RETIREMENT OF CONTRACT PROCUREMENT RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00039R000100100002-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 17
• Document Creation Date: December 19, 2016
• Document Release Date: March 23, 2006
• Sequence Number: 2
• Publication Date: March 23, 1970
• Content Type: REGULATION

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OFFICE OF LOGISTICS
PROCUREMENT NOTE NO. 34
._ .r i.: .. iv1 ti-
iZETIREMENT OF CONTRACT PROCUREMENT RECORDS
REFEREL\?CES : a. 0 Records, 15 April 1964
b. Logistics Instruction 70-5, Vital Records Program,
5 July 1968
c. Logistics Instruction 70-6, Records Maintenance and
Disposition, 5 July 1968
RECISION Procurement Note No. 27, dated 25 June 1969, same subject
~n accordance with agreements reached among the several decentralized con-
tracting teams and their host Offaces or Directorates, the following policies and
procedures will apply to the retirement and disposal of contract procurement:
records and vital records or material associated therewith. Procurement Division,
OL will continue to follow the procedures set out in the references.
2. PRIMARY RECORDS
a. General Services Administration regulations implement the various statu-
tory requirements and authorities for the retention periods and disposal of federal
procurement records, In general, procurement files concerning transactions
valued at more than ~2, 500 must be retained by the Agency for at least six years
~aCtc:i? i~i.nal payment: hcfore destruction is aut:hori.ied;_t~i~r~se ccanccrning transactions
v:~luccl at ~>2, 5UU ur. ].c;s5 must he retained Ior at l.ca'~t three years after :f.inr~l pay-
;i~ci,t h~f~orc~ clcsr~:uctioi7. is ~i~_itliorixccl. Stc,raF;~c and dcstruct~ion of such files is
t:hc z:csiaonsil~ili.ty of t:hc Agency Records Cc:ntcr.
b. Temporary retention of completed files in the current wo.:king area of each
decentralized contracting team, prior to their retirement to the Agency Records
Center, will be at the discretion of each team.
......,
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;;, L;ach team will be responsible for arrant>ing the physical rnovemer~t of its
completed contract files to the Records Center alter completing the necessary pack-
aging, labeling, and documentation. When contract records are e--~igible for :retire-
ment, the custodian of the records will complete Part I of Records Retirement
Request (Form 140) and a Records Shelf List (Form 140a), Sample copies of the
forms are attached and general instructions for their preparation are described
on each.
d. Since contract procurement records may be destroyed according to rwo
different time periods, it is rec~mmend;d that files of transactions over $2, 500
be processed separately from those of :p2, 500 or less to permit a more orderly
clis,~osition program at the Records Center.
c. Forms completed in accordance ~ti~ith paragraph 2, c, above will be sent to
the Office of Logistics Area Records Officer (OL/ARO) who will complete Part II
of F orm 140 and forward the necessary copies to the Records Center for acceptance
and the assignment of a reference job number, The "Restrictions on Use of Records"
black of Part II will contain both the office designation of the contracting team con-
cerned and "Director of Logistics, or hi.s designee, " The rights of reference to the
i::i1c~5 will not he c:~tendcd to any other Agency component without t:hc approva~ of the
l)i~~~?rtor old Lol;~iSCic,ti ~tftcr coorclinat~i_on wit(t the chic.L of tlic contract~inl; tc~int con-
~c~~?rc~ct. 'I'h~~ "C:;i.tc Schcdtilc o:-.? Itiutaioi'il:v" l~loc~.l; (P~u-t lI, Lena ]nO) will c;ont~tin
:~n t)il'ic:~~ of l,oz;ititicti Itcco~:cln Con(~'o.l ~chc.~clulc numbc:c which will he insc~'t~~cl !~y
the: ~)L/1180.
, Copies of the approved Records Retirement Request and tl;e Records Shelf
List prepared by each team will be provided to the team's custodian of records, and
copies will be retained by the OL/ARO, Shelf Lists and job numbers will be used
to identify those records which might need to be recalled for reference purposes,
1'soth the team concerned and the Director of Logistics, or his designee, may inde-
pendently reduest the records for reference use.
g. Lefore retiring its records to the Records Center, each contracting team
must insure that its contract procurement files contain only contractual documents
and supporting papers and that no sensitive operational information is included.
h, The OL/ARO can provide gttidar.ce to team records custodians in the per-
formance of their responsibilities concerning contract procurement records.
