RETIREMENT OF CONTRACT PROCUREMENT RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00039R000100100004-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 14
• Document Creation Date: December 19, 2016
• Document Release Date: March 23, 2006
• Sequence Number: 4
• Publication Date: March 23, 1970
• Content Type: REGULATION

STAT Approved For Release 2006/04/13 : CIA-RDP72-00039R000100100004-4
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OFFICE OF LOGISTICS
PROCUREMENT NOTE NO. 34
RETIREMENT OF CONTRACT PROCUREMENT RECORDS
REFERENCES : a. Zecords, 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
In accordance with agreements reached among the several decentralized con-
tracting teams and their host Offices 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
after final payment before destruction is authorized; those concerning transactions
valued at $2, 500 or less must be retained for at least three years after final pay-
ment before destruction is authorized. Storage and destruction of such files is
t lie responsibi.ity of the Agency Records Center.
Temporary retention of completed files in the current working 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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OFFICE OF LOGISTICS PROCUREMENT NOTE NO. 34
c. Each team will be responsible for arranging the physical movement c;f its
completed contract files to the Recorch Center alter completing t1 e necessary pack-
a, i.ng, labelin , and documentation. When contract records are eligible 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 two
different time periods, it is recommended that files of transactions over $2, 500
be processed separately from those of $2, 500 or less to permit a more orderly
disposition program at the Records Center.
e. Forms completed in accordance with paragraph 2. c. above will be sent to
the Office of Logistics Area Records Officer (OL/ARO) who will complete Part II
of Form 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"
block of Part II will contain both the office designation of the contracting team con-
cerned and "Director of Logistics, or his designee. " The rights of reference to the
files will not be extended to any other Agency component without the approva. of the
Director of Logistics after coordination with the chief of the contracting tear., con-
cerned. The "Cite Schedule or Authority" block (Part II, Form 140) will contain
an Office of Logistics Records Control Schedule number which will be inserted by
the OL/ARO,
f. Copies of the approved Records Retirement Request and the 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.
Both the team concerned and the Director of Logistics, or his designee, may inde-
pendently request the records for reference use.
g. Before 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 guidance to team records custodians in the per-
formance of their responsibilities concerning contract procurement records.
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O1-'FICE OF LOGISTICS PROCUREMENT NOTE NO. 34
i. A host Office or Directorate may include contract procurement records in
its own Records Control Schedule, however, it is suggested that the entry inc'catc
the Office of Logistics as the office-of-record since that Office has the ultimate
responsibility for all Agency procurement.
a. Vital records and material considered in this Procuremen, Note are those
specific procurement documents, records, or reference material in the poss :ssi.on
of each team which are essential to its continued operation in an e nergency and
which, 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 the terms of the procurement instrument.
b. Vital material is sent to the Agency Records Center on Tuesday of each week
by the OL/ARO. Teams having vital material for transmittal to the Records Center
should complete Vital Materials Transfer Slip (Form 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. Periodically, 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 FILES
Policies and procedures for the maintenance and retirement of contract procure-
ment records set out in this Procurement Note are in no way concerned with the
maintenance and retirement of Research and Development Project Case Files. The
retirement and disposal of project case files are governed by the criteria of a sepa-
rate General Records Schedule, are the responsibility of project and/or technical
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OFFICE OF LOGISTICS PROCUREMENT NOTE NO. 34
officers, and the only responsibility of a contracting officer in connection there-
with is to provide copies of contractual documentation which must be made a.
part of such files.
Distribution:
2 - DD/S
1 - PMS/DD/SST
1 - PMS/ORD/DD/SST
1 - SCSPB/OEL/DD/SST
1 - IIDD/P
1 - SC&PS/TSSG/NPIC/DD/I
2 - PD/OL
oin P'.-Blake
Director of Logistics
All distribution with attachments.
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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-
turned to the originating office. Additional copies may be prepared as
indicated by your RAO.
For Reference Service on Records Transferred to
Storage Complete Form 490 and Refer to Above
Job Number.
