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EPA Records Schedule 036
Status: Final, 07/31/2010
Title: Routine Procurement Files
Program: Procurement
Applicability: Agency-wide
Function: 405 - Supply Chain Management
NARA Disposal Authority:
This schedule authorizes the disposition of the record copy in any media (media neutral), excluding any records already in electronic form. Records designated for permanent retention must be transferred to the National Archives in accordance with NARA standards at the time of transfer.
- General Records Schedule 3/3
Description:
Contains Agency procurement and supply records documenting the acquisition of goods and non-personal services. Documents include copies of purchase documents (e.g., purchase requisitions, travel authorizations, training authorizations, contracts, credit card and bank card slips), direct deposit forms for vendors, specifications, bids, schedules of delivery, initiating requisitions, receipt, inspection, and payment. Related background material, such as computer printouts, funding obligations reports, etc., are also covered by this series.
Excludes: Copies of purchase requisitions maintained in originating program offices covered by EPA 110.
Disposition Instructions:
Item a(1)(a): Procurement organization copy of transactions that exceed the thresholds, dated on or after July 3, 1995
Includes transactions and related papers that exceed the simplified acquisition threshold of $100,000 and all construction contracts exceeding $2,000.
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Disposable
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Close inactive records upon completion.
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Destroy 6 years, 3 months after file closure.
Item a(1)(b): Procurement organization copy of transactions below the thresholds, dated on or after July 3, 1995
Includes transactions and related papers at or below the simplified acquisition threshold of $100,000 and all construction contracts at or below $2,000.
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Disposable
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Close inactive records upon completion.
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Destroy 3 years after file closure.
Item a(2)(a): Procurement organization copy of other transactions exceeding $2,000, dated earlier than July 3, 1995
Includes transactions and related papers that utilize other than small purchase procedures and all construction contracts exceeding $2,000.
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Disposable
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Close inactive records upon completion.
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Destroy 6 years, 3 months after file closure.
Item a(2)(b): Procurement organization copy of other transactions under $2,000, dated earlier than July 3, 1995
Includes transactions and related papers that utilize small purchase procedures and all construction contracts under $2,000.
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Disposable
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Close inactive records upon completion.
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Destroy 3 years after file closure.
Item b: Obligation copy held by Finance offices
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Disposable
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Destroy when funds are obligated.
Item c: Other copies of records described above used by component elements of a procurement office for administrative purposes
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Disposable
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Destroy upon termination or completion.
Item d: Data submitted to the Federal Procurement Data System (FPDS)
Includes electronic data file maintained by fiscal year, containing unclassified records of all procurements, other than small purchases, and consisting of information required under 48 CFR 4.601 for transfer to the FPDS.
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Disposable
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Close inactive records upon transfer.
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Destroy 5 years after file closure.
Guidance:
Given the complexity of the rules on procurement, offices should involve procurement officials when deciding which of the subitems to apply to a particular series of records.
Employees making purchases using the U.S. Government Purchase Card system are responsible for maintaining the documentation in accordance with disposition instructions for subitem a(1)(b).
Contract management records, including copies of purchase requisitions (PRs) related to the contract, held by Contracting Officers Representatives in the program offices are covered by EPA 020 (for Superfund site-specific contracts) and EPA 202 (for all other programs).
Records relating to Superfund site-specific funding or payment require special handling and are covered in EPA 024 for cost recovery.
See EPA 037 for Federal Employee Transportation Subsidy Records.
Copies of PRs and budget records maintained in the originating program office are covered in EPA 110 for office administrative files.
Budget formulation, development, and execution on an Agency level are documented in records held by the Office of the Chief Financial Officer and are covered by EPA 591 for budget background records and EPA 040 for budget reports.
Reasons for Disposition:
The following changes were made in the 07/31/2010 version:
- Revised the titles of disposition items a(2)(a)-(b).
The following changes were made to the 11/30/09 version:
- Revised the titles of disposition items a(1)(a)-(b) and a(2)(a)-(b), and added and corrected threshold amounts.
Conforms to NARA General Records Schedule 3, item 3.
Item e for electronic mail and word processing copies was deleted 08/15/2006 pursuant to NARA Bulletin 2006-04.
Custodians:
Multiple units
Related Schedules:
EPA 020, EPA 024, EPA 040, EPA 110, EPA 202, EPA 591
Previous NARA Disposal Authority:
None
Entry: 01/17/1995
EPA Approval: Not applicable
NARA Approval: 12/00/1998