Records Management - University Records Retention Schedule
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Ref |
Description |
Retention |
Citation |
Action |
Official Copy Holder |
35 |
PROCUREMENTAcquiring ownership or use of goods, works & services through purchase or lease.For acquisition of land & buildings, use 27.6 Estate Management – Property Acquisition. For acquisition by donation, use 8.10 Public Relations Management – Donation Management. |
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35.6 |
Supplier Approval |
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| Records of supplier evaluation criteria | Superseded +5 years | JISC guidance | Destroy | ||
| Invitations to prospective suppliers to apply for approval | Expiry of invitation OR rejection of applicaton +6 months OR completion of approval | JISC guidance | Destroy | ||
| Evaluations of applications for approval from prosepctive suppliers & notification of the outcome: approved suppliers | End of approval | JISC guidance | Destroy | ||
| Evaluations of applications for approval from prosepctive suppliers & notification of the outcome: rejected suppliers | Rejection +1 year | JISC guidance | Destroy | ||
35.7 |
Supply Contract Tendering |
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| Records of the process of inviting & evaluating pre-qualification submissions from prospective suppliers | Award of supply contract +1 year | SI 1991/2680 S.I. 1993 / 3228 S.I. 1995 / 201 |
Destroy | ||
| Records of Invitations to Tender & tender evaluation criteria | End of supply contract +6 years | 1980 c.58 SI 1991/2680 S.I. 1993 / 3228 S.I. 1995 / 201 |
Destroy | ||
| Records of the issue of Invitations to Tender & handling incoming tenders | Award of supply contract +1 year | SI 1991/2680 S.I. 1993 / 3228 S.I. 1995 / 201 |
Destroy | ||
| Records of the evaluation of tenders, the conduct of negotations with tenderers & the notification of results of the tender evaluation process: rejected tenders | Award of supply contract +1 year | SI 1991/2680 S.I. 1993 / 3228 S.I. 1995 / 201 |
Destroy | ||
| Records of the evaluation of tenders, the conduct of negotations with tenderers & the notification of results of the tender evaluation process: accepted tenders | End of supply contract awarded +6 years | 1980 c.58 SI 1991 / 2680 S.I. 1993 / 3228 S.I. 1995 / 201 |
Destroy | ||
| Contract award report (as required by the Regulations cited) | End of supply contract awarded +6 years | 1980 c.58 SI 1991 / 2680 S.I. 1993 / 3228 S.I. 1995 / 201 Internal guidance |
Archive | ||
| Statistical reports to HM Treasury on contracts awarded (as required by the Regulations cited) | Current year +3 years | SI 1991 / 2680 S.I. 1993 / 3228 Internal guidance |
Archive | ||
35.8 |
Supply Contract Management |
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| Contract variations (eg revisions, extensions) | End of contract +6 years | 1980 c.58 | Destroy | ||
| Monitoring of supplier performance and action taken regarding under-performance | End of contract +6 years | 1980 c.58 | Destroy | ||
35.9 |
Purchasing Administration |
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| Records of purchasing authorisation limits | Superseded +1 year | JISC guidance | Destroy | ||
| Internal authorisations for procurement | Curr fin year +1 year | JISC guidance | Destroy | ||
| Purchase orders | Curr fin year +6 years* | 1980 c.58 HMCE 700/21* |
Destroy | ||
| Goods received notes/Goods inward notes | Curr fin year +6 years* | 1980 c.58 HMCE 700/21* |
Destroy | ||