Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 9-13
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)

O

termination of contract (temporary transfer)

FY

6 yrs


R

3 yrs



2 yrs

11-12-63485

 

11-12-63485



11-12-63486

 
INVENTORY CONTROL REPORT (WSU 1033)
Provides a record of changes in the department's equipment inventory.
Property Inventory* (OPR)

Transferring Department

Recipient Department

fiscal year

 

fiscal year



fiscal year
5 yrs

 

2 yrs



2 yrs

11-12-63492

 

Secondary copy under
11-12-63492

Secondary copy under
11-12-63492

 
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* fiscal year 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* fiscal year 6 yrs GS 16004  
SURPLUS PROPERTY REPORT (WSU 1423)
Provides a record of changes in the department's equipment inventory for items sent to Surplus Stores.
Surplus Stores* (OPR)

Transferring Department

Recipient Department

fiscal year


fiscal year


fiscal year

5 yrs



2 yrs


2 yrs

11-12-63492


Secondary copy under
11-12-63492

Secondary copy under
11-12-63492