Office of the Chief Information Officer

United States Department of Agriculture

Contracting, Procurement, Supply Records

Corporate Property Automated Information System (CPAIS) – Tool for the management of USDA procurement and property information and records.  CPAIS is an online, web-based database management system used by the USDA employees to access property management information and source data integrated with the corporate financial management system.  Master File – Real property data input includes USDA agency users, GSA (STAR) month upload, and financial data.

Retention

Cut-off at the end of the calendar year.  Delete/destroy 6 years after Cut-off date or when no longer needed for administrative, legal, or audit purposes.

GRS or Approved Records Schedule

N1-016-09-4, Item 3

Disposal Authority

N1/016/09/4/3

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Procurement Reports – Correspondence and reports pertaining to bids, awards, inspections, and payments

Retention

Destroy when 3 years old; other offices when 1 year old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 5000-6

Disposal Authority

N1/016/84/1/5000/6

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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USDA Procurement Reporting System – Use for material pertaining to the automated payment system within the Department that dictates the  use of a standard Department-wide procurement identification system for reporting and control.

Retention

Destroy when superseded or obsolete.

GRS or Approved Records Schedule

NC1-16-84-1, Item 5010

Disposal Authority

N1/016/84/1/5010

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Sureties – Documentation of requirements stipulated when a bid performance, payment bond, or individual surety is required.

Retention

Destroy when superseded or obsolete.

GRS or Approved Records Schedule

NC1-16-84-1, Item 5030

Disposal Authority

N1/016/84/1/5030

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Consulting Services – Lists and costs of persons who are members of a particular professional or possess a special skill and who are not officers or employees of the contractor.

Retention

Destroy when superseded or obsolete.

GRS or Approved Records Schedule

NC1-16-84-1, Item 5070

Disposal Authority

N1/016/84/1/5070

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Contract Disputes – Includes copy of contractors’ claims to the Procurement Contracting Officer, the Contracting Officer’s decision, correspondence, and reports.

Retention

Destroy when superseded or obsolete.

GRS or Approved Records Schedule

NC1-16-84-1, Item 5080

Disposal Authority

N1/016/84/1/5080

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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