Post-award Documentation and Archiving
Build the file as you go
| Document | Why keep it |
|---|---|
| Tender and addenda | Proves what you actually bid against |
| Clarification answers | Explains the scope you priced |
| Evaluation record | Supports the award decision |
| Contract and variations | The enforceable position |
| Acceptance records | Evidence that delivery was completed |
Retention practice
- Store everything in one indexed folder per project.
- Keep originals of signed documents and scanned copies of the rest.
- Note the retention period required by the issuer and by audit rules.
- Back up the electronic file in a second location.
Retention requirements differ by issuer. Check the tender documents and internal audit policy.