AGENCY: Department of Government Operations. Division of Purchasing and General Services

SERIES: 16593
TITLE: Purchasing contracts
DATES: 1980-
ARRANGEMENT: Numerical by contract number.

DESCRIPTION: These records are statewide contracts made with vendors in order to get the most favorable prices for materials or services. These contracts give all agencies the authorization to make purchases from a specific vendor. Agencies submit warrant requests with appropriate invoices in order to buy materials under the terms of the contract. Records may include bid tabulation, copy of approved bid, contract information sheet, and correspondence with the vendor.

RETENTION

Retain for 7 year(s) after expiration of contractual agreement

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731

AUTHORIZED: 07/25/2018

FORMAT MANAGEMENT

Paper: Retain in Office until digitized and then transfer to State Records Center. Retain in State Records Center for 12 years and then destroy.

Computer data files: Retain in Office for 7 years and then delete.

APPRAISAL

Administrative Fiscal Legal

Appraisal is based upon Utah Procurement Code, Utah Code 63G-6a-2002(3)(2016): (3) A procurement unit shall keep, and make available to the public, upon request, written records of procurements for which an expenditure of $50 or more is made, for the longer of: (a) six years; (b) the time otherwise required by law; or (c) the time period provided by rule made by the applicable rulemaking authority.

PRIMARY DESIGNATION

Public

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