Once a contract has been issued, the original procurement case file shall be deposited at the UN/PD archives or similar archives at the Field Mission/OAH. The file shall at a minimum contain the documents relating to the following phases of the procurement process (if relevant): Pre-solicitation (e.g. Request for Expression of Interest) Solicitation (e.g. Request for Proposal) Vendor Responses (e.g. Submissions received) Evaluation (e.g. Technical Evaluation Report) Award (e.g. Contract) Post award (e.g. Amendments to the Contract)

All procurement case files shall be stored either by the Procurement Office or by the archive facility at HQ or the Field Mission/OAH, for a minimum of seven years after the date the contract is closed. Submissions from vendors that were not awarded a contract may be destroyed 120 days after the contract award.

If a member of the Procurement Staff, or other duly authorized UN staff member (e.g., auditors), requests access to a case file, the staff member shall sign the file out in the archive logbook or digital equivalent. Any damage to the file while in the custody of such staff member shall be the responsibility of the staff member who signed out the file. The archive staff shall regularly follow-up on procurement case files removed from the archives and request the relevant staff member to return such file or amend the anticipated date of return, as applicable.

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