General Record Schedule 8: Inventory Series

General Schedule Number: 8 Inventory Series

1 CAPITAL EQUIPMENT INVENTORY CARDS

Card containing pertinent information concerning State owned equipment. Destroy inactive or obsolete cards after audit and reconciliation.

Agency of Record: Creating Agency

Date Adopted: 6/21/85 Obsolete or Current: C Disposal: D

Retention of Record Copy: 1

Retention of Copies: Not Applicable

State Audit Requirement?: Y Federal Audit Requirement?: Y

2 QUARTERLY EQUIPMENT REPORT

Report of all equipment purchased, sold, traded in, surplused and discarded during a quarter. Record copy retained by General Services for current business; agency copy destroyed after 5 years if inventory cards are reconciled.

Agency of Record: Bureau of General Services

Date Adopted: 6/21/85 Obsolete or Current: C Disposal: D

Retention of Record Copy: Contingent Upon Event - See Description

Retention of Copies: 5

State Audit Requirement?: N Federal Audit Requirement?: N

3 CAPITAL EQUIPMENT RECONCILIATION

Yearly report made up from the four quarterly equipment reports. Must balance with total on equipment card. Record copy retained by General Services for current business; agency copy destroyed after 5 years if inventory cards are reconciled.

Agency of Record: Bureau of General Services

Date Adopted: 6/21/85 Obsolete or Current: C Disposal: D

Retention of Record Copy: Contingent Upon Event - See Description

Retention of Copies: 5

State Audit Requirement?: N Federal Audit Requirement?: N

4 EQUIPMENT ADJUSTMENT SLIP

Form used to adjust transfers in and out of an agency. Destroy with

quarterly reports.

Agency of Record: Creating Agency

Date Adopted: 6/21/85 Obsolete or Current: C Disposal: D

Retention of Record Copy: 5

Retention of Copies: Not Applicable

State Audit Requirement?: N Federal Audit Requirement?: N

5 SURPLUS PROPERTY DISTRIBUTION LIST

Form used to transfer equipment to surplus from agency. Destroy agency copies with quarterly reports; record copy held by Bureau of Purchases for current business.

Agency of Record: Bureau of Purchases

Date Adopted: 6/21/85 Obsolete or Current: C Disposal: D

Retention of Record Copy: Contingent Upon Event - See Description

Retention of Copies: 5

State Audit Requirement?: N Federal Audit Requirement?: N

6 CORRESPONDENCE

Incoming or outgoing correspondence relating to inventory series. Destroy with quarterly reports.

Agency of Record: Creating Agency

Date Adopted: 6/21/85 Obsolete or Current: C Disposal: D

Retention of Record Copy: 5

Retention of Copies: Not Applicable

State Audit Requirement?: N Federal Audit Requirement?: N

Disposal: A=Archives, D=Destroy, X=Other (See Description)