AGENCY: Governor's Office of Economic Opportunity. Business Development

SERIES: 14229
TITLE: Contract electronic database
DATES: 1992-2015.
ARRANGEMENT:

DESCRIPTION: Database managed withthe commercial software package Quattro Pro and paper reports generated from the database at irregular intervals, maintained in order to allow rapid access to information about contracts entered into by the department (DCED) or its constituentagencies. Database includes: contract name and number, contractor name, begin and end dates, program within DCED responsible for contract, bid process used, budgeted amount for project, invoice numbers, contract amount, and balance owing. The two paper reports include the current contract report which lists all contracts which are in force and includes: date updated, contract number, name of contractor, amount, expiration date, and contracting agency and the the summary report which lists all contracts in the database and includes: contract number, contractor, begin and end dates, contract amount, amount paid, and balance owing.

RETENTION

Retain for 6 year(s) after expiration of contractual agreement

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 6 years after termination of contract and then delete.

Paper: Retain in Office until administrative need ends and then destroy.

APPRAISAL

Legal

This disposition is based on UCA 78-12-23 (1984) which says that actions against contracts cannot be brought after six years after expiration of contract.

PRIMARY DESIGNATION

Public