FM3300: Financial Management – Procurement and Contract Management

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Schedule Number

FM3300

Primary Title

Procurement and Contract Management

Office of Primary Responsibility

UBCV: Procure-to-pay 

UBCO: UBCO Finance – Supply Management 

Description

Records supporting lifecycle management of the procurement, management and disposal of goods and services. Includes advice and support, procurement and contract management activities at the university as well as asset disposal (SERF).  

Note: Once records are approved in Workday or other enterprise contract management system the record holder should securely destroy the referent records.

  • For contract legal review see AD1150: Administration – Legal Services
  • For retention of signed contracts see FM3450: Financial Management – Treasury

More Details

Vital: No

PIB: No

Authority:

BoG Policy FM2: Purchasing Policy

BoG Policy UP3: Surplus Equipment Policy

UBC Information Security Standard U1

Records Management Office Digitization Standard

Date Approved: 20220906

Retention Schedule Secondaries

Secondary No. Secondary Title, Scope & Content Retention, Destruction & Disposition

01  

Policies and Procedures  

EV+5Y, FR    

EV=Date superseded or obsolete   

FR=UA will fully retain records from this series  

05  

General    

EV+5Y, D  

EV=Date superseded or obsolete   

10 

Advice and Support 

EV+7Y, D 

EV=Date of advice or support is complete 

12 

Asset Disposal 

FY+6Y, D 

15 

Contract Management 

Includes change orders.

EV+7Y, D 

EV=Date contract is complete and all deliverables handed over 

25 

Procurement 

Includes RFI, RFP.

EV+7Y, D 

EV=Date procurement cycle is complete  

45  

Issues  

FY+5Y, D

60  

Reports

FY+5Y, SR 

SR=UA will selectively retain records from this series 

Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year