SECTION 375:8-5-5. Procurement and other costs related records

(a)   Unless specifically provided otherwise by administrative rule, all procurement and communication costs records shall be retained in hard copy paper form for not less than three (3) years from the date of purchase then stored in house until placed in permanent storage. Such documents shall be held in hard copy form, in house or in permanent storage for not less than ten (10) years total. Once placed in permanent storage, all such documents stored in house may then be retained or destroyed at the discretion of the Director.

(b)   The following documents shall be retained in office until no longer needed for administrative purposes then retained or destroyed at the discretion of the Director.

(1)   Correspondence and materials from Risk Management Division concerning policies and rules and regulations regarding Risk Management.

(2)   Records containing inventory and sales reports (FMD-1) for OSBI owned vehicles, including vehicle number, make, model and year, purchase date, cost, license tag number, location and whether owned, loaned or leased by OSBI.

(3)   Monthly summaries turned into Fleet Management Division reporting fuel cost and usage, maintenance done and cost and related information.

(4)   Records containing correspondence and reports detailing Fleet Management policies and rules and regulations.

(c)   The following records shall be retained in house or in permanent storage until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies then retained or destroyed at the discretion of the Director provided no legal action is pending. If legal action involving the records is pending, the records shall be retained until the exhaustion of all legal remedies, then retained or destroyed at the discretion of the Director.

(1)   Postal Service Form 3083-Trust Accounts and Withdrawal Receipts-Postal Service form received daily by agency showing balance for Business Reply Mail (Permit 601).

(2)   Record of Registered, Insured, C.O.D., Certified, and Express Mail-U.S. Postal Service PS Form 38877, used in conjunction with special mail services.

(d)   Copies of procurement documents including, but not limited to, correspondence, forms, bid documents, and bid responses, completed in-house or by the Department of Central Services for acquisition of products and/or services will be retained in accordance with the Department of Central Services' rules for record retention.

(e)   Monthly telephone bills and applicable attachments sent by the Office of State Finance.

(f)   Memos, worksheets, and invitations to bid on surplus property shall be retained in office for five (5) years after sale or transfer then retained or destroyed at the discretion of the Director provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal action is pending. If legal action involving the records is pending, the records shall be retained until the exhaustion of all legal remedies, then retained or destroyed at the discretion of the Director.

(g)   Contracts for leasing of space for office, warehouse, or storage and contracts for the leasing of equipment shall be retained in accordance with the Department of Central Services rules for record retention.

(h)   Log books supplied by United Parcel Service, Federal Express, or other private courier used for shipping materials shall be retained in office one (1) year then retained or destroyed at the discretion of the Director provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal action is pending. If legal action involving the records is pending, the records shall be retained until the exhaustion of all legal remedies, then retained or destroyed at the discretion of the Director.

(i)   Reports of auctions conducted by the OSBI, including but not limited to letters to the Central Purchasing Division of the Central Purchasing Division of the Department of Central Service requesting permission for auction, lists of items to be auctioned, letter from Department of Central Service authorizing sale, buyer sign-in sheets, sales tickets, amounts recorded by buyer (net sales, tax, gross), report to Department of Central Services on items sold and price of each, and other miscellaneous supporting documents, and copies of reports to Oklahoma Tax Commission (Schedule 83-13, Series 3-1) on sales tax derived from the auction shall be retained in office for five (5) years then retained or destroyed at the discretion of the Director provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal action is pending. If legal action involving the records is pending, the records shall be retained until the exhaustion of all legal remedies, then retained or destroyed at the discretion of the Director.

(j)   Records of detailed vehicle maintenance for OSBI owned vehicles shall be retained in office until the vehicle is sold or otherwise disposed of, then may be retained or destroyed at the discretion of the Director provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and no legal actions are pending. If legal action involving the records is pending, the records shall be retained in office until the exhaustion of all legal remedies, then retained or destroyed at the discretion of the Director.

[Source: Added at 17 Ok Reg 2527, eff 6-26-00; Amended at 26 Ok Reg 1676, eff 6-26-09]