This is a very good question Charis.  I can see why you may not want to 
put the uniforms in with the contract (because of different retention 
periods for contracts and procurement documents / bids); however, you are 
correct in knowing that these uniform samples are in fact records.  You 
should have certain retention codes/periods for Contracts, as well as for 
Procurement Bids.  I would store them in separate places, but I would 
definitely make sure your archives department knows that these samples are 
in fact records.

Hope this helps.  Feel free to contact me at any time to discuss in 
further detail.

Thank you,
Stephanie K. King
Manager, Corporate Records
Blockbuster Inc.
[log in to unmask]





Charis Wilson <[log in to unmask]> 
Sent by: Records Management Program <[log in to unmask]>
09/25/2007 04:18 PM
Please respond to
Records Management Program <[log in to unmask]>


To
[log in to unmask]
cc

Subject
Physical Samples from Procurement Contracts






Okay, here's an odd one for folks to ponder.  What do you do with the 
sample "copies" of items that are provided when procurring various 
materials through contracts.  We have a contract that is being closed out 
and transferred to storage that includes as part of the contract the 
sample uniforms that were reviewed in choosing the final design.

The archives doesn't want to accept the uniforms since they are "not 
records".  However, as far as I'm concerned they are part of a record and 
should be kept with the contract file.

Anyone else want to put in their two cents worth?

Charis Wilson, MLS, CRM
Denver, CO

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already 
present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the 
message.
mailto:[log in to unmask]




The information transmitted is intended only for the person or entity to
which it is addressed and may contain confidential and/or privileged
material.  If the reader of this message is not the intended recipient,
you are hereby notified that your access is unauthorized, and any review,
dissemination, distribution or copying of this message including any
attachments is strictly prohibited.  If you are not the intended
recipient, please contact the sender and delete the material from any
computer.

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]