RETENTION OF PROCUREMENT RECORDS INVOLVED IN CLAIMS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00450R000100070013-1
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 1
• Document Creation Date: December 12, 2016
• Document Release Date: March 4, 2002
• Sequence Number: 13
• Publication Date: August 18, 1966
• Content Type: MEMO

Approved For lease 2002/03/28 : CIA-RDP72-0045OR000100070013-1
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MEMORANDUM
TO All Agency Records Officers
FROM : Assistant Archivist for
Federal Records Centers - NN
18 August 1966
SUBJECT: Retention of Procurement Records Involved in Claims
On May 13 the Assistant -orney General of the Civil Division, Department
of Justice, wrote to most r..gencies stating that in many instances contract
files involved in claims were being prematurely destroyed to the detriment
of the Government in cases brought before the Court of Claims. A copy of
the letter attached.
We have discussed-the matter with officials of the Department of Justice.
The Department has no basic quarrel with the 6-year retention period in
Item 4+ of General Records Schedule 3 as long as the records needed to
defend the Government against claims are available. Page 1 of the schedule
requires, as you recall, that records involved in claims be kept as long
as they are needed regardless of authorized retention periods.
The Department of Justice feels, and we agree, that the matter should
forcefully be brought to the attention of the procurement people in the
departments and agencies. We suggest that this be done, and that action
be taken along the following lines:
When a claim has been filed on a procurement action or when there
is a reasonable expectation that a claim is about to be filed, all
pertinent records should be segregated from other procurement files.
If any pertinent records are in a Federal Records Center, the Center
should be asked to hold them until further notice.
2. Agency records officers should ensure that records retained in
connection with potential claims are not kept indefinitely if no
claim is filed.
3. When files in the custody of a Federal Records Center are no longer
to be earmarked for indefinite retention because a claim has been
adjudicated or has not been filed, the Center should be advised.
This memorandum has been coordinated with the officials involved in the
Department of Justice. The suggested actions, if taken, will be considered
as compliance with the Department of Justice letter of May 13.
/s/
Herbert E. Angel