UNIVERSITY OF WISCONSIN River Falls

Statewide Purchasing and Procurment Related Manuals

RDA No.

Records Series Title

Series Description

Retention Event

Minimum
Retention &
Disposition

PII

Confidential

Use Case / Notes

Old RDA
No.  (If
Applicable)

PUR00045

State Procurement Manual 

The State Procurement Manualis issued by the State
Bureau of Procurement in the Department of Administration and contains statewide policies and procedures that govern procurement practices to be followed by all state agencies in obtaining materials, supplies, equipment, contractual services and all other items of a consumable nature. The manual is comprised of over 150 separate policy and procedure directives. When updated, the new policy or procedure supersedes the previous document. 

This record series contains the final policies and procedures as well as all materials related to the development and maintenance of those policies and procedures including committee agendas, meeting minutes, correspondence, etc.  

Note: Agencies may use ADM00023 Internal Policies and Procedures to retain its own purchasing and procurement operating procedures, guides, handbooks and manuals. Agencies are not required to keep records associated with the Procurement Manual. 

Date the
Individual  Policy or
Procedure Contained in the Manual is Superseded or
Cancelled

EVT + 25
Years and
Destroy

No

No

State Bureau of Procurement
retains official record

90128

PUR00046

Purchasing Card User Manual

The Purchasing Card User Manualis issued by the
State Bureau of Procurement in the Department of Administration and contains statewide policies and procedures that govern use of the state’s Purchasing Card which must be followed by all state employees. The Manual contains, for example, instructions on use of the Purchasing Card for air travel as well as consequences for failure to comply with user instructions. 

This record series contains the final policies and procedures as well as all materials related to the development and maintenance of those policies and procedures including committee agendas, meeting minutes, correspondence, etc.  

Date Manual is
Superseded or
Cancelled 

EVT + 6
Years and
Destroy

No

No

The State Bureau of Procurement
retains the official record
Note: Agencies may use
ADM00023
Internal Policies and Procedures to retain its own purchasing card procedures,
guides, handbooks and manuals.

90133

VENDORNET (OR REPLACEMENT PURCHASING AND PROCUREMENT INFORMATION SYSTEM)

 

 

 

PUR00050

VendorNet
Registrations and
Applications

VendorNet is a database which provides easy access to a wide variety of information on purchasing and procurement for state agencies and municipalities as well as to vendors who wish to provide goods and services to the state. 

This record series includes all initial and renewal applications related to vendor and municipal use of VendorNet. Users may complete applications electronically or manually for this service. Note: Agencies are not required to keep records associated with vendor applications or registrations.    
 

Date on
Application

 CR + 2 Years and Destroy Confidential

No

Yes
Federal
Employer
Identification
Number
(FEIN) 

Vendor renewal and registration  template; Vendor file; Application and renewals for
Cooperative
Purchasing Services by municipalities.

State Bureau of Procurement
retains official record

90134