Series Title (Agency Series #): Description, Retention (Legal Citation)
Contract Administration Records (FM4-003): Documents the management of contractor activities and payments for all Facilities and Property Management contracts. Records include expense reports, copies of payment vouchers (including payment memos and invoices), contract approvals, contract amendments, contract review checklist, data entry screens, contract routing form, copy of contract, contractor information (bankruptcies, lawsuits, etc), and related correspondence.
Retention: Retain 10 years. (MOAR 166-150-0005(7))
Contractor Insurance Certificates (FM4-004): Certificates documenting that contractors are carrying necessary insurance for the job they are contracting to do. Certificates show contractor name and address, type of business, amount of insurance, term of insurance, and related information.
Retention: Retain 10 years after superseded or expired. (MOAR 166-150-0200(1))
Correspondence, Ephemeral (FM4-007): Series documents communications received or sent which do not contain significant information about a county's programs, fiscal status, or routine agency operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.
Retention: Retain until read. (MOAR 166-150-0005(8))
Correspondence, General (FM4-006): Series documents communications received or sent which do not contain significant information about an agency's programs. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments.
Retention: Retain 1 year. (MOAR 166-150-0005(8))
Informal Quotes (FM4-001): Documents solicited quotations for purchases that do not require competitive bidding (less than $50,000 and not involving capital construction) as specified in PCRB 10.120. Records include written records of each quote, quotation tabulation forms (PD44), and requisitions (RX30). Information includes vendor name and address, name of vendor contact, price quote and delivery date, date of quote and how long quote is valid, terms, and specifications of the items being quoted.
Retention: Requirements quotes: retain 3 years; other quotes: retain 2 years. (MOAR 166-150-0110(17))
Purchasing Records (FM4-002): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the county. Includes purchase orders and requests, purchase authorizations, requisitions, material and cost specifications, printing orders, outline agreements, and similar records.
Retention: Retain 3 years. (MOAR 166-150-0110(21))
Shipping Records (FM4-010): Records documenting the sending or receipt of property shipments at the Facilities warehouse. Records include copies of work orders, shipping statements, packing slips, and related documentation.
Retention: Retain 3 years. (2007-0015/011)
Utilization Records (FM4-005): Records documenting the county's utilization of the Minority, Women, and Emerging Small Business (MWESB) program. Includes spreadsheets, statistical reports, and related records. Information includes number of MWESB contractors used, total jobs, amount contracted, total amount contracted, changes over time, and related information.
Retention: Retain 20 years. (2007-0015/010)
Warehouse Inventory Records (FM4-008): Inventory records of expendable property maintained in the Facilities warehouse. Information often contains asset number, description, purchase order number, location of asset, date received, purchase price, replacement cost, depreciation, and related data. This record series applies to routine property control inventories.
Retention: Retain 3 years. (MOAR 166-150-0110(18))
Warehouse Property Disposition Records (FM4-009): Series documents the location, use, and transfer of warehouse property. Records may include copies of inventory listings, property disposition requests and notices, property transfer forms, correspondence, and related records.
Retention: Retain 4 years. (MOAR 166-150-0110(18))