DEPARTMENT OF GENERAL SERVICES Schedule No. RECORDS MANAGEMENT DIVISION M-49 ^ RECORDS RETENTION AND DISPOSAL SCHEDULE Page i of i

Agency Division/Unit ! CITY OF ROCKVILLE FINANCE DEPARTMENT/PURCHASING

.tern No Description Retention

CONTRACT FILES RETAIN CONTRACTS FOR This series includes contracts between the CAPITAL PROJECTS FOR 13 city and state and contracts in which the YEARS THEN DESTROY. RETAIN city is a joint venture with other governments! ALL OTHER CONTRACTS IN OFFICE FOR THREE YEARS THEN DESTROY.

PURCHASE ORDERS RETAIN IN OFFICE FOR THREE YEARS AFTER ALL CONTRACTUAL OBLIGATIONS, FINAL PAYMENTS AND AUDIT REQUIREMENTS HAVE BEEN. MET THEN DESTROY WHEN NO LONGER NEEDED.

.31 s PURCHASE REQUISITIONS RETAIN IN OFFICE FOR THREE YEARS AFTER ALL CONTRACTUAL OBLIGATIONS, FINAL PAYMENTS AND AUDIT REQUIREMENTS HAVE BEEN MET THEN DESTROY WHEN NO LONGER NEEDED.

4~ REQUEST FOR QUOTATIONS RETAIN IN OFFICE FOR THREE YEARS AFTER ALL CONTRACTUAL OBLIGATIONS, FINAL PAYMENTS AND AUDIT REQUIREMENTS HAVE BEEN MET THEN DESTROY WHEN NO LONGER NEEDED.

Approved by Department, Agency, Schedule Authorized by State ; or Division Representative. Archivist. ,ftAT ' - APR 2 3 W93 Date Date

Signature Signature Type Name Kevin Deckard

Title Director of FinanciFi

DGS 550-1 (Rev. 10/92) IH STRUCT I QMS - - TYPE OR PRINT A DEPARTMENT OF GENERAL SERVICES SEPARATE FORM FOR EACH NEW OR RECORDS MANAGEMENT DIVISION AGENCY RECORDS INVENTORY REVISED RECORD SERIES. FORWARD 7278 WITH RECORDS RETENTION SCHEDULE P.O. BOX 279 PAGE 1 OF 4 }{DGS SBO - I ) JESSUP, MARYLAND 20794

I. DEPARTMENT/AGENCY 2. DIVISION 3. UNIT

City of Rockville Finance Department Purchasing DEFINITION-RECORD SERIES-* 9HOU* 0r MLATKD RECORDS NORMALLY FI LZD AND USED AS A UNIT FOR WFtHgHCa A3 TELL A3 RETENTION AMD DISPOSITION PURPOSES

| 4. RECORD SERIES TITLE 5. EARLIEST YEAR/LATEST YEAR Contract Files 1981 TO 1993

«. RECORD SERIES DESCRIPTION { 'l "'1"Y' OBSC51ISE THE TYPES OP1 INFORMATION/DOCUMENTS /PORH8 FOUND IN THE SERIES. INCLUOK THE PURPOSE OH FUNCTION OF THE SERIES)

This series contains contracts between the city and state and contracts in which the

city is a joint venture with other governments. v

7. RECORD SERIES FORMAT(S) 8. RECORD SERIES SEQUENCE 9. VOLUME

• LETTER SIZE O MICROFILM O ALPHABETICAL • FILE DRAWER(S) • MICROFILM REEL(S] 0 LEGAL SIZE O COMPUTER TAPS 0 NUMERICAL 50.6 • COMPUTER TAPE(S) NUMBER O BOUND BOOK • FLOPPY DISK O CHRONOLOGICAL » OTHER(SPECIFY) cubic feet Q AUDIO TAPE a VIDEO TAPE Q GEOGRAPHICAL 10. ANNUAL ACCUMULATION D OTHER)SPECIFY) O OTHER(SPEC1 FY ] D FILE DRAWER(S) 4 to 6 ° M1CROF1LM REEL(s) RuTffiBir D COMPUTER TAPE(S) • OTHFP(gPFrlFY)CU. ft 111. FILE IS USED 12 • FILE BECOMES INACTIVE AFTER D DAILY ° WEEKLY • MONTHLY O MONTH(S) • YEAR(S)

