B-45100, MAR 28, 1951
Highlights
IT IS PROPOSED TO REVISE THE CURRENT ARMY REGULATIONS BY ESTABLISHING MINIMUM RETENTION PERIODS FOR THE PROCUREMENT FILES. TO BE DESTROYED TEN YEARS AFTER THE CLOSE OF THE FISCAL YEAR IN WHICH FINAL PAYMENT IS MADE. TO BE DISPOSED OF SIX YEARS AFTER CLOSE OF THE FISCAL YEAR IN WHICH FINAL PAYMENT IS MADE. 3. TO BE DISPOSED OF TWO YEARS AFTER CLOSE OF FISCAL YEAR IN WHICH FINAL PAYMENT IS MADE. IT IS SUGGESTED. THAT THE RETENTION PERIOD SHOULD BE THREE YEARS AFTER THE CLOSE OF THE FISCAL YEAR IN WHICH THE FINAL PAYMENT IS MADE INSTEAD OF THE TWO YEARS AS PROPOSED. IS CONDITIONED UPON THERE BEING RESERVED FROM DISPOSAL THOSE RECORDS PERTAINING TO OUTSTANDING EXCEPTIONS. OR ANY OTHER MATTER REGARDING WHICH A SPECIFIC REQUEST FOR RECORDS PERTAINING THERETO IS MADE BY THIS OFFICE.
B-45100, MAR 28, 1951
PRECIS-UNAVAILABLE
THE HONORABLE, THE SECRETARY OF THE ARMY:
THERE HAS BEEN RECEIVED THE LETTER OF MAJOR GENERAL EDWARD F. WITSELL, THE ADJUTANT GENERAL, DATED DECEMBER 26, 1950, IN WHICH HE REQUESTS APPROVAL BY THIS OFFICE PURSUANT TO SECTION 9 OF THE ACT OF JULY 7, 1943, 57 STAT. 380, OF A PROPOSAL TO REDUCE THE PERIODS OF RETENTION APPLICABLE TO PROCUREMENT FILES CREATED BY ELEMENTS OF THE DEPARTMENT OF THE ARMY. BRIEFLY, IT IS PROPOSED TO REVISE THE CURRENT ARMY REGULATIONS BY ESTABLISHING MINIMUM RETENTION PERIODS FOR THE PROCUREMENT FILES, AS FOLLOWS:
1. RECORDS INVOLVING TRANSACTIONS OF $25,000 OR OVER-- TO BE DESTROYED TEN YEARS AFTER THE CLOSE OF THE FISCAL YEAR IN WHICH FINAL PAYMENT IS MADE, EXCLUDING THOSE FILES RELATING TO CONTRACTS, PURCHASE ORDERS, ETC., FROM JANUARY 1, 1940 THROUGH DECEMBER 30, 1945.
2. RECORDS PERTAINING TO TRANSACTIONS OF MORE THAN $1,000 AND LESS THAN $25,000-- TO BE DISPOSED OF SIX YEARS AFTER CLOSE OF THE FISCAL YEAR IN WHICH FINAL PAYMENT IS MADE.
3. RECORDS PERTAINING TO TRANSACTIONS OF $1,000 OR LESS-- TO BE DISPOSED OF TWO YEARS AFTER CLOSE OF FISCAL YEAR IN WHICH FINAL PAYMENT IS MADE.
RELATIVE TO THE ABOVE, THIS OFFICE PERCEIVES NO OBJECTION TO THE RETENTION PERIODS OF RECORDS PROPOSED UNDER NUMBERS 1 AND 2; HOWEVER, WITH RESPECT TO THE RECORDS INVOLVING TRANSACTIONS OF $1,000 OR LESS, IT IS SUGGESTED, IN VIEW OF THE PROVISIONS OF THE ACT OF MAY 19, 1947, 61 STAT. 101, THAT THE RETENTION PERIOD SHOULD BE THREE YEARS AFTER THE CLOSE OF THE FISCAL YEAR IN WHICH THE FINAL PAYMENT IS MADE INSTEAD OF THE TWO YEARS AS PROPOSED. APPROVAL OF THE ABOVE RETENTION PERIODS, AS MODIFIED, IS CONDITIONED UPON THERE BEING RESERVED FROM DISPOSAL THOSE RECORDS PERTAINING TO OUTSTANDING EXCEPTIONS, UNSETTLED CLAIMS BY OR AGAINST THE UNITED STATES, INCOMPLETE INVESTIGATIONS, CASES UNDER LITIGATION, OR ANY OTHER MATTER REGARDING WHICH A SPECIFIC REQUEST FOR RECORDS PERTAINING THERETO IS MADE BY THIS OFFICE, UNTIL SUCH TIME AS CLEARANCES THEREOF ARE OBTAINED.