Record Code

Record Series / Activity

Description / Scope Notes

Examples of Record Types

Retention Period 

Final Disposition

Office of Primary Responsibility (OPR)

Privacy Considerations (Y / N)

PR-01

Purchasing General

Records related to the processes associated with managing tenders and purchasing of goods and services from suppliers in general

Requisitions | Procurement Log | Purchase History Records | Purchase Orders | Purchase Register | Correspondence | RFI Request for Information | RFP Request for Proposals | RFQ Request for Quote | Import Records

7 years

Destruction

Facilities (Procurement Officers)

Y

PR-02

Purchasing Capital Projects

Records related to the processes associated with managing tenders and purchasing of goods and services from suppliers for capital projects

Requisitions | Procurement Log | Purchase History Records | Purchase Orders | Purchase Register | Correspondence | RFI Request for Information | RFP Request for Proposals | RFQ Request for Quote | Import Records

Project Completion + 7 years

Destruction

Facilities (Procurement Officers)

Y

PR-03

Supplier Management

Records related to information on suppliers the institution uses or considers using including correspondence, available goods/services and price lists. This also includes catalogues, brochures, white papers, product literature and samples.

Supplier Information | Supplier Reference Catalogues | Supplier Listings | Supplier Files | Supplier Due Diligence | Supplier Financial Reports | Preferred Supplier List

5 years

Destruction

Facilities (Procurement Officers)

Y