File Folder Preparation
Introduction: The following process will determine how the paperwork received or generated in Purchasing is to be filed so that it is easily retrieved and refilled.
All documents relating to a particular RX, including the PO, will be filed in the folder. Now, instead of filing award notices and purchase orders separately, from the RX, we will include them all within the original folder created for an RX.
- All RX's will go into a folder. The PA will be responsible for creating a folder for every RX.
- Out cards will be available at front of every drawer and everyone who removes a file will fill out and insert an out card. Critical information on out card - initials, date and file number.
- File folders will be color-coded:
- Manila - Bid
- Yellow - RFP/RFI
- Light Blue - Non-Bid
- As awards and orders are renewed or changed, the original folder and all of its contents (RX, POT, award notice, change orders, correspondence, insurance certificates) will be moved to the fiscal year in which the most recent Change Order takes place, thus keeping all documents together.
- The location and status of all files can be cross-referenced on CUFS by POTX, URQS, or RQST, as well as on ANTS.
- Files will still be maintained by area, so if an RX number is not known, the area files can be searched.
- In the event of a new financial system, we'll still need to be able to access CUFS so we can use the cross-reference tables to find old files. See Systems and Process Buyer for a cross-reference table if old CUFS tables are no longer be available.
Here is a diagram for organizing the papers located inside the file.
Last Revised: November 8, 2002
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