Contractor Records.pdf

The provision at 52.204-6, Data Universal Numbering System (DUNS) Number, must be inserted in solicitations that require a Commercial and Government Entity (CAGE) code and do not contain the clause at 52.204-7, Central Contractor Registration.
The provision at 52.204-5, Women-Owned Business (Other Than Small Business), must be inserted in all solicitations that are not set aside for small business concerns, exceed the simplified acquisition threshold, and are for contracts performed in the United States or its outlying areas.

Contractor Records Retention

Contractors must retain records for 3 years after final payment or for a longer period if specified in a contract clause or if the contractor retains the records for its own purposes.
Records include books, documents, accounting procedures and practices, and other data, regardless of type or form.
Contractors may duplicate or store original records in electronic form if they meet certain requirements, including preserving accurate images and maintaining an effective indexing system.
Computer data must be retained on a reliable medium for the prescribed time periods and may be transferred from one medium to another if the integrity and security of the data are maintained.

Retention Periods

The retention periods for specific records are as follows:
+ Financial and cost accounting records: 4 years
+ Material, work order, or service order files: 4 years
+ Cash advance recapitulations: 4 years
The retention periods are calculated from the end of the contractor's fiscal year in which an entry is made charging or allocating a cost to a Government contract or subcontract.