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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
Vital: No
PIB: No
Authority:
BoG Policy FM2: Purchasing Policy
BoG Policy UP3: Surplus Equipment Policy
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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |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Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year