Internal Policy and Procedures

Agreements, Leases, Licenses (ALL) Files

POLICY:

Purchasing Services maintains a separate file containing agreements, leases, licenses (ALL), and other legal documents not specific to one purchase order or contract. This information shall be kept OUTSIDE normal retention schedules or current filing procedures, as appropriate. (See IPP #33 for complaint process). [DELEGATED AGENTS are required to maintain their own ALL FILE].

PROCEDURES:

1. Administrative staff will maintain the ALL file. Information will be filed by vendor name.

2. Purchasing Agent will:

2.1 Identify materials to be maintained in an ALL file by attaching a Blue Label

2.2 Write the vendor name the document should be filed under, their initials, and the date the contract expires, or the date the agent would like the file pulled. (Some documents have product names, institutional names, divisions, departments and "doing business as" (DBA) names.)

2.3 Place the document(s) for filing in the appropriate administrative staff person's basket.

2.4 Purge documents within an ALL File when no longer current or needed.

2.5 Confidential information--The agent will identify confidential portions of the document by writing "confidential" on a removable label and placing it on top of the confidential information. The agent will then hand deliver the document to their administrative staff person for special handling.

3. Administrative staff will:

3.1 Create a legal size folder placing a typed label with the vendor's name on the upper left corner tab.

3.2 Create a tick number for which the file needs to be pulled.

3.3 File documents by vendor name.

3.4 Pull folders as requested (by telephone, e-mail or in person) from the daily tickler list.

3.5 File returned files in the ALL file and pull the out card.

3.6 Confidential information - The entire document should be inserted in a legal sized red roped or other sealed type envelope marked "CONFIDENTIAL INFORMATION--NOT FOR PUBLIC DISCLOSURE." Confidential files will not be released to anyone other than the agent of record, agent supervisor, Associate Director, or Director. One out card will be assigned to each confidential file and will be re-filed into the red rope envelope after each use to track users of the file.

3.7 Maintain ALL file index spreadsheet.

3.8 Purge the ALL file as requested by the agent of record with approval of the Associate Director.

REFERENCES:

IPP #33 - Complaint Response Process