14-1. Declaration of Surplus Property
Form required by the Surplus Property Agency indicates what
property and agency wishes to surplus.
Retention
Record copy: Retain by agency for 3 years after final
disposition of property and then destroy.
Duplicate copies: Retain until property is sold or destroyed
and then destroy.
14-2. Property Disposal Case Files
Case files on the disposal of real and related personal surplus
property.
Retention
Record copy: Retain for 3 years and then destroy.
Duplicate copies: Retain until administrative need ends and
then destroy.
14-3. Real Property Sale Files
Records necessary or convenient for the use of real property
sold, donated, or traded to non-state ownership.
Retention
Record copy: Permanent. Retain by agency for 6 years
after a deed of sale is recorded and then
transfer to State Archives.
Duplicate copies: Retain until administrative ends and then
destroy.
14-4. Surplus Property Case Files
Case files on sales of surplus personal property (including those
transactions deviating from standard procedures), comprising of
invitations, bid acceptances, lists of materials, evidence of
sales, and related correspondence.
Retention
Record copy: Retain for 3 years and then destroy.
Duplicate copies: Retain for 2 years or until administrative
need ends and then destroy.
last modified 8/1/2010