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  • Records Form

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    Zaw Thura Win
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    This document lists 20 different types of records for a procurement department, including part inquiries, quotations, purchase orders, reports, invoices, and more. For each record, it specifies whether it is kept in soft copy or hard copy format, the required retention period, typical storage location, and which department is responsible for the record's disposition. The records cover a range of time periods from daily to yearly and relate to procurement processes like ordering parts, receiving shipments, and tracking budgets and expenses.

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    This document lists 20 different types of records for a procurement department, including part inquiries, quotations, purchase orders, reports, invoices, and more. For each record, it specifies whether it is kept in soft copy or hard copy format, the required retention period, typical storage location, and which department is responsible for the record's disposition. The records cover a range of time periods from daily to yearly and relate to procurement processes like ordering parts, receiving shipments, and tracking budgets and expenses.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    10 views4 pages

    Records Form

    Uploaded by

    Zaw Thura Win
    This document lists 20 different types of records for a procurement department, including part inquiries, quotations, purchase orders, reports, invoices, and more. For each record, it specifies whether it is kept in soft copy or hard copy format, the required retention period, typical storage location, and which department is responsible for the record's disposition. The records cover a range of time periods from daily to yearly and relate to procurement processes like ordering parts, receiving shipments, and tracking budgets and expenses.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    of 4

    RECORDS FORM

    BU, BR ,DIV Name:

    Hard Copy & Retention Period Responsibility for


    No Record Description Storage Location
    Soft Copy (years/month) disposition
    1 Part Inquiry for all brand (2016) Soft Copy Daily Computer / Data D / for Procurement Staff
    PSG 2016 Data / Brand
    INQ file
    2 Quotation for all brand (2016) Soft Copy Daily Computer / Data D / for Procurement Staff
    PSG 2016 Data / Brand
    Quo file
    3 Purchase Order – PO / PR Soft Copy/ Daily Computer / Data D / For Procurement Staff
    Hard Copy PSG 2016 Data / Brand
    PO / PR file
    File Stand / 2, PO Record
    File 2016
    4 PO / PR weekly Report (2016) Soft Copy Soft Copy Computer / Data D / For Procurement Staff
    PSG 2016 Data / PO – PR
    report for 2016 file
    5 INQ weekly Report (2016) Soft Copy Soft Copy Computer / Data D / For Procurement Staff
    PSG 2016 Data / Inquiry
    Report for 2016 file
    6 Inventory Stock Order Soft Copy Monthly Computer / Data D / For Inventory
    PSG 2016 Data /
    Inventory stock order

    07-000-BPS-FRM-007-01
    RECORDS FORM

    file
    7 Arrival Information Soft Copy Daily Computer / Data D / for WH
    PSG 2016 Data /
    Warehouse
    8 Weekly report form logistic Soft Copy weekly Computer / Data D / For Logistic
    PSG 2016 Data / Logistic
    Sea
    9 Purchase Price Changing Soft Copy Daily Computer / Data D / For Procurement Staff
    PSG 2016 Data / IT File
    10 DHL Freight Charges Soft Copy/ Monthly Computer / Data D / For Procurement Staff
    Hard Copy PSG 2016 Data / DHL
    Freight Charges Invoice
    File Stand / 2, PO Record
    File 2016
    11 DHL Arrangement Charges to Soft Copy / Monthly Computer / Data D / For Procurement Staff
    Reliance Hard Copy PSG 2016 Data /
    Reliance
    File Stand / 2, PO Record
    File 2016
    12 DHL Freight Charges for relative Soft Copy Yearly Computer / Data D / For DHL Agent
    Kgs of part PSG 2016 Data / DHL
    Freight Charges 2016

    07-000-BPS-FRM-007-01
    RECORDS FORM

    13 Budget for Spare Part Order Soft Copy Yearly Computer / Data D / For Procurement Staff
    PSG 2016 Data / Budget
    for Spare Part Order
    14 Declare Invoice Soft Copy Daily Computer / Data D / For Procurement Staff
    PSG 2016 Data / Declare
    Invoice
    15 Clearance Charges Soft Copy Yearly Computer / Data D / For Procurement Staff
    PSG 2016 Data /
    Clearance Charges file
    16 KPI & TRA Data for 2016 Soft Copy Yearly Computer / Data D / For Procurement Staff
    PSG 2016 Data / KPI &
    TRA Data for 2016
    17 A4 Soft Copy Monthly Computer / Data D / For Procurement Staff
    PSG 2016 Data / A4

    18 A3 Soft Copy Yearly Computer / Data D / For Procurement Staff


    PSG 2016 Data / A3

    19 Data Record Soft Copy Yearly Computer / Data D / For Procurement Staff
    PSG 2016 Data / Data
    Record 2016
    20 Custom Duty Soft Copy Monthly Computer / Data D / For Procurement Staff
    PSG 2016 Data /
    Inbound Charges from

    07-000-BPS-FRM-007-01
    RECORDS FORM

    Myanmar (or) Custom


    Duty

    07-000-BPS-FRM-007-01

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