Field Ordering Officer and Paying Agent Handbook - US Army ...
Field Ordering Officer and Paying Agent Handbook - US Army ...
Field Ordering Officer and Paying Agent Handbook - US Army ...
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CENTER FOR ARMY LESSONS LEARNED<br />
Prepare an MFR no later than one business day after a significant meeting<br />
or discussion with any contractor/vendor or the contracting officer.<br />
Include records of telephone conversations <strong>and</strong> trip reports.<br />
Clearly index all documents <strong>and</strong> files by group in chronological order in a<br />
suitable folder or as the contracting officer directs.<br />
Forward to the contracting officer any correspondence received from any<br />
contractor/vendor or any supported unit.<br />
Retain records that pertain to unsettled claims, open investigations, cases<br />
under litigation, or similar matters until final clearance or settlement.<br />
Destroy duplicate copies of file documents after they have served their<br />
purpose.<br />
Remember that e-mails are legal documents <strong>and</strong> should be maintained in<br />
your file.<br />
Maintain records for at least one year after termination of FOO duties.<br />
(Contracting office retains file for three years.)<br />
Note: If you discover you are missing files, contact your contracting officer.<br />
Remember you should receive your initial working file from your contracting<br />
officer during FOO training. The FOO file should be considered confidential <strong>and</strong><br />
safeguarded appropriately.<br />
The Resource Manager (RM), who certified the fund cite on DA Form 3953, is the<br />
official keeper of the files. The RM must maintain copies of all supporting<br />
documents for internal review audit purposes. It is the responsibility of the FOO to<br />
ensure the RM receives any supporting documents pertaining to the file to include<br />
SF 44s, clearing letters from contracting <strong>and</strong> the Installation Property Book Office,<br />
<strong>and</strong> Department of Defense Form 1081, Statement of <strong>Agent</strong> <strong>Officer</strong>’s Account.<br />
16<br />
Approved for Public Release<br />
Distribution Unlimited