RETIREMENT OF CONTRACT PROCUREMENT RECORD

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00039R000100100005-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 12
• Document Creation Date: December 19, 2016
• Document Release Date: March 23, 2006
• Sequence Number: 5
• Publication Date: July 1, 1969
• Content Type: REGULATION

Approved For Release 2006/04/13 : CIA-RDP72-00039R00010010000 -3
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Approved For Release 2006/04/13 : CIA-RDP72-00039R000100100005-3
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Approved For Rease00 /13 : CIA-RDP72-00039R000100100005-3
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Approved For Release 2006/04/13 : CIA-RDP72-00039R000100100005-3
 -Approved For Release 2006/04/13 : CIA-RDP72-00039R000100100005-3
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Approved For Release 2006/04/13 : CIA-RDP72-00039R000100100005-3
 Approved For,Iea006/04/13: CIA-RDP72-0003901
OFFICE v; LOGISTICS
ROCUREM :NT NOTE NO. 27
- I JUL 1969
In accordance with agreements reached among the
several decentralized contracting teams and their host
Offices or Directorates, the following policies and pro-
.cedures for the retirement and disposal of contract pro-
curement records will apply:
a. Files of transactions valued at more
than $2,500 may be destroyed 6 years after
final payment; those of transactions valued
at $2,500 or less may be destroyed 3 years
after final payment.
b. 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 decentralized team.
c. Each team will be responsible for arranging
for the physical movement of its completed contract
files to the Records Center after completing the
-necessary packaging, labeling, and documentation.
When contract records arc eligible for retirement,
the custodian of the records will complete Part I
of Records Retirement Request [Form 140] and a Re-
cords Shelf List [Form 140a]. The method of pre-
paration and the numbers of copies of the forms are
described generally on each.
d. Since contract procurement records may be
destroyed according to two different time periods,
it is recommended that files of transactions over
52,500 be processed separately from those of $2,500
or less to permit a more orderly disposition program
at the Records Center.
l.c. above will be sent to the Office of Logistics
Area Records Officer [OL/ARO] who will complete ?art
-{.` 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
(. r?w
Approved For Release 2006/04/13 : CIA-RDP72-00039 00i0G1O0g0 I 9 4197
 Approved For eIea*&2006/04/1`3` CIA-RDP72-00039, 0 OIQW 00005-3
0"", CL'- OF LOGISTICS
PROCUREM NT NOTE NO. 271
o Records" block of Part II will contain both
-::e office designation of he contracting team
concerned and "Director of Logistics, or his
designee- The rights of reference to the files
will not be extended to any other Agency compo-
nent without the approval of the Director of Logis-
tics after coordination with the chief of the con-
tracting team concerned.
f. Copies of .the approved Records Retirement
Request and the Records Shelf List prepared by each
tea::: 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
preference purposes. Both the team concerned and the
Director of Logistics or his designee-may independently
request the records for reference use.
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'will provide guidance to team re-
cords custodians in the performance of their responsi-
bilities concerning contract procurement records.
2. A host Office or Directorate may include contract
-urccurement records in its own Records Control Schedule, how-
ever it is suggested that the entry indicate the Office of
Logistics as the office-of-record since that Office has the
i-a-ze responsibility for all Agency procurement. The
"Cite Schedule or Authority" block (Part II, Form 1401 will
'-:ta~ e gistics Records Control Schedule
?:u:b e r . ~....
Policies and procedures for the maintenance and re-
tirement of contract procurement records set out in this Pro-
curement Note are in no way concerned with the maintenance and
retirement of Research and Development Project Case Files. The
Approved For Release 2006/04/13 : CIA-RDP72-00039R000100100005-3
 \" }11 ".- I I
Approved For,Relea*~,2006/04/13~~' I~d1 F~[O -` th 4 O0iQ,(100005-3
J 7 ICE OF LOGISTICS
PROCUREMENT NOTE NO. 27
re ircuent and disposal of project case files are governed
iv the criteria of a separate General Records Schedule, are
~i~" responsibility of project and/or technical officers, and
:ho only responsibility of a contracting officer in connection
~.. r~..,i is to provide copies of contractual documentation
which must be made a part of such files.'
The operation of these records retirement procedures
will be observed and reviewed over the next several months.
Each team is requested to share in this review and to offer
su;gestions which it feels will contribute to the efficiency
and effectiveness of the system.
Distribution:
2 - DD/S
- P:,IS/ DD/ S qT
- C$AS/ORD/DD/S&T
- SC;PB/OEL/DD/S$T
-~DD/P
SC& PB/TSSG/NPIC/DD/I
2 - PD/OL
Da. CRa Member.
c"; Advisor
- SSS/RAB
- OL/EO/R&SB
L/L Cbrono
125 Jun 69)
'' eorge E. Me oon
/%Di%rector of Logistics
Approved For Release 2006/04/13 CIA-RDP72-00039R000100100005-3
 Approved r elease 2006/04/13 : CIA-RDP72-00000100100005-3
U1 XCT-' :XC . 7
MCr:i;~ ,.~i~.. ;i"1C
J:~.'~:_..i GJCOilt_ .. ..eC'. ?. v..?; C1C I': '?' tG.,.,I1S a..
