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FAR and DFARS › FAR Part 4: Administrative and Information Matters › Subpart 4.8

FAR 4.802 Contract files.

The codified text (eCFR, as of 2026-10-02). Under the Revolutionary FAR Overhaul ↗, agencies follow class deviations with new text for many parts while the formal rules go through the Federal Register: check the solicitation and your contract's clauses, which rule.

In plain English

This section describes how contract files should be organized and maintained, covering the contracting office, contract administration office, and paying office files. It matters because it tells contractors how records of their contract actions and payments are documented, kept accessible, and protected from unauthorized disclosure.

Applies to: Contracting offices, contract administration offices, and paying offices maintaining contract files

What it requires

  • Maintain files at organizational levels that ensure effective documentation, ready accessibility, minimal duplicate files, safeguarding of classified documents, and conformance with agency regulations
  • Assign responsibility for maintenance if contract files or file segments are decentralized
  • Establish central control and, if needed, a locator system to promptly locate contract files
  • Protect contractor bid or proposal information and source selection information from disclosure to unauthorized persons

Key terms: contract file · contracting office contract file · contract administration office contract file · paying office contract file · contractor bid or proposal information

Written by AI from this section's text. A guide, not legal advice: the text below rules.

The text

(a) A contract file should generally consist of—

(1) The contracting office contract file, that documents the basis for the acquisition and the award, the assignment of contract administration (including payment responsibilities), and any subsequent actions taken by the contracting office;

(2) The contract administration office contract file, that documents actions reflecting the basis for and the performance of contract administration responsibilities; and

(3) The paying office contract file, that documents actions prerequisite to, substantiating, and reflecting contract payments.

(b) Normally, each file should be kept separately; however, if appropriate, any or all of the files may be combined; e.g., if all functions or any combination of the functions are performed by the same office.

(c) Files must be maintained at organizational levels that ensure—

(1) Effective documentation of contract actions;

(2) Ready accessibility to principal users;

(3) Minimal establishment of duplicate and working files;

(4) The safeguarding of classified documents; and

(5) Conformance with agency regulations for file location and maintenance.

(d) If the contract files or file segments are decentralized (e.g., by type or function) to various organizational elements or to other outside offices, responsibility for their maintenance must be assigned. A central control and, if needed, a locator system should be established to ensure the ability to locate promptly any contract files.

(e) Contents of contract files that are contractor bid or proposal information or source selection information as defined in 2.101 must be protected from disclosure to unauthorized persons (see 3.104-4).

(f) Agencies may retain contract files in any medium (paper, electronic, microfilm, etc.) or any combination of media, as long as the requirements of this subpart are satisfied.

Sections it refers to

  • 2.101 Definitions.
  • 3.104-4 Disclosure, protection, and marking of contractor bid or proposal information and source selection information.

← 4.801 General. · 4.803 Contents of contract files. →

Rule changes for FAR Part 4

Source: eCFR, 48 CFR chapters 1 and 2 (GPO GovInfo bulk data) ↗. Plain words for the terms: glossary.

FAR 4.802 Contract files · SpendQuery