RRDS Equipment, Supplies, Property Records

Records Retention & Disposition Schedule

Equipment / Supplies / Property Records

Schedule Number: 166-450-035


Equipment and Furniture Inventory Records
Schedule Number: 166-450-0035 (1)

Records document the location of college-owned furniture and equipment, and the use and transfer of college-owned property and
equipment. Records may include:

(a) 
Property inventory listings.
Retention: until superseded

(b) 
Correspondence,
Equipment transfer memoranda or forms,
Property disposition requests and notices,
Warranties.
Retention: 1 year

Disposition: destroy
Responsible unit: 
Facilities Management and Planning,
Purchasing


Equipment Ownership and Operation Records
Schedule Number: 166-450-0035 (2)

Records provide information on individual pieces of equipment as defined by the state ($5,000) held by the college and may provide support documentation for warranty, operation, maintenance, service, and repair. Records may include but are not limited to:

Instructions and operating manuals,
Maintenance agreements or contracts,
Maintenance records,
Serial numbers of equipment,
Service call reports,
Shipping manifests or packing slips,
Vendor information,
Warrantees and guarantees,
Related documentation and correspondence.

Retention: 2 years after disposition of property
Disposition: destroy
Responsible unit: creating office or department


Vehicle Records
Schedule Number: 166-450-0035 (3)

Records document the administration of vehicles such as cars, vans, trucks, trailers, boats, tractors, and farm vehicles for accounting and insurance purposes. Records may include but are not limited to:

(a) 
Vehicle titles
Retention: Until vehicle disposed of or transferred to new owner
Disposition: transfer to Purchasing
Responsible unit: Purchasing

(b) 
Maintenance agreements, 
Service records,
Vehicle registrations,
Vehicle warranties.

Retention: 2 years after disposition of vehicle
Disposition: destroy
Responsible unit: Facilities Management and Planning

(c)
Scheduling records,
Transportation request forms listing the beginning and ending mileage of the vehicle,
Vehicle inventories containing information regarding description, dollar value, and date of purchase,
Vehicle usage records,
Related documentation and correspondence,
Other records

Retention: 1 year
Disposition: destroy
Responsible unit: Facilities Management and Planning