FY2025-24 KIB N4 Software & License Upgrades with LONG Building TechnologiesRECORDS RETENTION EXTENSION FORM
The Manager and Department Directors can extend the retention period of a record in the records center
and delay the disposal of a record for up to five years if there is a valid administrative purpose.
REQUESTED BY: Patricia Valerio
DATE: 03/10/2025 LOCATION: EF
DEPARTMENT: Eng & Fac
RECORDS SERIES: CL -09
CONTENT SUMMARY: FY2025-24 KFRC Upgrades to NR Software
YEARS REQUESTED: 5
(Not to exceed 5 years)
EXTENSION EXP. DATE: 06/30/2034
IDENTIFY THE REQUIRED BOROUGH ADMINISTRATIVE PURPOSE BELOW:
Contract is not completed.
FILL OUT BELOW FOR ANY SUBSEQUENT REQUESTS
(MUST be approved by the Manager and Clerk)
REQUESTED BY: DEPARTMENT: Select One
DATE:
CONTENT SUMMARY:
YEARS REQUESTED:
(Not to exceed 5 years)
LOCATION:
RECORDS SERIES:
EXTENSION EXP. DATE:
IDENTIFY THE REQUIRED BOROUGH ADMINISTRATIVE PURPOSE BELOW:
APPROVED BY:
MANAGER CLERK
The Records Management Code can be found here.
Rev. 07/25/2024
Y:\U - RECORDS\FORMS\20240802 Contracts Transmittal Form.docx Rev. 08/02/2024
CONTRACTS TRANSMITTAL FORM
RETENTION SCHEDULE: CL -09 CONTRACTS
Records related to obligations under contracts, leases, and other agreements between the Borough and
outside parties, successful bids, and proposals. Active records are kept by the corresponding department.
Apply retention (plus 4 years) once contract or agreement expires, or once product is procured. Apply retention
(plus 25 years) for agreements that involve real property.
DATE: __________________ REQUESTED BY : ____________________________________
DEPARTMENT: _________________________ CONTRACT NO.: _________________________
VENDOR OR SERVICE PROVIDER : __________________________________________________
CONTRACT TITLE : _______________________________________________________________
Administrative contracts are contracts approved by the manager within the spending authority
allowed by code. Assembly approved contracts are beyond the manager’s spending authority and
require approval by the Assembly during a meeting.
APPROVED BY: _________________ DATE OF APPROVAL: __________________________
TYPE OF CONTRACT : _______________________________________________________
PROVIDE DETAILS FOR ANY AUTOMATIC RENEWALS OR EXTENSIONS BELOW:
_______________________________________________________________________________
EXPIRATION DATE: ________________ PURGE DATE: __________________________
If there is no expiration/purge date, enter 9999 as the year for open -ended contracts AND explain the
process below on how or when it should be flagged for review.
FILL OUT BELOW IF THE RECORD AMENDS, EXTENDS, IS A CHANGE
ORDER TO A CONTRACT , OR IS AN ADDENDUM TO A CONTRACT
DATE: __________________ REQUESTED BY: ____________________________________
CONTRACT NO.: ______________ CATEGORY: __________________________________
APPROVED BY: ________________ TYPE OF CONTRACT: __________________________
PROVIDE DETAILS FOR ANY AUTOMATIC RENEWALS OR EXTENSIONS BELOW:
_______________________________________________________________________________
EXPIRATION DATE: _________________ PURGE DATE: ___________________________
If there is no expiration/purge date, enter 9999 as the year for open -ended contracts AND explain the
process below on how or when it should be flagged for review.
CONTRACT FY2025-24