AGENCY: Department of Health. Bureau of Communicable Disease Control

SERIES: 22418
TITLE: Contracts backup documentation files
DATES: 1986-2009.
ARRANGEMENT: Alphabetical by contractor name

DESCRIPTION: This record series contains copies of contracts entered into by the agency, accompanied by copies of contract amendments and original documentation consisting of correspondence and summary sheets. The contracts are for services provided to the agency by health care providers, local health departments, community based organizations, and agencies and individuals rendering technical assistance. The contract originals, through July, 1999, are on file with Purchasing and General Services. From July, 1999 forward, the original contracts are on file with the Department of Health's Office of Fiscal Operations (see record series 81838). The summary sheets detail compliance with contractual obligations as well as summarizing the information included in the contracts. Also included in the files are copies of contract billings. Information includes contractor name, contract number, effective dates, contract amount, amendment number, amendment amount, billing dates, amounts billed, dates billings were received, dates of bureau director approval, dates billings were sent to Finance for payment, and contract balance for each billing.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 04/2000

FORMAT MANAGEMENT

Computer data files: Retain in Office for 5 years and then delete.

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public