SFU Records Retention Schedule and Disposal Authority (RRSDA)
Purchase Orders

Description | PIB | Authorities | Retentional rational | Rentention and filing guidelines | Status

RRSDA number


Record series

Purchase Orders

Office of Primary Responsibility (OPR)

Procurement Services

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Purchasing CY + 3 years 3 years CY + 6 years Destruction
Copies in all other departments CY + 1 year Nil CY + 1 year Destruction

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

Description, purpose and use of records

Correspondence, purchase order forms, purchase requisition forms, buyer's price quote forms, vendor price lists, notes and working papers.

This record is used to review and process regular purchases of goods and services.


These records are created, used, retained and managed in accordance with the following authorities:

Retention and filing guidelines

CY = current fiscal year.

Financial Services - Purchasing is the office of primary responsibility for Purchase Orders. Departmental copies of Purchase Orders may be destroyed by departments after the current fiscal year plus one.


RRSDA is in force.

Approved by the University Archivist: 23 May 1995

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