AGENCY: Department of Government Operations. Division of Purchasing and General Services. Surplus Property

SERIES: 16595
TITLE: State and local agencies surplus property case files
DATES: 1981-
ARRANGEMENT: Alphabetical by agency

DESCRIPTION: When an agency decides it wants to surplus some damaged, excess, or outdated property, they must complete a declaration of surplus property form. Many times the declaration is completed before the equipment arrives so the declaration is considered pending. When the property arrives, it is then kept until sold or disposed of. When the disposition of the property is finally determined, a copy of the SP-1 is returned to the agency and the money collected for the sale is credited to their low organization or bank account. If the property is destroyed then an SP-3, Notification of Destruction, is sent to the agency. It includes location of the property in warehouse, description of the item, minimum acceptable price, the bid tabulation, the actual sales price, and the tape register of totals.

RETENTION

Retain for 2 year(s) after disposition of asset

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 05/22/2007

FORMAT MANAGEMENT

Paper: Retain in State Records Center for 2 years after final disposition of property and then destroy.

APPRAISAL

Administrative Fiscal Legal

This retention is based in part on the GSA's Records Maintenance and Disposition Handbook, OADP 1820.2. Previous decision: RDR 68-45: 5 years.

PRIMARY DESIGNATION

Public

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