Vendor Files

Records that document vendor data, selection, and updating pertaining to an unit need for service. File may include invoice numbers, contact names and telephone numbers, reports listing purchases or backorder of purchases, correspondence, promotional and advertising materials, product specifications, and other related records.

Category

Administration

Retention Period

Files should be weeded on annual basis to remove outdated information. Retain until superseded then dispose of.

Disposition Instructions

Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.

Last Updated: December 31, 2008