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825 - PROCUREMENT OF EQUIPMENT AND SUPPLIES

Records relating to ministry/agency procurement of office equipment and supplies, furnishings, and other types of goods for government use.

Record types include correspondence, purchase requisitions (including Oracle iStore orders), purchase orders (POs), emergency purchase orders (EMOs), purchase orders on standing offers (POSOs) (e.g., Corporate Supply Arrangement [CSA]) purchase orders), and packing slips.

For accounts payable, see primary 925.
For contracts, see primary 1070.
For delegation of purchasing authority, see primary 265.
For information technology order approvals, see primary 6000.
For petty cash purchases, see primaries 925 and 940.
For the procurement of services, see primary 1070.

non-OPR NOTE: Offices will retain non-OPR copies of records for: SO nil DE

Primary-
Secondary
Records SeriesOPR
  A SA FD
825-00 Policy and procedures SO nil DE
825-01 General
(covers general information relating to master standing offers (government-wide) and standing offers (ministry specific))
FY+1y nil DE
825-02

Purchase requisitions and purchase orders
(covers purchase orders, requisitions, and other procurement instruments)

7y = The retention period is consistent with the retention period for related financial records classified under section 4 Financial Management.

FY+1y 6y DE
825-04 Packing slips SO nil DE
825-06

Warehouse shipment receipts
(includes correspondence, bills of lading, waybills, copies of purchase orders, and reports)

NOTE: These records document equipment and supplies received in a warehouse or stockroom, as well as problems and discrepancies with the shipment.

FY+1y nil DE

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