13. CURRENT LOCATION)S) {BLDG. ,FLOOR,ROOM) 14. IS RECORD SERIES DUPLICATED ELSEWHERE? ('IF YES, SPECIFY /.OENCY OR OFFICE ) Finance Dept., Rockville City Hall ° YES • NO 111 Maryland Avenue. Rockville MP

IS. ACCESS RESTRICTIONS • YES • NO 16. AUDIT REQUIREMENTS (IF YES, CITE LAl(l) 4 RSOULATION(S) O NONE O STATE • FEDERAL CI INDEPENDENT

17. IS AN INDEX SYSTEM USED7 ( | p YES.EXPLAIN IS. RECOMMENDED RETENTION BRIEFLY AND DESCRIBE ANY HARDWARE/SOFTWARE )

Retain contracts for capital projects for a YES NO 13 years then destroy. Retain all other contracts in office for three years then destroy.

19. NAME AND TITLE OF PREPARER 20. TELEPHONE NUMBER 21. DATE

Carolyn Barnett-Jones Klpptinns PI PT-WRPt-nrrifi Manager March 10. 1993

DCS 330-4 (REVISED 2/87) • INSTRUCTICNS--TYPE OR PRINT A DEPARTMENT OF GENERAL SERVICES SEPARATE FORM FOR EACH NEW OR RECORDS MANAGEMENT DIVISION AGENCY RECORDS INVENTORY ' REVISED RECORD SERIES. FORWARD 7278 WATERLOO ROAD WITH RECORDS RETENTION SCHEDULE P.O. BOX 279 PAGE _2 OF 4 ' MDGS 3 5 0 - 1 ) JESSUP, MARYLAND 20794 w I . DEPARTMENT/AGENCY 2. DIVISION 3. UNIT

' Citv of Rockville Finance Department Purchasina .

C£-iNIT!CN- :RD A SBOUP OF 7tai_*T33 7JICCHD3 NORMALLY FTVJED AND USZS A3 A LTN I T TOB A3 : Arts 3 I 3P33 I ~ * CM r'JTtmf-

•i. S5CORD SERIES 71TLS 3. EARLIEST YEAR/LATEST YEAR Purchase Orders FY 86 TO FY 93

«. RECORD SERIES DESCRIPTION ( 'XrUr DK3CalBBt THE TYPES OP IN FORMAT T ON / DOCUMENTS / FORMS FOUND •IN THE SERIES. INCLUDE THE PURPOSE OR FUNCTION OF THE SERIES J

7. RECORD SERIES FORMAT(S) 8. RECORD SERIES SEQUENCE 9. VOLUME

O FILE DRAWER(S) • LETTER SIZE • MICROFILM C ALPHABETICAL • MICROFILM REEL(S] 0 LEGAL SIZE • COMPUTER TAPS • NUMERICAL 13.5 • COMPUTER TAPE(S) NUMBER* a BOUND BOOK • FLOPPY DISK a CHRONOLOGICAL • OTHER(SPECI FY) cubic feet D AUDIO TAPE ° VIDEO TAPS • GEOGRAPHICAL 10. ANNUAL ACCUMULATION Q OTHER(SPEC IFY J a OTHER(SPECIFY] • FILE DRAWER(S)

,320° M,CROF,LM REEUS) KIUUBKR D COMPUTER TAPE ( S ) . • arviFRKPFriFy; nn • ft

in. FILE IS USED 12 • FILE BECOMES INACTIVE AFTER

Q DAILY Q WEEKLY • MONTHLY „,,„„,„ C MCNTH(S) r YEAR(S) NUMBER

13. CURRENT LCCATICN(S) ( SLSG. ,.n.CCR.ROCM) 14. IS RECORD SERIES DUPLICATED ELSE'SKEJS7 (IF YES, SPECIFY AOENCY OR OfflCl) Finance Dept., Rockville City Hall • YZ3 • NO 111 Maryland Avenue, Rockville MP

