| FILE NO. |
DESCRIPTION OF RECORDS |
AUTHORIZED DISPOSITION |
| 504 |
Annual Plan Files | |
|
NA Form 5004, Summary Annual Plan for Administrative Equipment; NA Form 5004A, Detailed Annual Plan for Administrative Equipment; and related records accumulated in developing, controlling, and approving annual and supplemental plans for administrative equipment. |
Cut off annually.
Destroy when 3 years old. (N1-64-87-1)
|
| 505 |
Supply Catalogs | |
|
Copies of Federal Supply Schedules, brochures, catalogs, and other information received from sellers, distributors, and manufacturers for reference purposes. |
Destroy when superseded, obsolete, OR no longer needed for reference. (N1-64-87-1)
|
| 506 |
Personal Property Management System, Register, and Master Files | |
|
Electronic and hard copy records used for controlling personal property in NARA. | |
| 506-1 |
Personal Property Management System (IPM). Automated system used to identify and manage accountable personal property.
|
|
|
a. IPM Database. Electronic file that contains information identifying accountable personal property in NARA. Records were created before December 2007. |
Delete when current data is migrated to a new property management system and verified AND the new system is declared operational. (N1-64-08-8, item 1)
|
|
b. Reports and statistics (ad hoc and periodic) produced from the database. |
Destroy when 3 years old OR when no longer needed for administrative or business use, whichever is SOONER. (GRS 20, items 5 and 6)
|
|
c. System Documentation. Operating and technical manuals or equivalent. |
Maintain for life of system AND then destroy/delete when no longer needed for operational purposes. (GRS 20, item 11a[1])
|
|
d. Disaster Recovery Backup Files. |
Delete when 60 days old. (GRS 20, item 8b)
|
| 506-2 |
Register and Master Files. Registers of source documents, master files of purchase orders, FEDSTRIP requisitions, reports of property for survey, and similar records used for controlling personal property. |
Cut off annually.
Destroy when 3 years old. (N1-64-87-1)
|
| 507 |
Property Management Officer/ Accountable Officers’ (PMO/AO) History Files | |
|
Files maintained by the NARA PMO and AOs, within their area of jurisdiction, which reflect additions to, changes in, and status of personal property accounts. Included are:
- Copies of source documents such as:
- GSA Form 300, Purchase Order;
- NA Form 5007, Requisition for Equipment, Supplies, or Services;
- NA Form 5008, Transfer of Accountable Property;
- NA Form 5010, Certificate of Destruction;
- NA Form 5015, National Archives Report of Survey;
- SF 120, Report of Excess Personal Property;
- SF 122, Transfer Order Excess Personal Property; and
- SF 126, Report of Personal Property for Sale;
- Property listings; and
- Similar records.
| |
| 507-1 |
Suspense file of source documents on which action has NOT been completed. |
Transfer documents to PMO/AO case file (no. 507-2) after action is completed AND information has been added to and verified on the property listing. (N1-64-87-1)
|
| 507-2 |
PMO/AO case files containing source documents on which action has been completed. |
Cut off annually.
Destroy when 5 years old. (N1-64-87-1)
|
| 507-3 |
Property listings showing items of personal property on NARA inventory by class, value, serial number, and AO account. |
Place in inactive file after actions directed in file no. 507-1 have been verified on listing. Cut off inactive file annually.
Destroy when 5 years old. (N1-64-87-1)
|
| 508 |
Office Equipment Control Files | |
|
Records maintained by offices for controlling equipment used within their area of accountability. | |
| 508-1 |
GSA Form 1025, Receipt for Property, hand receipts, or comparable documents. |
Destroy when property has been returned OR transferred to someone else’s custody. (N1-64-87-1)
|
| 508-2 |
Property listings. |
Destroy after verification AND receipt of next listing. (N1-64-87-1)
|
| 509 |
Office Equipment Maintenance Files | |
| 509-1 |
Guarantees, warranties, and related records obtained with, and applicable to, office materials and equipment. |
Destroy on expiration of guaranty OR warranty. (N1-64-87-1)
|
| 509-2 |
Cards used to record a history of the maintenance and repair of selected items of equipment. |
Transfer with the equipment OR destroy on final disposition of the equipment. (N1-64-87-1)
|
| 510 |
Excess Property Screening Files | |
|
Records accumulated in screening reports of excess personal and real property for possible use.
|
Destroy when no longer needed for reference. (N1-64-87-1)
|
| 511 |
Excess Personal Property Reports | |
|
SF 120, Report of Excess Personal Property; and SF 122, Transfer Order Excess Personal Property.
|
Cut off annually.
