OAR 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.
Bid
and Competitive Selection Records
OAR 166-475-0030(1)
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.
Retention:
Record Copy:
(a)10 years after substantial completion for
agency accepted improvement bids;
(b) 6 years after bid awarded: all other accepted
bids;
(c)
2 years for records of rejected or un-awarded bids or proposals
Other copies:
(a) 6 years for other copies of the accepted bid
or proposal records;
(b) 2 years for other copies of rejected or un-awarded bid or proposal records
Equipment
Inventory Records
OAR 166-475-0030(2)
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.
Retention:
Record Copy:
(a) Biennial inventory records: 4 years;
(b) All other
records: 4 years after disposal of equipment from unit
Other Copies:
(a) Biennial inventory records: 2 years;
(b) All other
records: 2 years after disposal of equipment from unit
Equipment Loan Agreements Records
OAR 166-475-0030(3)
This series documents 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.
Retention:
Record Copy: 6 years after termination of agreement
Other copies: 3 years after termination of agreement
Equipment
Maintenance Records
OAR 166-475-0030(4)
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.
Retention: 1 year after disposition of equipment
Equipment Rental and Loan Records
OAR 166-475-0030(5)
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.
Retention: 2 years after return of property
Federal
Property Records
OAR 166-475-0030(6)
This series provides documentation for and
monitoring of "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.
Retention:
Record Copy:
(a) 6 years after expiration: memoranda of
understanding and agreements;
(b) 3 years after final disposition of equipment or property: all other
records
Other copies:
(a) 3 years after expiration: memoranda of understanding
and agreements;
(b) 3 years after final disposition of equipment or property: all other
records
NOTE: The disposition for record copy complies with OMB circular A-110, section 53(2) revised 11/19/93, as further
amended 9/30/99.
Food and Alcohol Inventory Records
OAR 166-475-0030(7)
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.
Retention:
Record Copy: 4 years
Other copies: 1 year
Food Ordering and Delivery Records
OAR 166-475-0030(8)
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.
Retention: 4 years
Issue
Tickets Records
OAR 166-475-0030(9)
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.
Retention:
Record Copy: 4 years
Other copies: 2 years
Miscellaneous Closing of Books Reports
OAR 166-475-0030(10)
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.
Retention:
Record Copy: 6 years
Other copies: 2 years
Personal Property Loan Agreements Records
OAR 166-475-0030(11)
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.
Retention:
Record Copy: 6 years after termination of agreement
Other copies: After termination of agreement or removal
of property from inventory
Property Disposition Requests Records
OAR 166-475-0030(12)
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.
Retention:
Record Copy: 4 years
Other copies: 2 years
Requisitions
Records
OAR 166-475-0030(13)
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.
Retention:
Record Copy: 4 years
Other copies: 2 years
Research and Teaching Drug Inventory Records
OAR 166-475-0030(14)
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).
Retention: 2 years
Sale
Inventory Records
OAR 166-475-0030(15)
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.
Retention: 4 years
Shipping Lists and Packing Slips
OAR 166-475-0030(16)
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.
Retention: 1 year
Supplies
Inventory Records
OAR 166-475-0030(17)
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.
Retention:
Record Copy: 4 years after superseded
Other copies: 2 years after superseded
Surplus
Property Records
OAR 166-475-0030(18)
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.
Retention:
Record Copy: 4 years
Other copies:
(a) Until property resold or disposed for declaration
and pick-up requests;
(b) 2 years for all other records
Vehicle Records
OAR 166-475-0030(19)
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.
Retention: 2 years after disposal of vehicle
Vehicle
Title Records
OAR 166-475-0030(20)
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.
Retention:
(a) Until title received for title application materials;
(b) retain title for the
duration of ownership
Vendor
History Reports
OAR 166-475-0030(21)
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.
Retention:
(a) Until superseded for advertising materials;
(b) 2
years after superseded or obsolete for all other records
Maintained by OUS Records Management Services ryan_hagemann@ous.edu
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