CENTER FOR EDUCATION STATISTICS
OFFICE OF EDUCATIONAL RESEARCH AND IMPROVEMENT 
U.S. DEPARTMENT OF EDUCATION


                                       
SUBJECT:   STANDARD FOR MAINTAINING CONTRACT FILES                
EFFECTIVE DATE: 02/09/87   CES STANDARD 87-02-03
                                       
PURPOSE: To ensure that contract files contain all information about the requirements and conduct of a contract.          
                                       
  o Project Officers are responsible for maintaining an up-to-date file on each contract. The file must be maintained for the same period as official files (those maintained in the contracting office) normally 6    
    years and 3 months after final payment has been made. This file will include:      
                                       
    - Planning documents, notes from planning meetings, and comments from peer reviewers.      
                                       
    - Copies of relevant legislation and Department policies, if applicable.
                                       
    - The RFP; PAR, and Government cost estimates.                        
                                       
    - The Recommendation for Award memo and Technical Evaluation Report including individual evaluations of panel members.        
                                       
    - Contract and modifications.                              
                                       
    - Copies of approved vouchers.                            
                                       
    - Deliverables and copies of written reviews of the deliverables by the project officer and other peer reviewers.  
                                       
    - Copies of signed correspondence between project officer or contract officer and the. contractor.      
                                       
      Dated notes of meetings or substantive telephone conversations between project officer and contractor.
                                       
      Dated notes of meetings or substantive telephone conversations with project officer and contract officer.      
                                       
      Approvals by Assistant Secretary and Director, CES.                  
                                       
      OMB approval package and approval notifications.                    
                                       
      Copies of technical documentation prepared in accordance with CES Standard for Survey Documentation.        
                                       
      Project Officer's summary and evaluation of the project.            
                                       
RELATED STANDARDS:                                
                                       
  o CES Standard for Survey Documentation, 87-04-01
o CES Standard for Monitoring Survey Contracts, 87-02-02 
o CES Standard for Maintaining Confidentiality, 87-04-03 
                     

RELATED CHECKLISTS, FORMS AND DOCUMENTS:
               
  o Comprehensive Records Disposition Schedules, 05-83, U.S. Department of Education