4.801 General.
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(a) The head of each office performing contracting, contract administration, or paying functions shall establish files containing the records of all contractual actions.
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(b) The documentation in the files (see 4.803) shall be sufficient to constitute a complete history of the transaction for the purpose of-
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(1) Providing a complete background as a basis for informed decisions at each step in the acquisition process;
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(2) Supporting actions taken;
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(3) Providing information for reviews and investigations; and
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(4) Furnishing essential facts in the event of litigation or congressional inquiries.
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(c) The files to be established include-
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(1) A file for cancelled solicitations;
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(2) A file for each contract; and
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(3) A file such as a contractor general file, containing documents relating, for example-to-
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(i) No specific contract;
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(ii) More than one contract; or
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(iii) The contractor in a general way (e.g., contractor’s management systems, past performance, or capabilities).
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