Records Management - University Records Retention Schedule


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Records Retention Schedule - Procurement
Ref
Description
Retention
Citation
Action
Official Copy Holder
35
PROCUREMENT
Acquiring 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.

           
35.6
Supplier Approval
       
  Records of supplier evaluation criteria Superseded +5 years JISC guidance Destroy  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
       
  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
       
  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
       
  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