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Chapter 05 Property and Procurement

July 22, 2009

These operational records relate to acquisitions of real property, personal property, non-personal services, and supplies as part of daily procurement operations. This chapter includes the contract case files and related papers, but EXCLUDES records related to acquisitions of facilities for Presidential libraries. The latter records are covered in Chapter 14. Also EXCLUDED are records maintained at regional records services facilities (see Chapter 2, items 266 and 267).

Real Property

File #DescriptionDisposition
501 Real Property Title Papers
Title papers documenting the acquisition of real property (by purchase, condemnation, donation, exchange, or otherwise), but EXCLUDING papers relating to the acquisition of facilities for Presidential libraries which are described in Chapter 14.
501-1 Records relating to property, but EXCLUDING abstract or certificate of title. Place in inactive file following acquisition. Cut off inactive file annually.
Retire to records center when 2 years old.
Dispose of 10 years after unconditional sale OR release by the Government of conditions, restrictions, mortgages, OR other liens. (GRS 3, item 1a)
501-2 Abstract or certificate of title. Transfer to purchaser after unconditional sale OR release by the Government of conditions, restrictions, mortgages, OR other liens. (GRS 3, item 1b)
502 Property Disposal Case Files
Case files on disposal of surplus real and related personal property. DISPOSAL NOT AUTHORIZED. Disposition to be determined at a later date.

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General Services and Supply

File #DescriptionDisposition
503 Office General Services and Supply Files
Records relating to acquisition, maintenance, utilization, and control of office equipment, supplies, utilities, and space; and telecommunications, transportation, printing, publication, custodial, and other services. Included are: requisitions for equipment, supplies, and services (NA Form 5007s); communications about the requisitions or services; and related records. EXCLUDED are official purchase order and contract files described under file no. 519. Cut off annually.
Destroy when 1 year old. (N1-64-87-1)

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Personal Property

File #DescriptionDisposition
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)

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Procurement

File #DescriptionDisposition
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)

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Electronic Copies of Records Contained in this Chapter

File #DescriptionDisposition
599 Word Processing Files and Electronic Mail (E-mail) Records
599-1 Word Processing Files. Documents such as letters, memoranda, reports, handbooks, directives, and manuals recorded on electronic media, such as hard disks or floppy diskettes, after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. Delete from the word processing system when no longer needed for updating OR revision. (GRS 20, item 13)
599-2 E-mail Records. Senders’ and recipients’ versions of e-mail messages that meet the definition of Federal records, and any attachments to the record messages after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. Delete from the e-mail system after copying to a recordkeeping system. (GRS 20, item 14)

NOTE: Along with the message text, the recordkeeping system must capture the names of sender and recipients and date (transmission data for recordkeeping purposes) and any receipt data when required.
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