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Activity

IV.09. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Purchasing and Contracting

Series Name

Contracts and Agreements

Series ID

409-30-105

Custodians

Any creating unit

Purchasing and Contracting Services

Description

Document competitive bidding process, negotiation, execution, completion, and termination of legal agreements between the University and other parties. Does not include construction contracts, property records, agreements related to export controls or collective bargaining agreements.

These records found in all media (paper, digital, or other) may include but are not limited to:

Requests for Information (RFIs);
Requests for Proposal (RFPs);
Requests for Quotes (RFQs);
executed contracts;
lease, or agreement amendments;
exhibits;
addenda;
Certificates of Insurance from vendor;
contract review records;
related documentation.

Retention and Disposal Instructions

(a) 3 years for unsuccessful bids, purge;

(b) 95 years for contracts with authors, performers, artists that result in a copyrighted work or recorded performance that the university plans to reuse in the future, purge;

(d) until administrative use ceases for certificates of insurance, purge.

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives.

Citations

ORS 352.087(1)(c)

US Copyright Office Circular 15 A

OAR Predecessors

OAR 166-475-0020 (2) Competitive Bid Records

OAR 166-475-0020 (3) Contracts and Agreements Records

Records Retention Schedule Menu

Records Retention Schedule

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