final disposition of equipment or property: all other records, destroy.

Other Copies: Units
Retention: 3 years after termination of agreement, grant contract, or disposal of equipment, destroy.

6. Food and Alcohol Inventory Records

Inventory Records-Food and Alcohol Records document 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: University Housing
Retention: 4 years, destroy.

Other Copies: Units
Retention: 1 year, destroy.

7. Food Ordering and Delivery Records

Records document 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 direct delivery vendor invoices; and requisition forms.

Record Copy: University Housing
Retention: 4 years, destroy.

8. Issue Tickets Records

Receipts for Consumable Supplies Records document 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, destroy.

9. Miscellaneous Closing of Books Reports

Books-Closing Reports Records document 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: Business Affairs General Accounting
Retention: 6 years, destroy.

Other Copies: Units
Retention: 2 years, destroy.

10. Requisitions Records

Supply Requisitions Records document 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 Affairs, Units
Retention: 4 years, destroy.

Other Copies: Units
Retention: 2 years, destroy.

11. Research and Teaching Drug Inventory Records

Drug Inventory Records (Research and Teaching) Records document 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: Units
Retention: 2 years, destroy.

12. Sale Inventory Records

Inventory Records-Saleable Items Records document saleable items in colleges or unit’s inventories. This series may include but is not limited to stock printouts; inventory reports; and related documentation and correspondence.

Record Copy: Colleges, Units
Retention: 4 years, destroy.

13. Shipping Lists and Packing Slips

Packing Slips Records document 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, destroy.

14. Supplies Inventory Records

Inventory-Supplies, Physical Supplies Inventory Records document 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 five 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 Control
Retention: 4 years after superseded or obsolete, destroy.

Other Copies: Units
Retention: 2 years after superseded or obsolete, destroy.

15. Surplus Property Records

Records document 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 Control
Retention: 4 years, destroy

Other Copies: Units
Retention: Until Property resold or disposed for declaration and pick-up requests; 2 years for all other records, destroy.

16. Vehicle Records

Vehicle Inventory Records, Inventory Records-Vehicles Records document 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; vehicle titles: gas slips; maintenance requests and work orders; repair notices and authorizations and related documentation and correspondence.

Record Copy: Units, Facilities Services
Retention: (a) 1 years for gas slips; (b) 2 years after disposal of vehicle for all other records, destroy.

17. Vendor History Reports

Suppliers Records Records document 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: Units
Retention: (a) Until superseded or obsolete for advertising materials, destroy; (b) 2 years after superseded or obsolete for all other records, destroy.

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