13. ACCESS RESTRICT ICNS C YE3 • NO IS. ALTJ1T REQUIREMENTS (IF YI3, CJTSC LA»(a] a RSOULAT I ON { 3 ) • NONE • STATE • FEDERAL • INDEPENDENT

17. IS AN INDEX SYSTEM USED7 (IF YES.EXPLAIN 18. RECOMMENDED RETENTION BRIEFLY AKD DESCRIBE ANY HARDWARE/SOFTWARE ) Retain in office for three years after all a YES NO contractual obligations, final payments and audit requirements have been met then destroy when no longer needed.

I » . NAME AND TITLE OF PREPARER 20. TELEPHONE NUMBER Z1. DATE

Carolyn Barnett-Jones F.lprl-innc; rl prWRprnrrls Managpr 3oi,nnq-3":ii4 March 10. 1993

DGS 380-4 (REVISED 2/87) 'INSTRUCTIONS - -TTPE OR PRINT A DEPARTMENT OF CENERAL SERVICES SEPARATE FORM FOR EACH NEW OR RECORDS MANAGEMENT DIVISION AGENCY RECORDS INVENTORY REVISED RECORD SERIES. FORWARD 7273 WATERLOO ROAD JflTH RECORDS RETENTION SCHEDULE P.O. BOX 279 PACE 3 OF 4 |DCS 380 - 1 ) JESSUP, MARYLAND 20794

1 . DEPARTMENT/AGENCY 2. DIVISION 3. UNIT

City of Rockville Finance Department Purchasing A 9ROU? OF *aLAT3n SSCSRD3 NOrcmALLY FI1-2D AND US33 A3 A LTN I • CS7IN1T1CN-SECCRD iRIES- SSraaST

•i. HSCCRD SEH1Z3 TITLZ 3. EARLIEST YEAR/LATEST YEAH Purchase Requisitions FY 86 TO FY 93

«. RECORD SERIES DESCRIPTION (aR,XFl"':r OESCJIIaE THE TYPES OW IN FORMAT ION/DOCU*—NT3/FORVS FOUND •IN THE SERIES. INCLUDE THE PURPOSE OH FUNCTION OF THE SERIES]

7. RECORD SERIES FORMAT(S) RECORD SERIES SECUENCS VOLUME • LETTER SIZE • MICROFILM • ALPHABETICAL D FILE DRAWER(S) • MICROFILM REEL(S) d LEGAL SIZE • COMPUTER TAPS • NUMERICAL 14 :,0 ° COMPUTER TAPE(S) NUMBEK • SOUND BOOK • FLOPPY DISK • CHRONOLOGICAL • OTHER(SPEC1FY) cubic feet ° AUDIO TAPE a VIDEO TAPS • GEOGRAPHICAL to. ANNUAL ACCUMULATION a OTHER(SPECIFY) • OTHER(SPECIFY) ° FILE DRAWER(S) • MICROFILM REEL(S) 2.0 NuUtgH d COMPUTER TAPE(S) . W

13. CURRENT LOCATICN(S) ( BLDG. . 7LCCR, RCCM ) 14. IS RECORD SERIES DUPLICATED ELSE-J}-£RH ?

(IF YES. SPECIFY /.OEKCY OFFICE) Finance Dept., Rockville City Hall on • YES • NO 111 Maryland Avenue, Rockville MP

13. ACCESS RESTRICTIONS C YES • NO IS. AUDIT REQUIREMENTS

(lF YZ3, CITS L^B{3) REQULATICNi3| • NONE 0 STATE • FEDERAL. • INDEPENDENT

17. IS AN INDEX SYSTEM USED? (IF YES.EXPLAIN 18. RECOMMENDED RETENTION BRIEFLY AND DEECKIH ANY HARDIARE/ IOPTSAXE )

O YES NO Retain in office for three years after all contractual obligations, final payments and audit requirements have been met then destroy when no longer needed.

