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Purchasing

Fiscal

Purchasing
Title Major Revision Previous Schedules Schedule Item
Purchase order, purchase requisition,

or similar record, used to obtain materials, supplies, or services:
RETENTION: 6 years

CO2 598; MU1 559; ED1 257; MI1 496 546
Purchasing file,

including but not limited to bid (successful, unsuccessful), contract, specifications, requests for proposals, vouchers, bills, and related records, for purchase of materials, equipment, supplies and services not connected with capital construction:
RETENTION: 6 years after completion of purchase or 6 years after final payment under contract, whichever is later
NOTES: For capital construction, see item no. 806 in the Public Property and Equipment section and item no. 1070 in the Transportation and Engineering section.

 2020 (♦)
 CO2 599; MU1 561; ED1 259; MI1 498 547
Vendor file,

including but not limited to list of vendors doing business with the local government, vendor evaluation forms, price lists or other information received from vendors:
RETENTION: 0 after obsolete

 CO2 600; MU1 562; ED1 260; MI1 499 548
Performance guarantee

or written warranty for products or similar record:
RETENTION: 6 years after expiration

 CO2 601; MU1 563; ED1 261; MI1 500 549
Invoice,

packing slip, shipping ticket, copy of bill of lading or similar record used to verify delivery and/or receipt of materials or supplies:
RETENTION: 6 years

 CO2 602; MU1 564; ED1 262; MI1 501 550
Invoice register,

or similar record used to list invoices:
RETENTION: 6 years after last entry

 CO2 603; MU1 565; ED1 263; MI1 502 551
Standing order file,

used for purchase of materials and supplies which are received on a regular basis:
RETENTION: 6 years

 CO2 606; MU1 568; ED1 266; MI1 505 552
Chargeback records,

showing specific fund to be charged for in-house expenditure:
RETENTION: 6 years

 CO2 852; MU1 726; ED1 456; MI1 724 553
Canceled bids file,

including purchase requisitions, vendor solicitations, requests for proposals (RFPs), requests for quotes (RFQs), requests for information (RFIs), requests for comments (RFCs), price quotations and related records concerning bids for goods or services which were canceled without a purchase being completed:
RETENTION: 1 year after subsequent procurement of the same goods or services completed under a re-initiated procurement, or 1 year after decision not to purchase such goods or services

 CO2 1054; ED1 502; MI1 905 554