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OAC 260:115-5-9 - Retention of state agency acquisition records

  1. Retention time period. A state agency shall retain all records relative to acquisitions and contracts as follows:1
    1. Acquisitions independently processed by agency. Retain documents for the duration of the contract term and for a period of seven (7) years following completion and/or termination of the acquisition, provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, and provided no legal actions are pending. If an audit, litigation, or other action involving such records is started before the end of the seven (7) year period, the records shall be maintained for two (2) years from the date all issues arising from the action are resolved or until the end of the seven (7) year retention period, whichever is later; and, 
    2. Acquisition documents submitted to Central Purchasing Division for processing. Retain documents until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.
    3. Acquisition documents processed by Central Purchasing Division. The Central Purchasing Division shall retain documents for the duration of the contract term and for a period of seven (7) years following completion and/or termination of the acquisition, provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, and provided no legal actions are pending. If an audit, litigation, or other action involving such records is started before the end of the seven (7) year period, the records shall be maintained for two (2) years from the date all issues arising from the action are resolved or until the end of the seven (7) year retention period, whichever is later.
  2. Records retention location. A state agency shall retain procurement records and documents in a reasonably accessible location unless a written waiver is provided by the State Purchasing Director. 
  3. Records availability. A state agency shall make acquisition records available to the State Purchasing Director for review and the OMES Audit staff for audit purposes. 
  4. Records to be retained. A state agency shall retain acquisition records to include but not limited to justification for the acquisition, supporting documents, related information, acquisition contract, evaluations, other evidence of contractor performance and written reports. 

Associated Statutes

Oklahoma Central Purchasing Act
74 O.S. § 85.5 Powers and Duties of State Purchasing Director
74 O.S. § 85.10 Records Open for Public Inspection

Purchasing Reference Guide

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Oklahoma Office of Management and Enterprise Services
2401 N Lincoln Blvd.
Oklahoma City, OK 73105

 

 

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