B-154085, MAY 27, 1964

B-154085: May 27, 1964

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GODDARD SPACE FLIGHT CENTER: THIS IS IN REPLY TO YOUR LETTER OF APRIL 29. THE MICROFILM RECORD OF THESE ORIGINAL VOUCHERS WOULD BE RETAINED AND MICROFILM AND READER FACILITIES WILL BE AVAILABLE IF REQUIRED FOR THE PURPOSE OF EXAMINING THE MICROFILM RECORD. WE HAVE NO OBJECTION TO THE ADOPTION OF THE PROPOSAL NOW MADE BY THE UNIVERSITY OF CHICAGO.

B-154085, MAY 27, 1964

TO MR. WILLIAM R. BOBESINK, CONTRACTING OFFICER, GODDARD SPACE FLIGHT CENTER:

THIS IS IN REPLY TO YOUR LETTER OF APRIL 29, 1964, REQUESTING OUR CONCURRENCE CONCERNING A PROPOSED PROCEDURAL CHANGE BY THE UNIVERSITY OF CHICAGO IN ITS RETENTION OF RECORDS REQUIREMENTS PERTAINING TO NATIONAL AERONAUTICS AND SPACE ADMINISTRATION GRANTS AND CONTRACTS.

NASA'S STANDARD CONTRACT PROVISIONS APPLICABLE TO ITS AGREEMENTS WITH THE UNIVERSITY PERMIT THE UNIVERSITY TO SUBSTITUTE REPRODUCTIONS FOR ITS RECORDS TWO YEARS AFTER IT HAS BEEN REIMBURSED FOR THE WORK TO WHICH THE RECORDS RELATE, UNLESS THE CONTRACTING OFFICER, WITH THE CONCURRENCE OF THE COMPTROLLER GENERAL, AUTHORIZES A SHORTER PERIOD. THE UNIVERSITY PROPOSES TO INSTITUTE PROCEDURES WHEREBY ORIGINAL VOUCHERS SUPPORTING ITS PAYMENTS WOULD BE MICROFILMED IMMEDIATELY UPON PAYMENT AND THEN DESTROYED. THE MICROFILM RECORD OF THESE ORIGINAL VOUCHERS WOULD BE RETAINED AND MICROFILM AND READER FACILITIES WILL BE AVAILABLE IF REQUIRED FOR THE PURPOSE OF EXAMINING THE MICROFILM RECORD. IN ADDITION, A DUPLICATE ORIGINAL VOUCHER WOULD BE RETAINED IN THE FILE FOR INDIVIDUAL NASA CONTRACTS OR GRANTS.

THE PROPOSED CHANGE APPARENTLY WOULD NOT ADVERSELY AFFECT OUR AUDIT OF THE CONTRACTS INVOLVED. ACCORDINGLY, WE HAVE NO OBJECTION TO THE ADOPTION OF THE PROPOSAL NOW MADE BY THE UNIVERSITY OF CHICAGO.