Corporate Records Management Branch

703 - EQUIPMENT AND SUPPLIES - TYPES

Records relating to types of equipment and supplies not found elsewhere in this section.  Includes technical data, background research, specifications, availability, equipment catalogues and manuals, product information, price lists, etc.

NOTE:  Under this primary ministries and agencies have the delegated authority to create additional case file secondaries if they are warranted by volume and/or specific circumstance, provided that they conform to the established retention requirements.  The Ministry of Forests, for example, may wish to use this primary for fire suppression equipment; the Ministry of Transportation may wish to use it for bridge construction equipment, etc.  Notes and comments may also be added, but all changes must be approved by your records officer.

NOTE:  This primary is only for general product and supplier information.  When equipment or supplies are purchased or leased, pertinent information should be transferred to the appropriate ARCS procurement or equipment history file.  For example, research material pertaining to fire suppression equipment would appear under this primary.  Once a specific piece of equipment is purchased, information should be filed under primary 700.

For asset control and disposal, see primaries 705 (asset control and inventories) and 740 (disposal surplus).
For computer research files, see primaries 736 (general), 737 (hardware) and 738 (software).
For firearm types, see primary 747.
For development, procurement and issue of special items, see primary 847.

non-OPR NOTE: Offices will retain non-OPR copies of records for: SO nil DE

Primary- Secondary	Records Series		OPR				PIB/PUR
			A	SA	FD
703-00	Policy and procedures		SO	5y	DE
703-01	General		SO+1y	nil	DE
703-02	Lists of equipment available		SO+1y	nil	DE
703-03	Rental rates		SO+1y	nil	DE
703-04	Technical and operating manuals (Manuals relating to specific equipment or supplies may also be filed under the secondaries listed below.  Upon purchase or lease of equipment or supplies, manuals should be placed on the appropriate procurement or equipment history file.)		SO+1y	nil	DE
703-20	Light equipment (by type of equipment)		SO+1y	nil	DE
703-40	Heavy equipment (by type of equipment)		SO+1y	nil	DE
703-60	Supplies (by type of supply)		SO+1y	nil	DE
703-80	Suppliers - general (under this secondary, files should, if volume warrants, be arranged by supplier name, code, number, etc.)		SO	nil	DE
SO =	when information is no longer current or equipment and supplies have been purchased or leased