WPCWS x/a50HRs|E70:K-]tB!C,ej]N_c|_Г{y3m5жU!*.QP;7@qj-UΨ<#{=sCӎ72)բ'FB"EJRsps=oFj% %֍y'(p$[NшGI`,gyƶcc '<@*rM]ð.Vb 7 Pxf=j8LLzI;2чؘoT0 nQMXP2 0V2 0 3 03 0a4 04 05 09Q6 06 02f7 07 0:8 08 0_S9 0 9 0k: 0'< D3= C!> D+;> 0f> 0-@ 06A 0JA 0:RB 0hB 0FBU6:CU>pCU*CMCMC CC 1uCMoDMsDMwDf{Da}DMDMDMDMDMDMDMDMD DfDaD 1DMbE(fE 72EMEMEME 0AE 0&T F 1aFMFMF 0(cFKG 0|HfKIfMIaOIacIMwI 0;h{IuI 0PXKEKMK 0PKaK 0PL`bL 72LLLM}NMNNNN~NNNNNNNNPPPPPPPPPPPPPPPULQQQQQQQQ(9 Z6Times New Roman RegularX<6 :AutoList1[1]  23  0..<I :AutoList1[2]0..  23  0` ..` <\ :AutoList1[3]0..0` ..`   23  0 .. <o :AutoList1[4]0..0` ..` 0 ..   23  0..< :AutoList1[5]0..0` ..` 0 .. 0..  23  0h..h< :AutoList1[6]0..0` ..` 0 .. 0..0h..h  23  0..< x:AutoList1[7]0..0` ..` 0 .. 0..0h..h0..  23  0..< lb:AutoList1[8]0..0` ..` 0 .. 0..0h..h0..0..  23  0p..p>6 $1Large Bullet  23  0..>I $2Large Bullet0..  23  0` ..` >\ $3Large Bullet0..0` ..`   23  0 .. >o $4Large Bullet0..0` ..` 0 ..   23  0..> $5Large Bullet0..0` ..` 0 .. 0..  23  0h..h> $6Large Bullet0..0` ..` 0 .. 0..0h..h  23  0..> x$7Large Bullet0..0` ..` 0 .. 0..0h..h0..  23  0..> lb$8Large Bullet0..0` ..` 0 .. 0..0h..h0..0..  23  0p..p>6 $9Bullets List  23  0..@I &10Bullets List0..  23  0` ..` @\ &11Bullets List0..0` ..`   23  0 .. @o &12Bullets List0..0` ..` 0 ..   23  0..@ &13Bullets List0..0` ..` 0 .. 0..  23  0h..h@ &14Bullets List0..0` ..` 0 .. 0..0h..h  23  0..@ x&15Bullets List0..0` ..` 0 .. 0..0h..h0..  23  0..@ lb&16Bullets List0..0` ..` 0 .. 0..0h..h0..0..  23  0p..p(UhCEKQW]cioAutoList31.1.1.1.1.1.1.1.('2$ .T!    d- d,) AZ"Arial Regular d '   _XX MATERIELMANAGEMENT #XÙXE#C!C!FT$XXÙ General #XÙX#Ԉ  A!) xdAEAPDT 8toa headingtoa heading  #(#%'0*,.#        >4X` hp x (#>  (O;$0  2#  a  .3  0` (#(#>c$"Small Circle"0 TABLE B# GagmsyBullet ListBullets ListI.A.1.a.(1)(a)i)a)  Iciou{Large BulletLarge BulletI.A.1.a.(1)(a)i)a) CEKQW]emsAutoList1I.A.1.a.(1)(a)i)a)3|x ( T$  Acrobat PDFWriter0͑-((3$ .T!   i-ertyBarh UTABLE D  AAFC MIDA EAP TBS PSE HRDCR.C.R. SORunilingual ADM MRISInfoSource yrs(http://www.archives.ca/06/0604_e.html).TABLE AH 4Body TextBody Text  G=` hp x (#%'0*,.GWF\  `*Times New RomanTTW        OG<6X9`("Courier NewTTO>4X` hp x (#>  Level 1Level 2Level 3Level 4Level 53$37;?CGKOS-*+xLevel 1Level 2Level 3Level 4Level 5Level 1Level 2Level 3Level 4Level 5Level 1Level 2Level 3Level 4Level 5Level 1Level 2Level 3Level 4Level 5   \  `*Times New RomanTT<6X9`("Courier NewTTTable_AoTABLE E<:Default ParaXXXXXX0.Normal&$ d d% %dK Kd(O$<:Definition TpTABLE F<GD:Definition L , ;1` hp x (#;  8.` hp x (#886Definition('z&H1      XXX(o&H2  XXX(o&H3  XXX(&H4 XXX XXX(o&H5  XXX(o&H6  XXX20Address8SP6Blockquote , , ;1` hp x (#;   8.` hp x (#8,*CITE,dl*CODEKy<6X9`(Courier NewKXXXSz\  `&Times New RomanS42Emphasis6&)4Hyperlink            <:FollowedHype    4go2Keyboard Ky<6X9`(Courier NewK XXXSz\  `&Times New RomanS<:Preformatted/%  ,Kk (#/Ky<6X9`(Courier NewKXXXSz\  `&Times New RomanS/%  ,Kk (#/<:zBottom of Iop4$ ** ddI  B    ?