UW Business Financial - Purchasing / Procurement General Records Schedule

425 Steenbock Library
550 Babcock Drive
Madison, WI 53706-1201
Phone: (608) 262-5629
FAX: (608) 262-8899
Email: Records Management 

© 1996-2007 by the Regents of the University of Wisconsin.

Last updated:
April 2007

Originally published:
prior to 2001

Business Financial - Purchasing/Procurement

This records retention schedule will apply to departments on the UW-Madison campus. It was revised 8/2000.

Please read this warning. Records disposition may not take place if there is an open records request, or if there is pending litigation or audit involving these records.

TRAINING AND ASSISTANCE: The staff of the University Archives will provide training and assistance with the implementation of this general records schedule.

CONFIDENTIALITY: Record series listed in this general schedule are confidential.

RDA#	Title of Record Series	Retention
80095060	Inventory Control Outputs:Shipment Lists, Original Stores Purchase Order, Vendor Release Notice, Vendor Invoice	5 years.
80095070	Application: Materials Management Inventory System	Fiscal year data is retained 5 years.
80095080	Inventory Control Outputs	2 Years
80095090	Order Processing Inputs: Requisition	Official Copy: 3 years  Working Copies: 6 Months
80095100	Order Processing Data	See Inventory Control Section
80095110	Order Processing Outputs: Packing Slip, Monthly Stores Statement	Official Copy: 3 Years  Working Copies: 6 Months
80095120	Control Cards	5 Years
80095130	Surplus Service Forms: Surplus Receipt Form, Inventory Cards, Job Tag for Items over $50 in Value Surplus Property Transaction Forms	5 Years
80095140	Application: Materials Management System (MM)	Surplus Order data in available on line: 2 Months Fiscal year data: 5 Years
80095150	Service Center Inputs: Work Orders/job orders	5 Years
80095160	Service Center Outputs: Bills and Billing Statements	5 Years
80095170	Service Center External Accounts: Deposit Slips, Cash Register Tapes, Receipts, Summary Ledger Sheets	Tapes: 6 Months (Provided cash summary sheet and z tape are maintained separately)  Summary sheet/z tape: 5 Years; Deposit slips/ledger sheets: 5 Years REVISED: Changed from 3 years to 5 years by Public Records Board 11/19/97.
80095180	Service Center Electronic Data Transfer Inputs	Service Centers: Information not retained. UW Processing Center: Data is loaded into the main accounting system. DoIt not required to maintain a separate dataset of transmitted information.
80095190	Service Center Electronic Data Transfer Outputs	1 Year
80095200	Service Center Other Record Items	1 Year
80095210	Bid Files	5 Fiscal years from bid close.
80095220	Application: Bid Processing	5 Fiscal Years.
80095230	Purchasing Outputs	Electronic copy deleted after hard copy is produced. Hard copy retained for administrative purposes only.
80095240	Bid Securities (Performance Bonds or Letters of Credit)	5 Fiscal Years.
80095250	Purchasing Working Files	Until bid closed or superseded.
80095260	Newspaper Advertising File	Paper Copies: 5 Years. Word Processing: Information not retained.
80095270	Contract File	5 Fiscal Years from Contract Close
80095280	Purchasing System Inputs: Requisition	3 Fiscal Years.
80095290	Purchasing System Data Files	On Line: 1 Year. Tape Access: 5 Years.
80095300	Purchasing System Outputs	5 Fiscal Years.
80095310	Waiver File	5 Fiscal Years
80095320	Supplier Self Certified Classification Survey Forms	5 Fiscal Years.

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Procurement Card

Approved by Wisconsin Public Records Board, 11/15/95

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