19. NAME AND TITLE OF PREPARER Z 0 . TELEPHONE NUMBER 2 I . DATE Carolyn Barnett-Jones Blprfinng rlprV/Rprnrds Manager March 10. 1993 DCS 3S0-4 (REVISED 2/87) * INSTRUCT I QMS--TYPE OR PRINT A DEPARTMENT OF CENERAL SERVICES SEPARATE FORM FOR EACH NEW OR RECORDS MANAGEMENT DIVISION AGENCY RECORDS INVENTORY i REVISES RECORD SERIES. FORWARD 727S WATERLOO ROAD WITH RECORDS RETENTION SCHEDULE P.O. BOX 27S PAGE __ OF 4 H DGS S 8 0 - 1 } JESSUP, MARYLAND 20794 — 1 . DEPARTMENT/AGENCY 2. DIVISION 3. UNIT

City of Rockville Finance Department Purchasina .

CEFIN 1TI CN -SSCCRD , _S _ A 9ROU? Of XXCSRC3 NOBMAL^Y F 7 UD AND U3ZS A3 A UNIT TOR aayrEaartca A3 nai-L. A3 BZT^NT:CN AMP OI3PO3|T;CN ^'jBroain

4. HSCCRD SERIES TITLE 3. EARLIEST YEAR/LATEST YEAR FY 86 TO FY 93 Request for Quotations

aR,,lt l T «. RECORD SERIES DESCRIPTION j '' - BKSCHlaB THE TYPES OF" IN FORMAT 7 ON/DOCUMENTS/FORMS FOUND 'IN THE SERIES. INCLUDE THE PURPOSE OH FUNCTION OF THE SERIES)

7. RECORD SERIES FORMAT(S] 8. RECORD SERIES SECLENCH VOLUME

• LETTER SIZE • MICROFILM O ALPHABETICAL • FILE DRAWER(S) • MICROFILM REEL(S]

• LEGAL SIZE • COMPUTER TAPS • NUMERICAL 2 0-5 D COMPUTER TAPE(S] NUMBED Q BOUND BOOK O FLOPPY DISK ° CHRONOLOGICAL • OTHER(SPECIFY) cubic feet O AUDIO TAPE • VIDEO TAPS ° GEOGRAPHICAL 10. ANNUAL ACCUMULATION

• OTHER(SPECIFY) ° OTHER(SPECI FY ] Q FILE DRAWER(S) 2 g ° MICROFILM REEL(S) NUUB*B*R ° COMPUTER TAPE ( S ) . I (YrvrB(«:?rriFv'cii. ft

ill 12 . FILE IS USED FILE BECOMES INACTIVE AFTER

O DAILY ° WEEKLY • MONTHLY 0 MCNTH(S) D YEAR(S) HUMBgR _ _

13. CURRENT LOCATICN(S) ( BLDG. , 7LCCR, RCCM ) 14. IS RECORD SERIES DUPLICATED ELSE-SHERE7

(IF YES, SPECIFY /.OENCY OR OFFICE) Finance Dept., Rockville City Hall O YES • NO 111 Maryland Avenue, Rockville MP

13. ACCESS RESTRICTIONS C YES * NO 18. AUDIT REQUIREMENTS

I IF YZ3, CITE LA»(a) 3t REOULATI CN ( S | • NCNE O STATE • FEDERAL E INDEPENDENT

17. IS AN INDEX SYSTEM USED? ( IF YES.EXPLAIN 18. RECOMMENDED RETENTION BRIEFLY AND DESCRIBE ANY HARDBARE/ SOFTWARE )

° YES • NO Retain in office for three.years- after'all contractual obligations, final payments and audit requirements have been met then destroy when no longer needed.

19. NAME AND TITLE OF PREPARER 20. TELEPHONE NUMBER 2 I. DATE

Carolyn Barnett-Jones F.lprt-inng rlprk/Rprnrrts Manager 301 /?nq-3314 March 10. 1993

DCS 380-4 (REVISED 2/87)