MEMORANDUM FOR SEE DISTRIBUTION › dpap › policy › policyvault › USA000932-20-… · Phase 3...
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OFFICE OF THE UNDER SECRETARY OF DEFENSE 3000 DEFENSE PENTAGON ACQUISITION AND SUSTAINMENT WASHINGTON, DC 20301-3000 MEMORDUM FOR SEE DISTRIBUTION SUBJECT: Standard Operating Procedure r Records Retention and Destruction in the Procurement Integrated Enterprise Environment To enable compliance with the records retention requirements of the Federal Acquisition Regulations 4.805, Dense Federal Acquisition Regulation Supplement 204.805, Financial Manageme Regul@ions Volume 1 Chapter 9, and N@ional Archives and Records Administr@ion and to meet audit requirements, a systematic records retention and destruction policy has been implemented in the Procement Integrated Enterise Environment (PIEE). The legacy and new applications within PIEE have generated over 200 million records created and stored within the suite of systems. PIEE will identi a records destruction d@e based on the closeout date r records associated with awards (contracts, grts, and other assistance documents). For docents not associated with an award, a records destruction date will be established based on the type of record and the date of the last action in the system. PIEE eleconic records awaiting destruction will be stored in the Electronic D@a Access cability r their required reteion periods and systematically destroyed aſter the records retention period has passed. A record of destruction, inclusive of the minimum set of d@a elements needed to identi whether a record once existed in PIEE, will be maintained in PIEE aſter the documents d associated data r a record have been destroyed. Components will be able to identi docents th@ need to be excluded om destruction due to investigation, litigation, or historical significance. PIEE Records Retention & Destruction is planned r implementation using the phased approach below: Phase Records Retention Threshold Target Destruction Date Phase 1 Records retention stt date of September 30, 2003 and Prior past eir records retention July 31, 2020 period Phase 2 Records retention stt date of October 1, 2003 - September 30, 2009 past their records August 31, 2020 retention period Phase 3 Records retention stt date of October 1, 2009 - June 30, 2014 past their records retention September 30, 2020 period Phase 4 Fully automated records retention occurs on a rolling basis once the records desuction Juy 1, 2021 date has passed Component Level II Group Administr@ors will be provided with a list of records r their review as part of phases 1, 2, and 3 prior to records destruction, as well as procedures r identiing records that should be excluded om destruction.
Transcript of MEMORANDUM FOR SEE DISTRIBUTION › dpap › policy › policyvault › USA000932-20-… · Phase 3...
OFFICE OF THE UNDER SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
ACQUISITION
AND SUSTAINMENT
WASHINGTON, DC 20301-3000
MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: Standard Operating Procedure for Records Retention and Destruction in the Procurement Integrated Enterprise Environment
To enable compliance with the records retention requirements of the Federal Acquisition Regulations 4.805, Defense Federal Acquisition Regulation Supplement 204.805, Financial Management Regulations Volume 1 Chapter 9, and National Archives and Records Administration and to meet audit requirements, a systematic records retention and destruction policy has been implemented in the Procurement Integrated Enterprise Environment (PIEE). The legacy and new applications within PIEE have generated over 200 million records created and stored within the suite of systems.
PIEE will identify a records destruction date based on the closeout date for records associated with awards (contracts, grants, and other assistance documents). For documents not associated with an award, a records destruction date will be established based on the type of record and the date of the last action in the system. PIEE electronic records awaiting destruction will be stored in the Electronic Data Access capability for their required retention periods and systematically destroyed after the records retention period has passed. A record of destruction, inclusive of the minimum set of data elements needed to identify whether a record once existed in PIEE, will be maintained in PIEE after the documents and associated data for a record have been destroyed. Components will be able to identify documents that need to be excluded from destruction due to investigation, litigation, or historical significance.
PIEE Records Retention & Destruction is planned for implementation using the phased approach below:
Phase Records Retention Threshold Target Destruction
Date
Phase 1 Records retention start date of September 30, 2003 and Prior past their records retention July 31, 2020 period
Phase 2 Records retention start date of October 1, 2003 - September 30, 2009 past their records August 31, 2020 retention period
Phase 3 Records retention start date of October 1, 2009 - June 30, 2014 past their records retention September 30, 2020 period
Phase 4 Fully automated records retention occurs on a rolling basis once the records destruction January 1, 2021 date has passed
Component Level II Group Administrators will be provided with a list of records for their review as part of phases 1, 2, and 3 prior to records destruction, as well as procedures for identifying records that should be excluded from destruction.
The attached Standard Operating Procedure for PIEE Records Retention & Destruction has been created and is available on the Defense Pricing & Contracting website at https://www.acq.osd.mil/dpap/pdi/eb/PIEE.html.
Questions may be directed to my action officer Mr. Bruce Propert, at 703-697-4384 or [email protected].
Attachment: As stated
cc: Deputy Chief Financial Officer
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HERRING Digitally signed byHERRINGTON.Kl
TON.KIM.1 M.1507719313
507719313 Date: 2020.06.1912:02:19 -04'00'
Kim Herrington, Acting Principal Director,
Defense Pricing and Contracting