Destroy when 3 years old. (GRS 4, item 2)
|
| FILE NO. |
DESCRIPTION OF RECORDS |
AUTHORIZED DISPOSITION |
| 512 |
Procurement Policy Information Files | |
|
Correspondence and related information on all aspects of the procurement activity within NARA, including information on the development of specific procurement actions or functions. (See Chapter 1, file no. 104 for internal policy directives, interim guidances, and supplements.)
| |
| 512-1 |
Correspondence and related instructions providing guidance and direction for all aspects of the procurement activity within NARA.
|
Destroy when superseded, obsolete, OR no longer needed for reference. (N1-64-87-1)
|
| 512-2 |
Information on the development of specific procurement actions or functions. (See file no. 222 for management improvement studies.)
| |
|
a. Subject files.
|
Destroy when superseded, obsolete, OR no longer needed for reference. (N1-64-92-2)
|
|
b. Information relating to release of decennial census.
|
Cut off annually and place in inactive file.
Destroy when subsequent decennial census is released. (N1-64-92-2)
|
| 513 |
Contracting Officer and Contracting Officer’s Representative (COR) General Files | |
|
Records relating to contracting officers and CORs concerning training, regulations, limitations on procurement authority, status reports, and related matters.
|
Destroy when superseded OR obsolete. (N1-64-87-1)
|
| 514 |
Contracting Officer and COR Designation Files | |
|
Appointment justifications, copies of training certificates, appointment letters, individual limitations on procurement authority, and related records pertaining to the designation of contracting officers and CORs.
|
Cut off when designation is cancelled.
Destroy when 2 years old. (N1-64-87-1)
|
| 515 |
General Procurement Correspondence Files | |
|
Correspondence files of operating procurement units concerning internal operation and administration matters that are NOT covered elsewhere in this chapter of the NARA Records Schedule.
|
Cut off annually.
Destroy when 2 years old. (GRS 3, item 2)
|
| 516 |
Procurement Number Assignment Control | |
|
Documents used in recording and controlling the assignment of numbers to purchase case files, contracts, invitations to bid, and similar documents. Included are registers, logs, and similar control records.
|
Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
|
| 517 |
Government Credit Card Files | |
|
Files documenting application for a card and approval, account maintenance,
periodic review, and related information. Arranged and maintained by name of account holder.
|
Cut off at end of fiscal year in which card account is cancelled.
Destroy 3 years after cutoff. (N1-64-08-13, item 1)
|
| 518 |
Acceptable Bidders’ Lists | |
|
Lists or card files of acceptable bidders.
|
Destroy when superseded OR obsolete. (GRS 3, item 5d)
|
| 519 |
General Procurement Files | |
|
Contract, requisition, purchase order, lease, bond, and surety records, including correspondence and related papers pertaining to:
- Award (e.g., solicited and unsolicited successful bids and proposals, source selection documentation, and record of negotiations);
- Administration;
- Receipt and inspection of goods and/or services; and
- Payment.
Includes other records described in the Federal Acquisition Regulations (FAR), 48 CFR 4.803. For specific guidance on records to be included in these files, see the Procurement Guide, Chapter 10, “Contract Administration,” Sections 2 and 3.
| |
| 519-1 |
Procurement or purchase organization copy and related papers.
| |
|
a. Transactions that exceed the simplified acquisition threshold ($100,000) and all construction contracts exceeding $2,000. |
Cut off inactive files annually.
Retire to records center 2 years thereafter.
Destroy 6 years and 3 months after final payment. (GRS 3, item 3a[1][a])
|
|
b. Transactions at OR below the simplified acquisition threshold ($100,000) and all construction contracts at OR below $2,000. |
Cut off inactive files annually.
