Oregon State University

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.

Contact Info

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