Overview
FAR 4.805 establishes the mandatory procedures and timelines for the handling, storage, and disposal of contract files, ensuring agencies comply with the National Archives and Records Administration (NARA) General Records Schedule 1.1. It provides a standardized framework for how long procurement records must be maintained across various media types before they can be legally destroyed.
Key Rules
- Media Neutrality: Procedures apply to all media, including paper, microfilm, and electronic formats; agencies may convert original documents to alternate media as long as the reproduction is complete, accurate, and protects against data alteration.
- Standard Retention Period: Most contracts and related records (including successful and unsuccessful proposals) must be retained for 6 years after final payment.
- Canceled Solicitations: Files for solicitations that are canceled must be kept for 6 years after the date of cancellation.
- Construction Payrolls: Contractor payroll records submitted under construction contracts must be retained for 3 years after contract completion (unless subject to an enforcement action).
- Litigation and Investigations: Records involved in pending cases, protests, or investigations must be kept until final settlement or until the standard retention period ends, whichever is later.
- Mixed Records: If administrative records are mixed with program records and cannot be easily separated, the entire file must be kept for the duration required by the program records.
- Destruction of Originals: Signed originals may be destroyed after an authorized official verifies that the electronic or alternate media copies are accurate and complete, unless law specifically requires the original to be kept.
Practical Implications
- Contract Closeout: The "final payment" date is the critical trigger for the retention clock; Contracting Officers must ensure accurate closeout dates are recorded to avoid premature destruction or unnecessary storage costs.
- Audit Readiness: Because records must be maintained for at least six years post-payment, contractors and agencies should ensure their digital filing systems are searchable and robust enough to support audits or litigated claims that arise years after the work is completed.