{%2A`Arial?9qp*  dd9  XXXSz\  `&Times New RomanS  RRRR'dxddd'dxd<:zTop of ForIop4$** ddI  B    ?{%2A`Arial?9qp*  dd9  XXXSz\  `&Times New RomanS  0Kl.SampleKy<6X9`(Courier NewKSz\  `&Times New RomanS0.Strong 8dl6TypewriterKy<6X9`(Courier NewKXXXSz\  `&Times New RomanS42Variable:8HTML MarkupB      2 0CommentB  <6X9`(Courier New\  `&Times New Roman%2A`Arialdd3#37=CIQYag1.a.i.(1)(a)(i)1)a)(TABLE GTTABLE H EhCEKQW]cioAutoList21.1.1.1.1.1.1.1.@ (Vm$0   (,!$0  0` (#(#  8;GMSY_ekqRomanRomanI.I.I.I.I.I.I.I.(;3$2#  0  .3  0   z (   _ MaterielManagement   220T$XX  @ DisposingMaterielAssets(8) #XÙX# @  @  @T$T$MT$  A!) xdAEA(T$0  0` (#(#0 ` (#` (#0 (# (# TABLE JTABLE K(@$0  0` (#(#0 ` (#` (# `  k '   _ MATERIELMANAGEMENT  h 3T$XX AssessingRequirements(1) #XÙX# @  @  @T$T$MT$  A!) xdEA((3$ .T!   ((3$ .T!   TABLE C((3$ .T!    V *   _(XXi)  (   _ MATERIELMANAGEMENT  h +T$XX  @ PlanningMaterielRequirements(2) #XÙX# @  @  @T$T$MT$  A!) xdAEA t '   _ MATERIELMANAGEMENT  h gg*T$XX AssessingMaterielRequirements(3) #XÙX# @  @  @T$T$MT$  A!) xd EA z (   _ MATERIELMANAGEMENT  h ##0T$XX  @ OperatingMaterielAssets(4) #XÙX# @  @  @T$T$MT$  A!) xdAEA(E Z4Times New Roman Italic z (   _ MATERIALMANAGEMENT  h 0T$XX  @ ReplacingMaterialAssets(6) #XÙX# @  @h @T$T$MT$  A!) xdEA .T!   _CEUS.,8wdd8(XX  (Draft @ Record#(#(ԀRetentionPeriodGuidelinesCoveringCommon  AdministrativeRecordsinSupportoftheMaterielManagementFunction#(# TableofContents   `     h      p b (Eh03b   SECTIONIINTRODUCTION ""J(#. "1  ` !  !=0  0` (#(#    General#""J(#. ` (#` (##1!=X݌   Ќ  !  !0  0` (#(#    Scope#""J(#.` (#` (##1!"݌ O  Ќ  !  !0  0` (#(#    OfficesofPrimaryInterest#""J(#. *` (#` (##1!݌  ]  Ќ  !  !0  0` (#(#    ArrangementoftheGuide#""J(#. '` (#` (##2!݌    Ќ  !  !0  0` (#(#    Disposition#""J(#. ` (#` (##2!݌    Ќ  Vm  VmV0     SECTIONIIRECORDRETENTIONPERIODS #""J(#./(#(##3VmVr݌ U  Ќ  !  !20  0` (#(#    MaterielManagementFunction #""J(#.22,` (#` (##3!2M݌   Ќ  !  ! 0  0` (#(#    1.0` ` (#` (#AssessingRequirements #""J(#.*` (#` (##4! 4 ݌ W  Ќ     0  0` (#(#0 ` (#` (# `    ) ݌  (# (# Ќ  !  ! 0  0` (#(#    2.0` ` (#` (#PlanningMaterielRequirements #""J(#.aa2` (#` (##4! ݌  Ќ     0  0` (#(#0 ` (#` (# `   Catalogues,ManualsandPriceListsRelatedtoPlanning#""J(#.K (# (##4 ݌ K Ќ     0  0` (#(#0 ` (#` (# `   DrawingsandSpecificationsRelatedtoPlanning#""J(#.C (# (##4 ݌  Y Ќ     0  0` (#(#0 ` (#` (# `    ݌  (# (# Ќ  !  !0  0` (#(#    3.0` ` (#` (#AcquiringMaterielAssetsandRelatedServices #""J(#.qqB` (#` (##5!݌  Ќ    0  0` (#(#0 ` (#` (# `   StandingOfferAgreements#""J(#.JJ- (# (##5݌ H Ќ    0  0` (#(#0 ` (#` (# `   AcquiringClothing#""J(#.LL& (# (##5݌ V Ќ    m0  0` (#(#0 ` (#` (# `   AcquiringStationery#""J(#.( (# (##5m݌  Ќ    X0  0` (#(#0 ` (#` (# `   AcquiringTechnicalEquipment#""J(#.1 (# (##6Xs݌  Ќ    L0  0` (#(#0 ` (#` (# `   AcquiringVehicles#""J(#.BB& (# (##6Lg݌ @ Ќ    50  0` (#(#0 ` (#` (# `   AcquiringForms#""J(#. # (# (##65P݌ N Ќ  !  !0  0` (#(#    4.0` ` (#` (#OperatingMaterielAssets #""J(#.-` (#` (##6!7݌ z Ќ    0  0` (#(#0 ` (#` (# `   OperatingVehicles#""J(#.==& (# (##6/݌ =  Ќ    0  0` (#(#0 ` (#` (# `   ݌  (# (# Ќ   %;   %;0  2Eh  5  .3  0` (#(#  UsingMaterielAssets #""J(#.__)` (#` (##6%;݌  " Ќ    0  0` (#(#0 ` (#` (# `   AccountingandInventoryingMaterielAssets#""J(#.? (# (##6݌ |# Ќ    0  0` (#(#0 ` (#` (# `   LabellingMaterielAssets#""J(#.- (# (##6݌ : $ Ќ    0  0` (#(#0 ` (#` (# `   LendingMaterielAssets#""J(#.+ (# (##6݌  H% Ќ  0  6.0` (#(#MaintainingMaterielAssets #""J(#.++/` (#` (##7 t"' 0  0` (#(#MaintainingandRepairingMaterielAssets#""J(#.FF=` (#` (##7 7#( 0  0` (#(#MaintainingandRepairingVehicles#""J(#.6` (#` (##7 #E) 0  0` (#(# ` (#` (# !  !u0  0` (#(#    7.0` ` (#` (#ReplacingMaterielAssets #""J(#.-` (#` (##7!u݌ q% + Ќ    m0  0` (#(#0 ` (#` (# `   RoutineReplacementofMaterialAssets#""J(#.: (# (##7m݌ 4&!, Ќ    j0  0` (#(#0 ` (#` (# `   j݌  (# (# Ќ  !  ! 0  0` (#(#    8.0` ` (#` (#DisposingMaterielAssets #""J(#.||-` (#` (##7! 9 ݌ '#. Ќ    !0  0` (#(#0 ` (#` (# `   DisposalandSurplus#""J(#.( (# (##7!1!݌ s(#/ Ќ    "0  0` (#(#0 ` (#` (# `   ""݌  (# (# Ќ  0   (#(# _ ),y'4 _ԇXÙX(   RecordRetentionPeriodGuidelinesCoveringCommon  AdministrativeRecordsinSupportoftheMaterielManagementFunction@#  SECTIONIINTRODUCTION #  q   General J$ L  ThefollowingguidelinesprovidetoinstitutionsadviceregardingtheestablishmentofminimumretentionperiodsforthosecommonadministrativerecordswhichsupporttheMaterielManagementfunctionoftheGovernmentofCanada.Theseguidelinesshouldbeviewedasbestpracticesandarenotintendedtooverridetherequirementforinstitutionstomanagerecordswithreferencetotheaccountabilityframeworkoftheirenablinglegislation,programmerequirementsandbusinesspractices.Theultimatedeterminationandapplicationofretentionperiodsfor '  recordsmanagedbyinstitutionsoftheGovernmentofCanada(withrareexceptions)istheresponsibilityofindividualinstitutions.    ForPrintVersionOnly: TheseGuidelinesarealsoavailableonlineat(url)  #(XXÙ##XÙX(#(XXÙ'#XÙX(  Scope Y(    Theguidelinesapplytoallcommonadministrativerecordswhicharecollected,createdor a receivedbyinstitutionsinsupportoftheadministrationoftheMaterielManagementFunctionoftheGovernmentofCanada(thatis,recordsdocumentingcommonadministrativebusinessfunctionsandsubfunctions,programmes,andactivities),regardlessofhowtherecordsareorganizedorinternallycontrolledwithineachinstitution.Inapplyingtheseretentionguidelines,institutionsshouldtakecaretoensurethattherecords:b @($30b 3   3I+2$3  0    arenotoperationalinnature;3I+t+݌6(#(# Ќ   3   3,2$3  0    arenotofamixedoperationalandadministrativecharacter;3,H,݌ (#(# Ќ   3   3-2$3  0    donotsupportanadministrativefunctioninanOfficeofPrimaryInterest(OPI);3-:-݌" (#(# Ќ   3   3.2$3  0    arenototherwiseexcludedfromtheapplicationofAuthorityNo.99/003byvirtueofthe $" definitionsandscopestatementcontainedintheAppendixofAuthorityNo.99/003;3.