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Lisa Kirby,

 

The Finance Dept. in our building would receive a copy of these records and
scan them into Laserfiche.  I would think they would have a PO folder and
maybe itemize them by date because

the PO numbers may or may not be in consecutive order from various
departments.  I know that I have created my own PO online and started
numbering them in numeric order however other departments may

be still using the multi-part forms.  The Finance Dept. may also still be
retaining the paper forms/records in their office. Which date to use...well
we have been advised that a bill can't be paid until the item ordered has
been received so based on that information, it would probably be good to key
them in as entry dates and not the original date on the PO.

 

I also retain a copy in my files however, I would file them by
Department#/Account # and scan them into Laserfiche that way.

 

Hope this helps.

 

Sherry

 

Sherry T Sours

 

 

 

 

 

From: Virginia Records Officer's Listserv [mailto:[log in to unmask]]
On Behalf Of Kirby, Lisa (DARS)
Sent: Wednesday, April 03, 2013 2:59 PM
To: [log in to unmask]
Subject: Receiving Records/Reports Series GS102-012150

 

You are receiving this e-mail as a subscriber to the Virginia Records
Officer Listserv (VA-ROL). # # 

Receiving Records/Reports 

GS102-012150 

This series documents the receiving of good, supplies and equipment by the
agency.

Retain 3 Years after end of state fiscal year

 

Question 1: How do you retain Receiving Records/Reports? 

-Fiscal year items were physically received

-Receiving posted date (date keyed in eVA)

-Purchase Order #

-Other (such as..)

 

Question 2: Which way do you believe to be the best way to maintain these
records and why?

 

 

I appreciate your input!

 

Thank you,

 

Lisa Johnson Kirby

General Services Supervisor

Department for Aging and Rehabilitative Services

8004 Franklin Farms Drive

Henrico, VA 23229

(direct) 804-249-4112

(fax) 804-662-9525

[log in to unmask]

 

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