PART I (TO BE COMPLETED BY THE RECORDS CUSTODIAN)
TO:
CHIEF, ARCHIVES AND
FROM:
(Office)
DIVISION
RECORDS CENTER B
RANCH
SECTION
APPLICATION IS MADE FOR RETIREMENT OF THE RECORDS DESCRIBED BELOW
DESCRIPTION OF FILE SERIES (Use description in Records Control Schedule and inclusive dates.) IF NECESSARY TO LIST RECORDS, USE FORM NO. 140a, RECORDS
SHELF LIST (Check appropriate box below.)
SHELF LIST ATTACHED ^ SHELF LIST INCLUDED IN TRANSFER
CLASSIFICATION OF RECORDS
FILE EQUIPMENT OCCUPIED BY RECORDS
El LETTER ^ OTHER (Specify)
LEGAL _ NUMBER OF DRAWERS
APPROXIMATE REFERENCE ACTIVITY PER MONTH
LOCATION OF RECORDS
BUILDING
ROOM
EXTENSION
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 (If no restrictions write "None")
DISPOSITION AUTHORIZATION
CITE SCHEDULE OR AUTHORITY
SCHEDULED DESTRUCTION DATE
BUILDING
ROOM
EXTENSION
DATE
SIGNATURE OF RECORDS ADMINISTRATION
OFFICER 400004-4
FORM
4-66
140
 FOLD
HERE
PART III (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
JOB NO. AREA ROW SPACE
DISPOSAL ACTIVITY
OFFICE DIVISION BRANCH SECTION DISPOSAL DATE
AUTHORITY FOR DISPOSAL
SCHEDULE NO. (or Lift) PAGE REM
REMARKS
RECEIPT PROCESSING
CUBIC FEET
NO. OF CONTAINERS
TYPE OF CONTAINERS
DATE RECEIVED
RECEIVED BY
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FOLD
HERE
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B
F
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DESCRIPTION AND DATES
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FORM
4.62 I40a USE PREVIOUS EDITION. (22)
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TAB
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 DATE oApp roved For
DOCUMENT(S)
SECURITY CLASSIFICATION IDEPOSIT NUMBER
lease 2006/04/13 : - - -
DESCRIPTION OF MAT IAL
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FORM 620 EOBSOLETE D IT IONS PREVIOUS
12? 65 620 RECORDS DEPOSIT SLIP (13.46)
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6 November 1969
The disposition rules on Contract files are so confusing I can't
make sense out of them at all. You stress that they should. be permanent.
Rita says they are not. O/Log has two kinds with Temporary retention
(under $2,500 and over $2,500). Last week an O/Commo Schedule had.
Contract files. Gerry tells me O/Finance keeps Contract files. You say
the Contract Office should keep the files. Sal has been conducting
meetings about Contracts in DDS&T. The handbook by DDS&T I circulated
has a half page on Contracts.
All in all I simply can't understand everyone because they are
each talking about different things and all are calling them Contract
files. No one has defined the term and separated personnel records
from financial records or project records related to contracts.
Please see if you can find time to sort this out in one of your
nice Staff Study formats so that we can nail it down and get some
agreements.
Chief
Records Administration Branch
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N F C H 3
'LA t.1li.Lai.
 6 November 196
i
25k1
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The disposition rules on Contract files are so confusing I can't
make sense out of them at all. You stress that they should be pert-nanent.
Rita says they are not. O/Log has two kinds with Temporu.ry retention
(under $2,500 and over $2,5CO). lest week an 0/Coo Schedule had
Contract files. Gerry tells me 0/Finance keeps Contract files. Y"-"u say
the Contract Office should keep the files. Sal has been conduetirr;
meetings about Contracts in DDS&T. The handbook by DDIB&'I I circullted
has a half page on Contracts.
All in all I simply can't understand everyone because they are
each talking about different things and ,rll are calling them Contract
files. No one has defined the term and separated personnel records
from financial records or project records related to dontracts.
Please see if you can find time to sort this out in one of your
nice Staff Study formats so that we can nail it down and get some
agreements.
I I
file.
Records Administration Branch
DDS/SSS/RAB~
(6 Nov. 69)
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