OAR 166-475-0030
Equipment and Supplies Records
(1)
Equipment 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. (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(a) Biennial inventory records: 4 years, destroy (b) transfer forms, 4 years, destroy (c) equipment lists until superseded or obsolete, destroy (d) all other records 4 years after superseded or obsolete, destroy)(2)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. (Retention: 6 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. (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. (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. (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)(6)
Food and Alcohol Inventory Records 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. (Retention: 4 years, 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. (Retention: 4 years, destroy)(8)
Issue Tickets Records 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. (Retention: 4 years, destroy)(9)
Miscellaneous Closing of Books 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. (Retention: 6 years, destroy)(10)
Requisitions Records 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. (Retention: 4 years, destroy)(11)
Research and Teaching Drug Inventory Records 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). (Retention: 2 years, destroy)(12)
Sale Inventory Records 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. (Retention: 4 years, destroy)(13)
Shipping Lists and 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. (Retention: 1 year, destroy)(14)
Supplies Inventory Records 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. (Retention: 4 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. (Retention: 4 years, destroy)(16)
Vehicle Records 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. (Retention: (a) 1 years for gas slips (b) 2 years after disposal of vehicle for all other records, destroy)(17)
Vendor History Reports 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. (Retention: (a) Until superseded or obsolete for advertising materials, destroy (b) 2 years after superseded or obsolete for all other records, destroy)
Source:
Rule 166-475-0030 — Equipment and Supplies Records, https://secure.sos.state.or.us/oard/view.action?ruleNumber=166-475-0030.