@.݌ (#(# Ќ   3   3/2$3  0    arenotanteriorto1946(pre1946recordsaretobetransferredtotheNationalArchives).3//݌V'"%(#(# Ќ   OfficesofPrimaryInterest 0  6)$' TheseretentionguidelinesdonotapplytothoserecordsofeitherOfficesofPrimaryInterest(OPI) +a&) orcentralagencies,whicharecollected,createdorreceivedinthepursuanceoftheirmandated ,Q'* roleinadministeringMaterielManagementonbehalfoftheGovernmentofCanada.ExamplesofsuchgovernmentbodiesincludeTreasuryBoardandPublicWorksandGovernmentServicesCanada,andanyotherinstitutionmandatedtoperform,infullorinpartaMaterielManagementfunctiononbehalfoftheGovernmentofCanada.Theseretentionguidelinesdoapplytoallthose e  recordsthatarecollected,createdorreceivedinsupportofsuchorganizationscommonadministrativematerielmanagementrequirements.  ArrangementoftheGuidelines 3  %  TherecorddescriptionsandretentionperiodscontainedintheseguidelinesreplacePart3oftheNationalArchives RetentionGuidelinesforCommonAdministrativeRecordsoftheGovernmentofCanada.AllpertinentdescriptionshavebeenrevisedandregroupedtomoreaccuratelyreflecttheMaterielManagementFunctionoftheGovernmentofCanadawhichincludesthefollowingeight(8)subfunctions:Assessing,Planning,Acquiring,Operating,Using,Maintaining,ReplacingandDisposing.Whereexplicitdirectionisnotavailable,institutionsshouldsetretentionperiodsforthoserecordsinaccordancewiththespecificinstitutionsoperationalandlegalrequirements.  Disposition 7 [ Nothingintheseguidelinesshouldbeseenasconstitutinganauthorityorrequirementtodisposeofrecords.FordirectionregardingthedispositionofcommonadministrativerecordsrelatedtotheMaterielManagementFunction,institutionsshouldconsulttheNationalArchivesMulti  InstitutionalDispositionAuthority(MIDA)No.99/003(4: `<WO  5  http://www.archives.ca/06/0604_e.html)#(XXÙ7(#XÙX(.  v 68WO8$` T  7 `8 Guidance  ` Foradviceorassistanceregardingtheapplicationoftheseguidelines,pleasecontacttheNationalArchivesat613944IMGI(6139444644)orbyemail(imgi@archives.ca) !+ #(XXÙO9#b (H# #( b:# l?(  SECTIONIIRECORDRETENTIONPERIODS ; #B #(l?r;# XÙX(Theseretentionguidelinesareforcommonadministrativerecordsgeneratedinsupportofthe %@! materielmanagementfunction,whichadministersresponsibilitiesrelatedtomanagingmoveableassetsinthefederalpublicservice.Thesubfunctionsofmaterielmanagementare:assessing,planning,acquiring,operating,using,maintaining,replacinganddisposing.#(XXÙ<#   `    )#% *ddd Xdd Xdd X(#(#,dT +  #!!!!  ?# (  Materiel#(>#(Management Function#(D?#Ԁ  ?  