Purchasing and Business Services Manual (PUR)

Effective: 3/1/1994

Revised: 3/1/2005

PUR 207: Records Retention

Purpose

To retain university purchasing records for a sufficient time period

Sources

Arizona Revised Statutes § 41–1346

University policy

Policy

Procurement records are retained for the periods listed below. D

Type of Record	Retention Period	Remarks	Responsible Party
Bids for Renewable Contracts	three years	After the file is closed	Purchasing and Business Services
Construction Files-Procurement Records	one year	After the building is demolished	Purchasing and Business Services
General Bids	three years	After awarded	Purchasing and Business Services
Departmental Limited Value Purchase Orders (PDLVPOs)	three years	After fiscal year issued	Purchasing and Business Services
Purchase Orders (including department justifications and requests)	five years	After the file is closed	Purchasing and Business Services
Purchasing Card receipts involving sponsored funds	five years	After submission of final project financial report by Grant and Contract Accounting	Department manager
Purchasing Card receipts not involving sponsored funds	five years	After transaction date	Department manager

endtable

Cross-Reference

For information on the storage of records, see the Property Control System Policies and Procedures Manual—PCS 703, “Records Storage and Destruction.”

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