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

SERIES: 19809
TITLE: Property distribution records
DATES: 1987-
ARRANGEMENT: Numerical by property distribution number, thereunder chronological by year.

DESCRIPTION: The property distribution document is a computer generated and numbered invoice of the property donated to an agency. The invoice is used to track all property donated to a specific agency. Information includes customer number, signer of the invoice, invoice number, product number (the 123 or transfer document number), quantity donated, and intended use. Invoice also states whether it is a compliance item or not.

RETENTION

Retain for 10 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 07/1998

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 9 years and then destroy.

Computer data files: Retain in Office until administrative need ends and then delete.

APPRAISAL

Administrative

This disposition is based on the administrative needs of the agency.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (2008)