Chapter V, Retention of Contractor Records, DOE 1324

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RETENTION OF CONTRACTOR RECORDS CONTRACTOR RECORDS SCHEDULES (CRSL. Twenty-six contractor records schedules and an index are issued as attachment 1 t o this chapter. The schedules contain records retention standards t h a t specify the retention, disposition, or destruction o f operating and onsite service contractor records. The standards apply toall records created, collected, or maintained using government f u n d s unless by contract provision the government does not have the right to assume custody or control of the records. Before applying the standards, however, compliance also i s necessary with the requirements and procedures i n chapter 111. See i n particular page 111-2, paragraph 5, Restrictions Affecting the Disposal of Records. AUTHOR IZATI ON TO USE CONTRACTOR RECORDS SCHEDULES (CRS1. ( a ) Authorization t o use contractor records schedule by operating and onsite service contractors is contained in the Department's Procurement 1-7.103-3, modified as set forth i n 4 1 CFR fj 9-7.103-3; and ( c ) 4 1 CFR Sub part 9-50.20 Retention Requirements for Contractor and Subcontractor See ( a ) 41 CFR 0 9-7.402-7 Examination of Records by ( b ) Contractor Records Schedules are for use by operating and onsite Regulations 4 1 C F R 0 9-50.001 defines these contractors: The following definition from the DOE Procureiflent "(1) Operating contracts are contracts: laboratories, production plants, a n d research facilities located on Government-owned or leased sites, where the programs being conducted are considered o f a long-term, continuing nature; located on contractor-owned or leased sites where the programs being conducted are 'of a long-term,

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continuing nature. An cxafiple of this category would be those contracts w i t h universitlts for the operation of Government-owned laboratories and the purpose o f conductlng long-term basic research sites, designated by the Senlor Procurement Official, HeadqUartetS, or t h e Head of the Procuring Activlty, t o be subject t o the provisions of this part... type contracts for the perfonance of services of a continuing nature for DOE a t Government-owned sites. (These generally would not include support service contracts such as those for management support services, technical evaluation, etc.) " ( 3 ) S i n g l e purpose contracts for the operation of process developmental units, pilot plants, and demonstration plants where the purpose isto demonstrate the viability of processes toward the goal of commerialiration are not considered t o be included unless designated operating 3. NEED FOR NEW STANDARDS. Ifa records retention standard is not provided inthe Contractor Records Schedules for a contractor record subject t o the provisions of the contract, the requirements of page 111-18, paragraph 11, Appraisal - Development o f New Standards, should be followed.