Equipment Inventories

UCLASS Primary: CA220 – Equipment and Materials Management

Retention Rule Number: Specific Retention Rule 2000.10

Function/Activity: To record, monitor and control the capital equipment held in University units.

Description/Type of Records: Inventory audit reports, tag listings, classification code manual, correspondence, new capital equipment forms, surplus sales reports.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Capital Equipment Inventory Services (Financial Services)
     Tag Listings: Microfiche – 10 years Confidential shred or delete
     Classification Code Manual: Until superseded Recycle or delete
     Remainder of Records: 2 years Recycle or delete surplus sales reports

Confidential shred or delete remaining records

Office of Secondary Responsibility (OSR) Retention Disposition
Faculties and Departments and Administrative Units For length of warranty Confidential shred or delete

In accordance with the principles of the Freedom of Information and Protection of Privacy Act, access to these records is restricted to staff assigned the functional responsibilities related to the records as well as those with the authority to compile, classify, annotate, read, retrieve, transfer or destroy this record series.  All other applications for access can be made through a Freedom of Information and Protection of Privacy access request.

Approval Information:

  • Art Kirk, Director of Financial Services
  • Jo-Ann Munn Gafuik, University Archivist
  • Bonnie Woelk, University Records Committee (Chair)

21 February 2003