Document Retention for Procurement Services

Knowing what records to keep and for how long is critical and challenging. The following requirements are based on university policy that governs the retention of administrative records. The University of California (UC) maintains a Records Retention Schedule that provides exact guidance on how long departments must retain records, along with a glossary and Frequently Asked Questions (FAQs). If you have any questions, please contact the UCSB Records Management Coordinator.

The Records Management Coordinator at each campus and the Office of the President is responsible for the development, coordination, implementation, and management of the program at that location. Implementation includes providing advice, information, and training to local personnel regarding records management. The local program includes the development and maintenance of retention schedules specific to the location, as appropriate.

It is important to note that any records created or received on any device belong to The Regents of the University of California, and all UC records on personal devices are subject to California Public Records Act requests.

This information is intended to provide a general idea of how long documents should be retained pertaining to—but not limited to—critical functions within Procurement Services. More information for UCSB departments can be found on the UCSB Records Management webpage.

General Guidelines for Records Retention Management

  1. Purchase Orders (includes requisitions, quotes, signed contracts, and supporting documentation): Retain for six years. If federally funded: six years after the expiration or termination of the sponsored activities; resolution of any litigation, claim, or audit; or the period stated in the award document—whichever is longer (Records Code 0005A1).
    1. Business and Financial Services (BFS) is the office of record for purchase orders and supporting documentation.
    2. Jaggaer is the system of record for these records.
    3. The Library is responsible for their own purchase orders issued from ALMA.
  2. Request for Proposal (RFP) and Request for Quotation (RFQ): Retain for 10 years. If federally funded: six years after the expiration or termination of the sponsored activities; resolution of any litigation, claim, or audit; or the period stated in the award document—whichever is longer (Records Code 0005F1).
    1. BFS is the office of record for RFPs, RFQs, and supporting documentation.
    2. CalUSource is the system of record for these records.
  3. Vendor Onboarding Documents (includes Business Information Form, IRS Form W-8 or W-9, Automated Clearing House (ACH) forms, and Conflict of Interest): Retain for four years after the end of the fiscal year in which all activity related to the records has ceased (Records Code 0005E2).
    1. BFS is the office of record for vendor forms and supporting documentation.
    2. PeopleSoft or Oracle (the ERP) is the system of record for these records.
  4. Invoices, Receipts, and Credit Memos: Retain for six years. If federally funded: six years after the expiration or termination of the sponsored activities; resolution of any litigation, claim, or audit; or the period stated in the award document—whichever is longer (Records Code 0005A1).
  5. Procurement Card (P-Card) Audits: Retain for six years. If federally funded: six years after the expiration or termination of the sponsored activities; resolution of any litigation, claim, or audit; or the period stated in the award document—whichever is longer (Records Code 0005A1).
  6. Procurement Card (P-Card) Transactions (Official Record): Retain records for four years after the end of the fiscal year in which all activity has been completed.
  7. Subcontracting Plans and Reports (Official Record): Retain records for six years after the expiration or termination of the sponsored activities; resolution of any litigation, claim, or audit; or the period stated in the award document—whichever is longer.
  8. Equipment and Equipment Inventory Modification Request (EIMR): It is recommended to keep records for five years after an award has closed and from the time of equipment disposal. Transfers of equipment records through the use of an EIMR form (or equivalent) should be retained for five years after the modification or transfer is complete.
    1. The Equipment Management Office is the office of record for inventorial equipment from acquisition to disposal.
    2. Jaggaer is the system of record for the purchase of inventorial equipment.
    3. University of California Office of the President (UCOP) Finance is the office of record for the depreciation of inventorial equipment.
    4. The financial system is the system of record for equipment costs and in-service dates and may serve as the physical inventory system.