File contractor tender and contract documents (Stage 4)

Tender returns contain business sensitive information and personal data and must be stored out of sight at all times. The Archive Officer (Projects) provides secure storage of these records once they are no longer required for evaluation, when they are documented on the records database and will go on to be transferred to College Archives and Corporate Records Unit (ACRU) at project close.

• Tender returns are held by the Category Manager (Finance) until the return of the signed tender report. 
• Electronic version are uploaded to Project Filing 7.01 by the Category Manager (Finance). 
• Once the tender report has been signed, all physical copies, including any electronic storage media, of the tender returns are transferred to the Archives Officer (Projects).
• The Project Manager must ensure the tender report is filed in Section 7.01 of the hard and soft copy project filing.
• Information Manager informed of tender report by Quantity Surveyor (Estates Projects).
• The Archives Officer decants the documents from any binders or envelopes and stores them in a locked cabinet on 5th floor Sherfield.
• The returns are logged on the ReMAS records database and a copy of the report is sent to the Project Manager.

Project close out

Unsuccessful tenders are retained for one year or project close-out, whichever is later. Secure destruction is arranged by the Archives Officer (Projects) upon approval by the Project Manager.

Successful tenders are transferred to ACRU after project close-out, for 12 year retention.