d Encompassesthefunctions,subfunctions,processes,activities,andtransactionsofadministrativebusiness | concerningthemanagementofmovableassets,suchasfurniture,furnishings,equipment,supplies,vehicles,andothermaterielusedoracquiredbyaninstitution,commonlyconductedinandacrossallgovernmentinstitutionsto facilitatethedeliveryofprogrammesandservices.ThemainlegislationunderpinningtheMaterielManagementFunctionincludestheDepartmentofPublicWorksandGovernmentServicesAct,DefenceProductionAct,Surplus   CrownAssetsAct,andtheFinancialAdministrationAct.Forthepurposeofidentifyingandexplainingrecords  K dispositionrequirements,theMaterielManagementFunction,assetoutintheTreasuryBoardSecretariatsMaterialManagementPolicy,canbeappliedconceptuallytoanygovernmentinstitutionandisdividedintofourphasesofthelifecyclemanagementofmovableassetswithinwhicharelistedeightsubfunctionsdescribedbelow.(GeneralGuidelines   0 l PolicyandProcedures0l$l$0$$$0|$$$$5yrsaftersuperseded; |$|$ 0 l 0 l$l$0 $ $0t $ $0t$t$0$$$0|$$$$Active2yrs,Dormant3yrs(A2,D3) |$|$ 0 l Routine0 l$l$0t $ $0t$t$0$$$0|$$$$2yrs t|$|$ Exceptionstothesegeneralrulesarenotedbelow. 0 l  l$l$  XÙXNB:Thefiveyearretentionperiodforpolicyandprocedures,andthetwoyearperiodfor U routinerecordsshouldbeapplied,unlessnotedotherwisebelow,tosimilarrecordsrelatedtoeachsubfunction.Retentionperiods(unlessotherwisespecified)shouldalwaysbeinterpretedandapplied afteralladministrativeactionsarecompleted.Forexample,twoyearsafteralladministrativeactionsarecompleted..$"l d? !!!! . #(XXÙ*eJKdddT (#(#e,dT , dT +  3!!~ T ?3&J{%(  Function/Description A!!!~,!M !!~ AI  ӀRetentionGuidanceandAuthorities M MJ  #(%&J{I# A!!2,.   d?  !!!~ ?AJb (Uh83@b 3    (3K2Uh  1  .3  0 l   AssessingRequirements K #(K#3KK݌!lHlH Ќ  Thissubfunctiongenerallyencompassesthebusinessprocessesand " activitieswhichproducerecordscreatedbygovernmentinstitutionswhileevaluatingexistingassetsandresources,assessingcurrentandfutureorganizationalneeds,andreviewingalternativemeansofsatisfyingmaterielneedsincludingthereengineeringbusinessprocesses;monitoringandprovidingfeedbackontheimplementationandeffectivenessofMaterielManagementpolicies;promotingtheacceptanceanduseofenvironmentallysoundproductsandpracticesbyinstitutionalmanagers;ensuringthatMaterielManagementcomplieswithinstitutionalpoliciesandstandards;andensuringtheeffectiveandefficientmanagementofallinventoriesandinventorycostdistribution. -!!!E*#)!! -DispositionAuthorityMIDA99/003 .$"))#5 d?  !!! .*x'7dddT  dT JK(#(#x,dT , dT +  3!!~  ?3&J{%(  Function/Description A!!!~,!d !!~ AQ  RetentionGuidanceandAuthorities d Q  #(%&J{fQ# F!!7,E  d?  !!!~ P/F   3   (3R2Uh  2  .3  0 l   PlanningMaterielRequirements R#(S# 3RJS݌@ lHlH   Thissubfunctiongenerallyencompassesthebusinessprocessesand S  activitieswhichproducerecordscreatedbygovernmentinstitutionswhiledevelopingpurchasingstrategies,participatinginprocurementstrategyreviews,shorttermandlongtermlogisticsplanning,andlifecyclecostingofacquisitionalternatives;coordinatingthedevelopmentofmaterielandlogisticsobjectivesandoperationalplansthatareconsistentwithcorporategoals,includingenvironmentalobjectives,policyandlegislation;andkeepinginventoriesofmaterielpurchasingandholdingcostsusingautomatedinformationsystems(forexample,theAssetsInformationManagementsystem)andsupportingtechnologywhenthesesystemsarecosteffectiveandcanimprovetheMaterielManagementFunction. @ -!!! !! -DispositionAuthorityMIDA99/003 8!!)