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OI~I'ICE OF LOGISTICS PROCUREMENT NOTE NO. 34
i. A host Office or Directorate may include contract procurer:~ent records in
its own Records Control Schedule, however, it is suggested that the entry indicate
the Office of Logistics as the office-of-record since that Office has the ultimGte
responsibility for all Agency procurement.
a. Vital records and material considered in this Procurement Note are those
shecific procurement documents, records, or reference material .n the possession
of each team which are essential to its continued operation in a.n emergency and
~~Thich, in the event of their destruction, would constitute an irreplaceable loss.
Examples of such vital documents are: contracts, purchase orders, amendments,
letters, or any other documents which affect she terms of the procurement instrument.
h. Vital material is sent to the Agency Records Center on Tuesday of each week
by tl~e GL/ARO, rheams having vital material for transmittal to the Records Center
should complete Vital Materials Transfer Slip (1~ orm 620) and forward it, with the
material, to the OL/ARO by Monday of each week. The control number for each
group of material will be assigned by the OL/ARO.
c. Elements forwarding vital material are encouraged to arrange it in alpha-
betical order by contractor name before forwarding it to the OL/ARO.
d. Vital material will be filed separately at the Records Center according to
each procurement element. Periodicah_y, the OL/ARO will withdraw the vita'- material
and return it to the interested element for review, update, and redeposit as appropriate.
4. PROJECT CASE PILES
Policies anal procedures for the maintenance and retirement of contract procure-
inent records Scat o~zt in this Procurement: Note are in no way concc~-ncd with the
zr,ai->>tc,r..racc a.i~cl ret}rcn~cnt of Rcscarcll a.izd DevelopiYicnt Project Case l~~iles. 'Chc
~:-cai.rei~~.ent anci di5}~osal of project case files a.re ~;overi;ed by the criteria of ~: sepa-
rate General Records Schedule, are the responsibility of project acid/or technical
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OFIiIC~ OF LOGISTICS PROCURLMII\T NOTIJ 1T0. 34
officers, and the only responsibility of a contracting officer in connection thEre-
~~'itil is to provide copies of contractual documentation which must be made a
part of such files,
Director of Logistics
Distribution:
~2 - DD/S
1 - ?\~iS/DD/S&T
i - PViS/ORD/DD/SST
i - CS/CViG/DD/P
1 -SOPS/TSSG/NPIC/DD/I
2 - PD/OL
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ASSIGNED BY RECORDS CENTER
RECORDS RETIREMENT REQUEST
JOB NO. ~~
Submit original and 4 copies to Records Center. Two copies will be re-
For Reference Service on Records Transferred to
turned to the originating office. Addi tional copies may be prepared as
Storage Complete Form 490 and Refer to Abae~e
indicated by your RAO.
Job Number.
PART 1 (TO BE COMPLETED BY THE RECORDS CUSTODIAN)
T0:
FROM:
_- _ - ---
DIVISION
CHIEF, ARCHIVES AND
(O~")
RECORDS CENTER
BRANCH
SECTION
APPLICATION IS MADE FOR RETIREMENT OF THE RECORDS DESCRIBED BELOW
DESCRIPTION OF FILE SERIES (Use description in Rerords Control Schedule and inclusive dates.) IF NECESSARY TO LIST RECORDS, USE FORM NO. 140a, RECORDS
SHELF LI57 (Check appropriate bor below.)
SHELF LIST ATTACHED ~ SHELF LIST INCLUDED IN TRANSFER
CLASSIFICATION OF RECORDS FILE EQUIPMENT OCCUPIED BY RECORDS
LETTER ~ OTHER (Specify)
LEGAL NUMBER OF DRAWERS
APPRO%IMATE REFERENCE ACTIVITY PER MONTH
LOCATION OF RECORDS
BUILDING ROOM E%TENSION DATE SIGNATURE OF RECORDS CUSTODIAN
PART II (TO BE COMPLETED BY THE RECORDS ADMINISTRATION OFFICER)
TYPE OF MATERIAL
RECORD ~ NON-RECORD
RESTRICTIONS ON USE OF RECORDS (Ij no restrictions write "None")
DISPOSITION AUTHORIZATION
CITE SCHEDULE OR AUTHORITY
SCHEDULED DESTRUCTION DATE
BUILDING
FORM
I- 66
140
 FOlO
HERE
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PART I11 (TO BE COMPLETED BY THE RECORDS CENTER)
----- -- _ --
REFERENCE ACTIVITY
YEAR
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
TOTAL
STORAGE LOCATION
J06 NO.
