[Code of Federal Regulations]
[Title 48, Volume 1]
[Revised as of October 1, 2003]
From the U.S. Government Printing Office via GPO Access
[CITE: 48CFR4.802]

[Page 72-73]
 
            TITLE 48--FEDERAL ACQUISITION REGULATIONS SYSTEM
 
                CHAPTER 1--FEDERAL ACQUISITION REGULATION
 
PART 4_ADMINISTRATIVE MATTERS--Table of Contents
 
                  Subpart 4.8_Government Contract Files
 
Sec.  4.802  Contract files.

    (a) A contract file should generally consist of--
    (1) The contracting office contract file, that documents the basis 
for the

[[Page 73]]

acquisition and the award, the assignment of contract administration 
(including payment responsibilities), and any subsequent actions taken 
by the contracting office;
    (2) The contract administration office contract file, that documents 
actions reflecting the basis for and the performance of contract 
administration responsibilities; and
    (3) The paying office contract file, that documents actions 
prerequisite to, substantiating, and reflecting contract payments.
    (b) Normally, each file should be kept separately; however, if 
appropriate, any or all of the files may be combined; e.g., if all 
functions or any combination of the functions are performed by the same 
office.
    (c) Files must be maintained at organizational levels that ensure--
    (1) Effective documentation of contract actions;
    (2) Ready accessibility to principal users;
    (3) Minimal establishment of duplicate and working files;
    (4) The safeguarding of classified documents; and
    (5) Conformance with agency regulations for file location and 
maintenance.
    (d) If the contract files or file segments are decentralized (e.g., 
by type or function) to various organizational elements or to other 
outside offices, responsibility for their maintenance must be assigned. 
A central control and, if needed, a locator system should be established 
to ensure the ability to locate promptly any contract files.
    (e) Contents of contract files that are contractor bid or proposal 
information or source selection information as defined in 2.101 must be 
protected from disclosure to unauthorized persons (see 3.104-4).
    (f) Agencies may retain contract files in any medium (paper, 
electronic, microfilm, etc.) or any combination of media, as long as the 
requirements of this subpart are satisfied.

[48 FR 42113, Sept. 19, 1983, as amended at 54 FR 20496, May 11, 1989; 
55 FR 36794, Sept. 6, 1990; 59 FR 67016, Dec. 28, 1994; 62 FR 232, Jan. 
2, 1997; 67 FR 13063, Mar. 20, 2002]