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1001: Inventory Records & Retention Periods
Property Management Policy & Procedure Manual
Section 1000: Equipment Inventory Record Keeping
Effective: 07/01/1971
Revised: 05/27/2003
Purpose
To retain university property records for the required period of time.
Policy
OSU will keep and maintain property control records for all active, missing, and retired capital equipment on the FIS Fixed Asset Module. Other property records are retained by Property Management and Departments for the periods listed below:
| Record Type | Property Management | Departments |
| Equipment Inventory Lists | 4 years | 2 years |
| Lost/Stolen Property Reports | 4 years after loss | 2 years after loss |
| Damage Or Loss Of State | ||
| Property Claim | 4 years after loss | 2 years after loss |
| Equipment transfer forms | 4 years | 2 years |
| Biennial inventory reconciliation | 4 years | 2 years |
| Equipment Loan agreements | 6 years after term | 3 years after term |
| Equipment Maintenance Records | 1 year after disposal | |
| Equipment Loan/Usage logs | 2 years after return of prop | |
| Federal Property Records | 6 years | 3 years |
| Personal Property Loan Agreements | 6 years after term | Upon return of property |
| Storeroom physical inventories | 6 years | 2 years |
| Property Disposition Requests | 4 years | 2 years |
| Supplies Inventory Records | 4 years | 2 years |
| Surplus Property Records | 4 years | 2 years |
| Vehicle Records | 2 years after disposal | 2 years after disposal |
Additional Information
The OSU Archives Records Retention and Disposition Schedule is available online at the Archives website.