SFU Records Retention Schedule and Disposal Authority (RRSDA)
Quotes, Tenders and Request for Proposal (RFP) Files

RRSDA number

1998-012

Record series

Quotes, Tenders and Request for Proposal (RFP) Files

Office of Primary Responsibility (OPR)

Procurement Services:

Retention periods

Records	Active retention (in office)	Semi-active (records centre)	Total retention	Final disposition
Purchasing	CY of tender adjudication + 6 years	Nil	CY of tender adjudication + 6 years	Destruction
All other university departments:	CY of tender adjudication + 1 year	Nil	CY of tender adjudication + 1 year	Destruction

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

Description, purpose and use of records

Records generated in receiving, assessing and approving quotes, tenders and requests for propsosals for the purchase of goods and services by the university.

Records consists of correspondence, quotes, tender documents, requests for proposals, notes and working papers.

Retention rationale

All tenders, whether successful or not, are considered contracts and are subject to the standard "year of expiration plus 6 years" retention period for contracts.

Status

RRSDA is in force.

Approved by the University Archivist: 30 Jul 1998

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