Editorial answerAccepted answerKeep the documents that show the rules, the evidence, and the decision. That normally includes the requirements, evaluation plan, solicitation and amendments, official questions and answers, proposals, evaluator findings, demo or pilot notes, price analysis, approvals, and the final decision record.
Keep source documents separate from working notes, preserve earlier versions, and restrict access to protected proposal or selection materials. Assign clear responsibility for the file so records do not remain scattered across personal folders.
FAR Subpart 4.8 offers a useful federal model: the contract file should provide a complete history that supports decisions, reviews, investigations, and litigation. FAR 4.805 covers storage and retention. Retention periods vary by record type and jurisdiction, so the team should apply its official records schedule rather than choose an arbitrary period.
