Description: Use for records relating to information about the accountability for receipt, storage, stock inventory, and issue of equipment. Includes stock-taking control, procedures, and transaction records, for example: transfer vouchers and inventory reports. Fixed assets include all non-consumable moveable items with a useful life of one year or more. Equipment items are used in normal daily operations and are not for resale purposes. Computer equipment is not included in Fixed Asset inventories.
Filing Guidelines: Records are to be securely retained on site until final disposition. It is the responsibility of the Departments to ensure all copies, regardless of media, are securely disposed when applicable. Departments should retain a permanent copy of the record of disposal.
Function: Asset Management
GNL OPR: Financial Administration (Controller areas) for each Department
Departmental OPR: Department head or designate that is responsible for the asset program within a public body.
Retention: Superseded / Obsolete (SO)
Disposition: Destroy
Media: Paper copies/network drives/e-mail
Authority: CRIMS
| No. | Function Specific Secondary | ACT | DIS |
|---|---|---|---|
| 41 | Annual Inventory Records
Records include any listing or reports that the department utilizes to manage their inventory of assets. These could include excel spreadsheets, control sheets, control record logs, tag records, etc. |
SO | D |
| 42 | Inventory Adjustment Notifications
Copies of completed forms or notifications outlining any changes in location, etc. to particular fixed assets. These records only pertain to location changes occurring within the same department. |
SO | D |
| 43 | Inventory Temporary Relocations
Use for records relating to any changes in inventory relocations, include equipment on loan to other locations, or transferred to another location (i.e. another department or public body) |
SO | D |
| 44 | Fixed Asset Audits
RESCINDED Rationale: This function is no longer being performed at a Government level. It is the responsibility of the individual departments to manage their fixed assets. |
N/A | N/A |
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For more information please contact im@gov.nl.ca