# i d/ P !!! /8 0 l  Catalogues,ManualsandPriceListsRelatedtoPlanning  X 7!!!$" u lHlH!! 7USCE.,UntilsupersededorobsoleteCE.,US.,X 3!!$ u  d/ !!! /30 l DrawingsandSpecificationsRelatedtoPlanning 7!!!$"[lHlH!! 7Untilsupersededorobsolete.$"[ d/  !!! .QR  H *x8<dddT  dT '7(#(#x,dT , dT +  3!!~  ?3&J{%(&X%%&J{  Function/Description A!!!~,!d !!~ A0[  RetentionGuidanceandAuthorities d [  #&J{%%&X[##(%&J{Z# H!!!7,E  d?  !!!~ P/H(   3   3\2Uh  3  .3  0 l   AcquiringMaterielAssetsandRelated @  Services \#(\# 3\]݌S lHlH Ќ  Thissubfunctiongenerallyencompassesthebusinessprocessesand f  activitieswhichproducerecordscreatedbygovernmentinstitutionswhileprocuring,purchasing,contracting,leasing,making,buying,reusing,andasmuchaspossibleselectingandorderingproductswhichshouldbereusableandcontainreusableparts,recyclable,andhavealongservicelifeorbeeconomicaltorepair;puttinginplaceanacquisitionprocessthatencouragescompetition,reducescostsandimprovesproductivity;andensuringdelegationofMaterielManagementacquisitionauthorities,asfullyaspossible,tolinemanagersandotheremployeessothattheycancarryouttheirworkinthemostefficientandeffectivemanner,includingissuingacquisitioncardstopurchasematerielresources.Thissubfunctionincludescontractingforandprocurementofservicesrelatedtothemanagementofmoveableassets,forexample,onmaintenanceservicesforvehiclesorformoving,shippingandstorageoffurniture,equipmentandsupplies. NB:Contractsfortheprocurementofservicesrelatedtoother  commonadministrativefunctions!forexample,propertyacquisition,maintenanceoffacilitiesorofficedesign!belongmoreappropriatelytotheRealPropertyManagementFunctionandshouldalwaysbedisposedofaccordingtotheappropriateMIDA. 0 l  lHlH  0 l Contracts,ContractDemands,PurchaseOrders,Tenders, p ProgressReports,etc.,RelatedtoAcquiringMaterielAssetsandRelatedServices lHlH  0 l RequisitionsRelatedtoAcquiringMaterialAssetsandRelatedServices 7!!!!$"&!lHlH!!! 7DispositionAuthorityMIDA99/003ForthepurposesofMIDAstheterms contractsand contractingareconsideredtobesubjectsandnotfunctions,oratmostanactivitywhichmustberelatedtoaspecificcommonadministrativefunction.TheactivitiesrelatedtocontractingaregovernedprimarilybyTreasuryBoardSecretariats ContractingPolicy anditsAppendices j - (http://publiservice.tbs-sct.gc.ca/pubs_pol/dcgpubs/Contracting/contractingpol_e.html),FinancialAdministrationAct, North  0 AmericanFreeTradeAgreement(NAFTA) , WorldTradeOrganization! *2 AgreementonGovernmentProcurement(WTOAGP) , Agreement 4 onInternalTrade(AIT) ,andbyother n5 extantpoliciesusedbyinstitutionssubjecttotheNationalArchivesofCanadaAct. Z7 3yrs1yr3)'&> d/ P  !!!! 3*x (dddT  dT 8<(#(#x,dT , dT +  (!!  > ?(0 l IndividualStandingOfferAgreementsRelatedtoAcquiring  !w? MaterielAssetsandRelatedServices I!!!6+!5@lHlH!! IUntilofferexpires7-+ !wA d? !!! 