Case Letters

RDA No.	Series Description	Retention Event	Minimum Retention & Disposition	PII	Confidential	Use Case / Notes	Old RDA No. (If Applicable)
PUR00009	Some purchases require the Governor’s signature, e.g., the procurement of motor vehicles. In these situations, the agency submits justification for the unique purchase along with the signature of the agency head/chancellor or designee confirming that all applicable state and federal statutes, rules, regulations and guidelines are being followed. The request is sent to the State Bureau of Procurement which performs a complete analysis of the request and if appropriate, then submits a case letter for the procurement to the Governor. If the Governor approves the purchase by signature, the agency may begin the procurement process. *Note:* Agencies should use PUR00010 for its own internal records.	Date of Final Approver’s Signature on Case Letter	EVT + 25 years then Destroy	No	No	State Bureau of Procurement retains official record	New

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