34 Tex. Admin. Code § 20.508 - Retention of Contract and Related Documents by State Agencies

(a) In compliance with Government Code, § 441.1855 and the Act, a state agency shall maintain sufficient records and reports to verify compliance with Government Code, § 2155.083, the Act and these rules, including:

(1) each contract entered into by the state agency by the agency pursuant to the Act and these rules;

(2) all contract solicitation documents related to the contract;

(3) all documents that reflect and identify the basis for any agency decisions relating to a procurement, including actions taken which deviate from requirements or recommendations in the state procurement manual or contract management guide;

(4) all purchase orders, change orders, and invoices associated with the contract;

(5) all contract amendments, renewals, or extensions executed by the agency; and

(6) all other documents necessary to record the full execution and completion of the each contract.

(b) Pursuant to Government Code, § 441.1855, a state agency may only destroy the contract and documents only after the seventh anniversary of the date:

(1) the contract is completed or expires; or

(2) all issues that arise from any litigation, claim, negotiation, audit, open records request, administrative review, or other action involving the contract or documents are resolved.

Notes

34 Tex. Admin. Code § 20.508

Adopted by Texas Register, Volume 42, Number 03, January 20, 2017, TexReg 240, eff. 1/24/2017