7*x)dddT  dT ((#(#x,dT , dT +  (!! "2A ?( 0 l AcquiringClothingSupplyandRecordsofIssue+#BlHlH NB: Dressregulations,changeofuniformspertainingtoregimental $D andotherinstitutionallyissueddressanduniformsspecifictothemandateofaninstitutionareexcludedinMIDA99/003 ?!!!,!(&F!! ?3yrs E!!6'+#G d? !!! ?E0 l AcquiringStationery I!!!6+' HlHlH!! I1yr E!!6'' I d? !!! ?EUSCE.,0 l AcquiringTechnicalEquipment(e.g. HeatingPlants, d Telecommunications) 'lHlH 0 l 0 lHlHMinor  H H 0 l 0 lHlHMajor  H H  NB:Itisuptotheinstitutiontodeterminethedifferencebetween 0  minorandmajoracquisitions.Generally,however,thevalueand/orlongtermvalueofanitemdetermineswhetheritcanbeconsideredminorormajor. 0 0 H HCE.,US.,jn I!!!6+j  H H!! I2yrs5yrs(A2,D3) E!!6'  d? !!! ?E0 l AcquiringVehiclesIndividualVehicles0$lHlH I!!!6+6 $H$H!! I3yrs J!!;'6  d? !!! 4?J 0 l AcquiringForms I!!!6+, lHlH!! I1yr<20,  d? 4  !!! <[*xIdddT  dT )(#(#x,dT , dT +  3!!~ g  ?3&J{%(&X%%&J{  Function/Description A!!!~,!`  !!~ A6t  RetentionGuidanceandAuthorities `  t  #&J{%%&Xt##(%&J{s# O!!@,A   d?  !!!~ P/O   3   ( 3u2Uh  4  .3  0 l   OperatingMaterielAssets u #(v#3u'v݌lHlH Ќ  Thissubfunctionencompassesthebusinessprocessesandactivities % whichproducerecordscreatedbygovernmentinstitutionswhilesolvingdailyoperationalproblemsrelatedtomanual,mechanicalortechnologicalequipment,vehiclesandothermachineryordeviceswhichformpartofaninstitutionsmaterielassetsusedtocarryoutandsupportitsfunctions. ?!!!,!!! ?DispositionAuthorityMIDA99/003 A!!2,& d/ P !!! /A0 l OperatingVehicles J'lHlH 0 l Routine lHlH 0 l IndividualVehiclesLogBooks lHlH 0 l 0 lHlHRegisteringandLicencing 7!!!$", H H!! 73yrs1yrafterdisposalUntilsupersededorobsolete.$"2 d/  !!! .uUSCE.,XÙX(*xdddT  dT I(#(#x,dT , dT +  3!!~  2 ?3#(XXÙ {#&J{%(&X%%&J{  Function/DescriptionCE.,US.,z A!!!~,! Q3 !!~ At|  RetentionGuidanceandAuthorities  Q4  }  #&J{%%&XU|##(%&J{6|# F!!7,!25  d?  !!!~ P/F   3   ( 3~2Uh  5  .3  0 l   UsingMaterielAssets } #(E~#0lHlH3~g~݌-#6HH Ќ  Thissubfunctiongenerallyencompassesthebusinessprocessesand @$7 activitieswhichproducerecordscreatedbygovernmentinstitutionswhileensuringthatmaterielisusedtothefullestextentpossible,byencouragingthetransfer,sharing,leasing,saleorbarterofmaterielwithinandbetweeninstitutions;managingamaterielresourcesinventorytoidentify,measure,anddistributeinventory;keepingtrackofmaterielinuse,loanedortransferred;andeffectivelyusingfacilitiestostockmaterielassets. -!!!)#>!! -DispositionAuthority:MIDA99/003USCE.,CE.,US.,ՁUSCE., 8!!)#$A d/ P !!! /8 CE.,US.,0 l  AccountingforandInventoryingMaterielAssets *V$B (Stocktaking,CreatingandMaintainingInventories,etc.) u USCE., 7!!!$"+%ClHlH!! 7CE.,US.,1yraftersupersededorobsoleteUSCE., 3!!$+%E d/ !!! /3 CE.,US.,0 l USCE.,Labeling(Cataloguing,Identification,etc.)MaterielAssets 7!!!$",e&FlHlH!! 7CE.,US., USCE.,Untilsupersededorobsolete 3!!$,e&G d/ !!! /30 l LendingMaterielAssets 7!!!$"dlHlH!! 