0 ces or i}:.rectora cs? ee o 0Win jo C: es al:u
Cc tires Gr the Ctir~ .. anc. GJc)Osal Of contract, prG-
curem n t records wi pay.
i -_as O C .G:.S vaucd , t more
$2,500 may he destro;ted 6 years after
:.._ 1~11 yi.l0 G tsact 0::5 Va uoa
at 2,500 or lest, ...ay be destroyed 3 years
after final paym
b. T( I:.por:~ry =et :.t or G~ co: to fwies
tao cu re nt lior ? area or Baca cecen fret l%.oa
CO ntraCtl:~~ to p: _0r to t..er r r et lrel:i r.t to t :G
e:., y Records Cen e_ will ao at t'-a discrL; ion
r
o. aac.. dace.:..re.. ,.Oa.r.
c. Each tea... l,ri' I be responsible for arras
0i :he p ysic .: :eve e 0 its completed CG, r..ct
~:les to he R cor S t : er .%te CO: j t tam
n cessary iabell ls, and documen ta:.i0 .
'..er. cost Ct records ..re e i~ib_e for aura Or.
e custodian a1 the records will Corp ete Part I
o Records ReL: -ronent ec uO L."Grm :4U and a R,.cords S::a__ .,_St Or The lc t.IOC Gf ore -
raration ad t.: .umbers O copies Or t:^.G forms .r :
described gene ally On each.
Si..c cc n,.ract prG.ureme._t records may be
C Stroyec accorC n to two aifre rit :.;(L CiOG;i,
_ as -a cer ~h. ,. ru es OS Iran c:ions over
$2, 500 be procesSeC se Mare: y rrc :. ...Otte Of $ 2, JeO
or 7 3 S S to er...t a r.ore or crly disposition pro,=ram
..t the Records Ce zter.
a e. : orms co .slated _ n accordance with paraj _
.e. ove wit' e Sent t0 the Gffic O:< Lvcf~S.tl~s
y~ O?'~iCte ~^
ROCCrds C' y. CC r Zvi ~tCi:~v~ lt'!:O ltil i ...
1`20 ..-.:d r0rwarC O necess ." y COpi05 .:O
:.c Records COI:ter o~ .cce ptance ...n d _ e ssigr.ae
O #. refere nee f ob numb o r . The? ttReStrictioi S or. usl':
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I1/7
 Approved For 89lease 2006/04/13 :CIA-RDP72-000398000100100005-3
O LOGISTICS
NOTE NO. 27,
c :Records" flock of Par., 11 will contain both
office dc;sin-nation of he co-tractinc.rr team
concerned nd 'a Director o~ Losgstics, or .
Jes g-nec aa` The rights of reference to they
~ .. ACS
ill not be extended to any other Agency compo-
r. nt without the p?.Proo-f the Director of Logis-
tics after coordination with the chief of the
con- team concerned.
Copies o= .the approved Records Retirement
Request and the Records She: f List prepared by each
tea. will be provided to the team's custodian of
records, and copies will be retained by the OL/ARO.
Si.el: 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 independently
recuest the records for reference use.
g. Before retiring its records to ,.he Records
Cen te:r, each contracting team must insure that i;:s
contract procurement files contain only contractual
c.ocu.ents and supporting papers and -that no sensitive
o'.per.ation al information is included.
h. The OL/ARO'will provide guidance to team re-
cords custodians in the performance of t eir responsi-
bilities concerning contract procurement records.
2. A host Office or Directorate may include contract c-ement records in its own Records Control Schedule, ow-
is suggested that the entry indicate the Office of
.o istics as the office-of-record si ce that Office has the
"_,_ ma :e responsibility for all Agency procurement. _he
'aC Schedule or Auehority'a block iPart II Form 140'i Will
~o =ow.. =~ .ice frog s; 'cs Records Control Scchedu. e
3. Policies and procedures for the maintenance and re-
iremer.t of contract ;,rocurement records set out this Pro-
cremer:t Note are in no way concerned with the maintenance anc
retirement of Research and Development Project Case Files he
Approved For Release 2006/04/13 : CIA-RDP72-00039R000100100005-3
 Approved For Jease 2006/04/13 vCIA-RDP?2-000390 0100100005-3
v , ICE 3I LOGISI ICS
P`OCUI'E~IIINT NOTE NO. 27
rot 0 0-..- and disposal o troj CCt case files are governe
1V : C or OL Se a3 its Gr%il Records SC eC.l lG, are
nro? Oct and/or technical o. r~ce s, and
restons-bi_ity of a contracting officer in connection
is to trovl.'.e copies c,- contractual documentatJon
l1. ich must be made a tart of suc fiies.
. The operation o- these records retirement procedures
be observed and reviewed ove the next several nonths.
ac.- team is revues-, ed to share in this review and to offer
sL: ,gesta.ons which it feels will co: tribute to the e.ffic i ency
an e fectiveness 0- the system.
