INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning the management of property, equipment, and supplies at Yale.
Specific topics of interest include:
- Development of
policies and procedures for purchasing, loaning, renting, and disposing
of property, equipment, and supplies.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- University-wide
policies and procedures for purchasing, loaning, renting, and disposing
of property, equipment, and supplies
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Office of record
Yale Procurement, the Risk Management Office,
Yale Telecommunications, and individual units owning equipment maintain
the record copy of documentation about property, equipment, and supplies.
Individual units that are not responsible for the creation of such
records, but that maintain duplicates of such works or related materials,
should destroy these files after they are no longer needed. |
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Non-permanent records
requiring temporary retention for legal purposes
(Unless
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Bidding records
- Disposition and sales records
- Equipment maintenance records
- Equipment rental and loan records
- Federal or agency-owned property records
- Insurance and warranty records
- Inventories of equipment or supplies
- Loss and damage records
- Purchasing and requisition records
- Telephone use records
- Vehicle records
- Vendor history reports and records
Routine administrative
records
(Destroy following their immediate administrative
use.)
- Shipping lists and packing slips
- Vendor catalogs
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