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
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
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