Gorge 1 . xe o n
Dist _bution:
2 - DD/S
- ? S/DD/S&.
- C$AS/ORD/DD/ S T.
- SC 'B/0r I /DD/S4z
SSG
?D/OD
CR3. Member /~
Advisor
SSS/RAB
- OL/EO/R&SD.
- L. L V:ficial
/.1 C :oao
2- ._CRB
P5 Jun 69)
Approved For Release 2006/04/13 CIA-RDP72-00039R000100100005-3
 Approved For Tlease '006/04/13 : CIA-RDP72-00039ROO01 OW0005-3
O ICF: OF LOGISTICS
PROCUREMENT NOTE NO. 27
G. 3. JUL 1?6'
:ETIREMENT OF CON ^ACT 'ROCUtEMENT RECORDS
1. In accordance with agreements reached among the
several decentralized contractin' to ns and their host
Offices or Directorates, the following policies and pro-
ces_ures for the retirement and disrosal of contract pro-
curoment records will apply:
a.. Files of, transactions values: at more
than $2,500 may be destroyed 6 years after
=inal payment; those of transactions valued
at :2,500 or less may be destroyed 3 years
after final payment .
b. Temporary retention of completed files
in the current working area of each decentralized
contracting team prior to their retirement to the
A encyRecords Center will be at the discretion
of each decentralized
c. Each team will be responsible for arranging
for the physical movement of its completed contract
files to the Records Center after completing the
::accessary packaging, labeling, and documentation.
when contract records are elinible for re tirement,
:i;e custodian of the records will complete Part I
of Records Retirement Request [Torn 1401 and a Re-
cords Shelf List [Form 140a]. The method of pr?-
aration and the numbers of copies of the forms are
described generally 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 $2,50C
o-- less to permit a more orderly disposition progr&m
ut the Records Center.
e. Forms completed in accordance with paragraph
l.c. above will be sent to the Office of Logistics
A? ea Records Officer [OL/ARO) who will complete Part
.I 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
Approved For Release 2006/04/13: CIA-RDP72-00039RQQQ1Qd10Q0'05-3
O 9 4197
 Approved For R Iea 0 / " f1.3;: CJ SDP 0003 R 001 0005-3
OFFICE OF LOGISTICS
P1OCUREMENT NOTE NO. 27
or Records" block of Part II will contain both
the office designation of the contracting team
concerned and "Directo:^ of Logistics, or his
designee". The rights of reference to the files
will not be extended to any other Agency ccmpo-
nent without the approval of the Director of Lo -is-
tics after coordination with the chief of the cdn-
`.;racting team concerned.
f. Copies of the a:7proved Records Retirement
.,cauest and the Records Shelf List prepared by each
'aoam will be provided to the team's custodian of
_-ecords, and copies will be retained by the OL/ARC.
Shelf Lists and job nun`L7ers 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 independently
request the records for reference use.
g. Before retiring its records to the Records
Center, each contractinc 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 will nrovid.e guidance to team re-
cords custodians in the performance of their responsi-
bilities concerning contract procurement records.
A host Office or Directorate may include contract
procurement records in its own Records Control Schedule, how-
ever it is suggested that the entry indicate the Office of
Logistics as the office-of-record since that Office has the
u t_imate responsibility for all Agency procurement. The
""Cite Schedule or Authority" block (Part II, Form 140] will
contain an Office of Logistics Records Control Schedule
number.
~. Policies and procedures for the maintenance and re-
~;rerient of contract procurement records set out in this Pro-
curement Note are in no way concerned with the maintenance and
retirement of Research and Development Project Case Files. The
Approved For Release 2006/&,4/13 CIA-RDP72-00039R000100100005-3
 Approved For WIease 006( 411`3't BA RT[ p 00039gP010Q 00005-3
OFFICE OF LOGISTICS
P OCU.2EMENT NOTE NO. 27
retirement and disposal of ns-)_?o j ect case files are governed
by the criteria of a separate General R,2coads Schedule, are
the responsibility of project: and/or technical officers, and
the only responsibility of a contracting officer in cont'tection
therewith is to provide copies of contractual documentation
which roust be made a part of such files. .
10. The operation of these records retirement procedures
will be observed and reviewed over the next several months.
Each team is requested to share in this review and to offer
suggestions which it feels will contribute to the efficiency
and effectiveness of the system.
Distribution:
2 - DD/S
1 - PMS/DD/S&T
- C ;AS/ORL /DD/S&T
I - SC&PB/OEL/DD/S&T
z - DD/P
- & SSG/NPIC/DD/I
George E. Me.:oon
4'Director of Lolfistics
1 - SSS/RAB
1 - OL/EO/R$SB/
2 - `,?D/0L
1 -
Ea. CRB
Memb'cr
1 -
Ea. CRB
Advisor
1 -
OL Offi
cial
1 -
D/L Chr
ono
2 -
ACRB
ACRD I[25 Jun 69]
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RDP72-0,0039R000100100005-3