Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 11-06
Procedures, Records, and Forms
335-2005

All-University Records Retention Schedules:
Property Management Records

PDF link

Title
Property Management Records

Record Series Title--Function/Purpose

Location
(*Official Copy)

Cutoff

Retention
Period

Disposition
Authority No.

Remarks

EQUIPMENT MAINTENANCE AND REPAIR RECORDS
Records documenting service and repairs to University equipment, excluding motor vehicles. May include maintenance and repair orders, copies of fiscal documents such as requisitions, purchase orders and vouchers, warranties, manuals, and related materials.

Department*

disposition of item

3 yrs

GS 16006

  
FEDERAL EXCESS PROPERTY FILE
Provides a record of requests for federal excess property, using the temporary (for use during the course of a grant contract) or permanent transfer of federal property to WSU. Includes the Federal Excess Property Request (WSU 1303) and SF-122, Transfer Order -- Excess Personal Property.

Sponsored Programs Services*





Department

item disposed of (permanent transfer)

TOC (temporary transfer)

FY

6 yrs




3 yrs



2 yrs

WSU--GS 04




WSU--GS 04



WSU--GS 04

  
INVENTORY CONTROL REPORT -- RECORD COPY (WSU 1033)
Provides a record of changes in the department's equipment inventory.

Property Inventory* (OPR)

Transferring Department

Recipient Department

FY



FY


FY

5 yrs



2 yrs


2 yrs

WSU--GS 04



WSU--GS 04


WSU--GS 04

  
INVENTORY CONTROL REPORT-- SURPLUSED ITEMS (WSU 1033)
Provides a record of changes in the department's equipment inventory for items sent to Surplus Stores.

Surplus Stores* (OPR)

Transferring Department

Recipient Department

FY



FY


FY

5 yrs



2 yrs


2 yrs

WSU--GS 04



WSU--GS 04


WSU--GS 04

  
MOTOR VEHICLE MAINTENANCE, REPAIR AND DISPOSITION RECORDS
Records documenting service, repairs, and disposition of motor vehicles assigned to or owned by WSU. May include maintenance orders and logs, copies of fiscal documents such as requisitions, purchase orders, vouchers, warranties, manuals, and related materials.

Department*

disposition of vehicle

6 yrs

GS 16007

  
SUPPLIES, COMMODITIES AND PARTS DISBURSEMENT RECORDS
Records documenting the disbursement of office supplies, commodities, parts, and other expendable materials.

Department*

FY

6 yrs

GS 16005

  
SUPPLIES, COMMODITIES AND PARTS INVENTORIES
Running inventories used to manage stocks of expendable materials such as office supplies, parts and other expendable supplies, describing the materials and indicating current stock balances.

Department*

FY

6 yrs

GS 16004