Page 27 - The Edge - Spring 2018

BY LAURA SZYMANOSKI, CPPB AND BILL MUNCH, CPPO, CPPB
Arizona Procurement Records

Retention: New Requirements
Laura Szymanoski Bill Munch

Are you aware that the Arizona State Library,
Archives and Public Records has revised
the General Records Retention Schedule for
Purchasing and Procurement records as of July
26, 2017?
We were invited by the State Library and
Archives to serve on a procurement records
retention committee made up of public
procurement representatives from school
districts, the state, cities, and counties. The
committee was facilitated by representatives
from the State Library and Archives. The
updated retention schedule is the end result of
the committee’s hard work.
e schedule can be found at http://www.
azlibrary.gov/arm/retention-schedules. At this
webpage you can do a search for “purchasing” to
nd the Purchasing and Procurement Retention ILLUSTRATION/cherezoff
Schedule. This new schedule supersedes the contact either of us or even better here is our contact at the State
previous schedule dated August 30, 2011. Library and Archives:
Please don’t consider the following information as legal advice.
We forgot to attend law school. It is merely our best practice Timothy Provenzano
recommendations based upon our vast number of years and Records Analyst
experience in the public procurement community locally and Arizona State Library, Archives and Public Records
nationally. A Division of the O ce of the Secretary of State
We believe the single biggest change in the retention schedule 1919 W Je erson Street
is the clear delineation that unsuccessful solicitation records Phoenix, AZ 85009
only need to be retained for three years a er contract award. tprovenzano@azlibrary.gov
e reduced timeframe only pertains to unsuccessful o ers. (602) 926-3820
Refer to the schedule for speci c requirements for contract and http://www.azlibrary.gov/records/
agreement records. Your contract le will include the original
solicitation that your district issued. e Retention Schedule Provenzano played a pivotal role in facilitating the changes to
also advises regarding to other contract le contents you should the retention schedule. He presented at an AASBO bi-monthly
include. meeting and the AASBO Vendor/Buyer Conference in January. We
Unsuccessful o ers do not need to be retained as long as the are grateful for his willingness to work not only with our committee
rest of the contract le. A suggested best practice is that you le but with school districts and public entities throughout Arizona.
your unsuccessful o ers together but separate from the overall May all your records retention dreams come true.
bid and contract le. By doing so you will be able to remove the
unsuccessful solicitation records from the overall bid and contract Laura Szymanoski, CPPB is the Purchasing Administrator for Dysart
le when the e ective three-year period has expired. Uni ed School District and the 2017 Professional Purchasing
One other change we would like to make you aware of is that the Manager of the Year for the NIGP Capitol Chapter of Arizona. She
retention schedule for purchase orders has been moved to Schedule may be reached at laura.szymanoski@dysart.org.
GS1017-Finance Records. You will nd this change noted on the
Purchasing and Procurement Retention Schedule. Bill Munch, CPPO, CPPB is the Procurement Compliance and
We hope this brief explanation gives you the heads-up for the Training Of cer for Valley Schools Management Group and the 2016
new requirements for purchasing and procurement records. If you National NIGP Professional Purchasing Manager of the Year. He
have questions regarding the new retention schedule, you may may be reached at bmunch@vsit.org.

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