(a) File standardization. Place all information and documentation required by FAR 4.802 and 4.803 in the contract file. Organize the file in the standard contract file format in 504.803.
(b) Responsibility for files. You are responsible for the official file. Those initiating documents about the contract must forward the documents to you for inclusion in the file. You are accountable for contract files transferred to the records center and for knowing where the National Archives and Records Administration placed the files.
(c) Transfer of responsibility for contract files.
(1) When responsibility for a contract transfers from you to another contracting officer, e.g., transfer of assignments or redelegation of contract administration (intraoffice or interoffice), you must prepare a detailed listing by file number and name to identify the file(s) to be transferred.
(2) Retain a copy of the listing and send a copy to your successor as advance notice of the files to be transferred.
(3) Retain duplicates of the files transferred until your successor acknowledges receipt of the files.
(4) Send the files to be transferred to your successor by certified mail, return receipt requested, or by another method requiring your successor’s signature to acknowledge receipt. Send two copies of the listing with the transferred files.
(5) Your successor must sign one copy of the listing, certifying receipt of the files listed, and return the signed copy to you.
