Total entries: 39 (Listed alphabetically by title)
Description: Documents relating to processing of a request proposal file.
Retention: 6.25 years
Updated: October 25, 2023
Description: Purchase Requests from employees, or departmental end-users, which undergo approvals and budget commitments, to purchase goods or services, or to conduct a solicitation event, or to request contract documentation initiation.
Retention: (0403-02-023A) Capital Bid Related: 11 years; (0403-02-023B) Non-Capital Bid Related: 7 Years; ( 0403-02-023C) All other records: 5 years.
Updated: October 25, 2023
Description: Claims and lawsuits filed against insured state employees and/or insured state entities; various requests for legal advice or services; investigations conducted regarding claims and lawsuits.
Retention: 7 years after case closed.
Updated: April 27, 2021
Description: A solicitation conducted by the state, or any of its agencies, to initiate a competitive bidding process amongst suppliers, for execution of a contract or a PO award document.
Retention: (0403-02-027A) Capital Bid related: 11 years; (0403-02-027B) Non-Capital Bid Related: 7 Years; (0403-02-027C) All other records: 5 years.
Updated: October 25, 2023
Description: Documents relating to statewide contracts established by purchasing agents for use by State agencies.
Retention: 6 years
Updated: October 25, 2023
Description: This series is used as a quick reference of vendor data, selection, and update pertaining to agency operations. This series may include, but is not limited to, reports containing bidder or vendor numbers, addresses, contacts, Tax ID numbers (such as FEIN, TIN, SSN etc.), category codes, banking information, payee names, invoice numbers, amounts, warrant/voucher numbers, message comments, copies of purchase orders, requisitions, sourcing events, responses and awards, and product specification sheets.
Retention: (0403-02-029A) Capital Bid Related: 11 years; (0403-02-029B) Non-Capital Bid Related: 7 Years; (0403-02-029C) Inactive Vendors: 2 years after last activity; (0403-02-029D) All other records: 5 years.
Updated: October 25, 2023
Description: Documents relating to transferring and disposing of surplus State property.
Retention: Surplus Property File: 4 years; Surplus Property Transfer Form File: 1 year
Description: Documents relating to controlling the inventory of the State property within the surplus property warehouse.
Retention: 30 days
Description: Records documenting the location of wiring and the design of the overall agency network environment.
Retention: Until superseded or obsolete and all audit requirements have been met.
Updated: October 25, 2023
Description: Records with short-term interest that have no documentary or evidential value,
Retention: Retain for useful life.
Updated: October 25, 2023
Description: Records documenting the purchase of equipment and vehicles.
Retention: 5 years after disposition of equipment.
Updated: October 25, 2023
Description: Documents relating to the credit standing of vendors desiring to do business with the State.
Retention: 2 years
Updated: October 25, 2023
Description: Documents relating to disbursing monies for workers' compensation and self insurance claims.
Retention: 10 years
Description: Risk Management Services Workers' Compensation files
Retention: 10 years after case is closed.