AREA
ROW SPACE
DISPOSAL ACTIVITY
OFFICE DIVISION BRANCH _ ~ SECTION DISPOSAL DATE
AUTHORITY FOR DISPOSAL
SCHEDULE NO. (or List) PAGE ITEM
.REMARKS _ ------ ._ ...----
RECEIPT PROCESSING
CUBIC FEET
NO. OF CONTAINERS
TYPE OF CONTAINERS
DATE RECEIVED
RECEIVED BY
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JOB N0.
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 DATE Od4p
DOCUMENTfS)
SECURITY CLASSIFICATION (DEPOSIT NUMBER
N0. OF REELS
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~SJ~~~TOYO ~ `~ ~ ~U~UT~ oU
FORM 620 EDITIONS PREVI??S -VITAL RECORDS DEPOSIT SLIP (13.46)
12-fi5
 OFFICE OF OR,~61N
'DEPOSIT NUMBER
#jRDS
CAT.
ITEM
DESCRIPTION OF MATERIAL
REMARKS
DA7E RELEASED
SIGNATURE OF DEPOSITOR
DATE RECEIVED
SIGNATURE OF VRR OFFICIAL
N0. OF DOCUMENTS
Approved Fo
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SECURITY CLAS IF I. TIO
39R000100100(~a2-6~
FORM 620 EDITIONS PREVIOUS VITAL RECORDS DEPOSIT SLIP ~ cls.ae)
12.65
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There are two (2) separate and distinct files associated with R&D
activity in the Agency.
PROJECT FILES
Project files are established and maintained primarily for two (2)
reasons; (1) monitor the progress of the project and the contractor, and
(2) to satisfy the requirements of the General Services Administration (GSA),
General Records Schedule l9, Item 3.
Project files should be maintained in sufficient detail so that any
competent engineer or scientist could proceed with the project if necessary.
Inclusions of non-essential material results in confusion, as does retention
of material otherwise not pertinent. Although not all items will be required
for all projects, files could be arranged with sections in the following se-
quence
(a)
(b)
(c)
(d)
(e)
(f)
Pre-RFP Action
RF'P Solicitation
RFP Evaluation
Negotiation
Contract
Contract Amendments
or Changes of Scope
(g)
Technical Reports and Correspondence
(h)
Drawings and Specifications
(i)
Notice of Completion or Cancellation
(j)
Miscellaneous
CONTRACT Fl'LES
Contract files are maintained by the Contracting Officer and they should
reflect basically the same information as outlined in the project files ex-
cluding the material relating to the technical monitoring of the project it-
self, e.g., Technical reports, drawings and specifications, test and trial
results, etc. The established decentralized Procurement Management Teams are
responsible for the maintanence of the official contract file for the host
office and the O~Logistics. The contract files are maintained for adminis-
trative and legal obligations and in accordance with GSA General Records Sche-
dule 3, Item ~+. '
PROJECT FILES
Copies of the successful proposals are filed with the Project file.
The unsuccessful proposals are retained by the Project Office for an additional
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5 years, in accordance with GSA Records Schedule 19, Item 12. Provisions
for retirement to the Agency Records Center may be authorized and should be
reflected in the Agency Component's authorized Records Control Schedule.
This will substantially reduce the bulk of most files in the file area as
soon as the evaluation of the bidders has been completed.
The project file should be retained in the current files area until
the contract is completed and final payment has been made to the contractor.
Z-There volume is a factor, it may be practical to retire inactive ma-
terial to the Agency Records Center. This may be done by contacting the re-
spective Office Records Management Officer for the necessary procedures and
authorization.
CONTRACT FILES
Before retiring its records to the Records Center each contracting team
must insure that its contract procurement files contain only contractual do-
cuments and supporting papers and that no sensitive operational information
is included. The contracting team will also insure that the project files
have the necessary supporting contractual information to satisfy its require-
ments.
The OL~RMO will provide guidance to team records custodians in the per-
formance of their responsibilities concerning contract procurement records.
In the cases where non-Agency funds are used for sensitive compartmented
projects, procedures and retention periods for contract files are maintained
and retired by the Project Officer..
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