7 CE.,US.,1yrafterreturnordisposalofequipment.$"d d/  !!! .`}XÙX(USCE.,*xdddT  dT (#(#x,dT , dT +  3!!~ Q ?3#(XXÙ #&J{%(&X%%&J{  Function/DescriptionCE.,US.,*USCE., A!!!~,!J !!~ A  RetentionGuidanceandAuthorities J -  #&J{%%&Xi##(%&J{J# J!!;,+   d?  !!!~ ?Jb (Eh08b  (  3   3҉2Eh  1  .3  0 l   MaintainingMaterielAssets#(#  3҉݌ lHlH Ќ  CE.,US.,ʇUSCE.,Thissubfunctiongenerallyencompassesthebusinessprocessesand   activitieswhichproducerecordscreatedbygovernmentinstitutionswhileensuringthatmaterielresourcesareproperlymaintainedandusedtotheextendtheservicelifeoftheproduct;repairing,refinishingandreusingequipmentandfurnishingswheneconomicallyfeasible;shippingstoringandhandlinghazardousmaterielinaccordancewithapplicablefederal,provincial,andotherapplicablestatutesandregulations.CE.,US.,  ?!!!,!6 !! ?DispositionAuthorityMIDA99/003 E!!6' x d? !!! ?EUSCE.,0 l  MaintainingandRepairingMaterielAssets  CE.,US., I!!!6+ lHlH!! I2yrs E!!6'  d? !!! ?E0 l MaintainingandRepairingVehicles I!!!6+h lHlH!! I3yrs7-+h  d?  !!! 7USCE.,XÙX(  *xdddT  dT (#(#x,dT , dT +  3!!~ e  ?3#(XXÙɏ#&J{%(&X%%&J{  Function/Description A!!!~,!^  !!~ AP  RetentionGuidanceandAuthorities ^  ɑ  #&J{%%&X!##(%&J{# F!!7,?  d?  !!!~ P/F 3   ( 32Eh  2  .3  0 l   ReplacingMaterielAssets #(ߒ#3݌lHlH Ќ  CE.,US.,Thissubfunctiongenerallyencompassesthebusinessprocessesand # activitieswhichproducerecordscreatedbygovernmentinstitutionswhilereplacingpartsorcompleteitemswhentheseassetsarebeyondcosteffectiverepair,andwhereacompletereplacementisabetterinvestment.0 l RoutineReplacementofMaterielAssets 7!!!$"ElHlH!! 7DispositionAuthority:MIDA99/0033yrs3)'B' d/ P  !!! 3XÙX(E'*xY\dddT  dT (#(#x,dT , dT +  3!!~ "( ?3#(XXÙ#&J{%(&X%%&J{  Function/Description A!!!~,!) !!~ A  RetentionGuidanceandAuthorities *  #&J{%%&Xq##(%&J{R# F!!7,g+ d?  !!!~ P/F    3   ( 3 2Eh  3  .3  0 l   DisposingMaterielAssets  #(5#3 W݌ 8,lHlH Ќ  Thissubfunctiongenerallyencompassesthebusinessprocessesand !K- activitieswhichproducerecordscreatedbygovernmentinstitutionswhiledisposingofandwritingoffallmaterielthathasbeenpurchased,producedoracquired,irrespectiveofwhetheritisrecordedinaninventorydatabaseorisanintangibleasset,duetoinventoryshortage,destruction,fire,theft,lossorotherreasons;disposingofhazardouswastethroughaspecializedwastemanagementcompany;donatingtheassetwhenthecostofsellinganitemexceedstheprobableproceeds;disposinginamannerthatobtainsbestvalue,includingtradeinswherefairmarketpricemustbenegotiated,andwithconsiderationtodisposalalternatives,suchasreusing,recyclingorrecovering. -!!!~)"7!! -DispositionAuthority:MIDA99/003 8!!)#I": d/ P !!! /8E'  E E  0 l  DisposalandSurplus ;  dlHlH 0 l 0 lHlHRoutine  H H  0 l 0 lHlHCondemnationandDestruction  H H 0 l 0 lHlHWriteoffs,Sales,Surplus,Donations 7!!!$" T  H H!! 71yraftersurplusdeclarationtoCrownAssetsDistributionDirectorate,PublicWorksandGovernmentServicesCanada1yrafterdisposal1yrafterdisposal,sale,ordonation.$" T d/  !!! .