Destroy 3 years after final payment. (GRS 3, item 3a[1][b])
|
| 519-2 |
Obligation copy.
|
File in applicable contract case file (see no. 519-1).
|
| 520 |
Solicited and Unsolicited Bids and Proposals Files | |
| 520-1 |
Solicited and Unsolicited Unsuccessful Bids and Proposals.
| |
|
a. Relating to small purchases as defined in the FAR, 48 CFR Part 13.
|
Cut off upon award OR final payment.
Destroy 1 year after date of award OR final payment, whichever is LATER. (GRS 3, item 5b[1])
|
|
b. Relating to transactions above the small purchase limitations in 48 CFR Part 13.
| |
|
(1) When filed separately from contract case files.
|
Destroy when related contract is completed. (GRS 3, item 5b[2][a])
|
|
(2) When filed with contract case files.
|
Destroy with related contract case file (see no. 519-1). (GRS 3, item 5b[2][b])
|
| 520-2 |
Canceled Solicitations Files
| |
|
a. Formal solicitations of offers to provide products or services (e.g., Invitations for Bids, Requests for Proposals, Requests for Quotations) which were canceled prior to award of a contract. The files include: pre-solicitation documentation on the requirement, any offers that were opened prior to the cancellation, documentation on any Government action up to the time of cancellation, and evidence of the cancellation.
|
Destroy 5 years after date of cancellation. (GRS 3, item 5c[1])
|
|
b. Unopened Bids.
| Return to bidder. (GRS 3, item 5c[2])
|
| 521 |
Competition in Contracting Act Program Files | |
|
Correspondence, reports, and other files of the designated NARA Competition Advocate for procurement matters. The Competition Advocate is responsible for challenging barriers to and promoting full and open competition in the acquisition of supplies and services.
| |
| 521-1 |
Annual Reports.
|
Cut off annually.
Destroy when 3 years old. (N1-64-87-1)
|
| 521-2 |
Other records.
|
Cut off annually.
Destroy when 2 years old. (N1-64-87-1)
|
| 522 |
Procurement Preference Program Files | |
|
Correspondence, reports, and other records relating to goals developed under the Procurement Preference Program.
|
Cut off annually.
Destroy when 3 years old. (N1-64-87-1)
|
| 523 |
Contract Action Reports | |
|
SF 279, Federal Procurement Data System (FPDS)-Individual Contract Action Report over $25,000; SF 281, FPDS--Summary of Contract Actions of $25,000 or Less; and related correspondence.
| |
| 523-1 |
Paper copies of forms maintained in contract case files.
|
File in applicable contract case file (see no. 519-1).
|
| 523-2 |
Paper copies of forms maintained as part of the consolidated fiscal year Contract Action Reports File.
|
Cut off annually.
Destroy when 3 years old. (N1-64-87-1)
|
| 523-3 |
Fiscal year electronic data maintained by NARA and submitted to the FPDS, containing unclassified records of all procurements, other than small purchases, and consisting of information required by 48 CFR 4.601 for transfer to the FPDS.
|
Cut off annually.
Destroy/delete when 5 years old. (GRS 3, item 3d)
|
| 524 |
Contract Appeals Case Files | |
|
Case files for contract appeals arising under the Contracts Dispute Act. The files consist of: notices of appeal and acknowledgements thereof; correspondence between parties; copies of contracts, plans, specifications, exhibits, change orders, and amendments; transcripts of hearings; documents received from parties concerned; final decisions; and all other related papers.
|
Place in inactive file following final decision.
Destroy 1 year after final action on decision. (GRS 3, item 15b)
|
| 525 |
Contractors’ Payroll Files | |
|
Contractors’ payroll (construction contracts), submitted in accordance with Department of Labor regulations, with related certifications, anti-kickback affidavits, and other related papers.
|
Destroy 3 years after date of completion of contract unless contract performance is subject of enforcement action on such date. (GRS 3, item 11)
|
| 526 |
Contractor’s Statement of Contingent or Other Fees | |
|
Standard Form 119, Statement of Contingent or Other Fees, or statement in lieu of the form, when filed separately from the contract case file and maintained for enforcement or report purposes.
|
Destroy when superseded OR obsolete. (GRS 3, item 16)
|
Blogs
Facebook
Flickr
RSS Feeds
Twitter
YouTube
