FAR 4.705—Specific retention periods.
Plain-English Summary
FAR 4.705 explains how to apply the specific record retention periods in FAR 4.705-1 through 4.705-3. It tells contractors that they must keep the records listed in those sections for the designated time periods, but only if retention is required under FAR 4.702, which is the rule that ties retention to the existence of a contract and other applicable conditions. The section also makes clear that the records are described by their purpose or use, not by a particular file name, form number, or internal contractor label. That means contractors cannot avoid retention obligations by using different terminology, filing systems, or document titles. In practice, this section is the gateway to the detailed retention schedule: it tells users how to read the schedule, how broadly to interpret the record descriptions, and why recordkeeping systems must be aligned to the substance of the records rather than their labels.
Key Rules
Use the listed retention periods
Contractors must retain the records identified in FAR 4.705-1 through 4.705-3 for the periods specified in those sections. This section does not create the retention periods itself; it directs users to apply the detailed schedule found elsewhere in the subpart.
Retention applies only when required
The duty to keep the records applies only if retention is required under FAR 4.702. In other words, the specific retention periods in this section operate within the broader framework that determines whether a record must be kept at all.
Descriptions control over labels
Records are identified by their purpose or use, not by a specific name or form number. Contractors must therefore look to what the record is used for, not what it is called in their internal systems.
Broad coverage of matching records
The descriptive identifications apply to all contractor records that fit the description, even if the contractor’s normal filing practices or terminology do not match the FAR wording. A record is covered if it performs the described function, regardless of format or title.
Internal systems do not override FAR
A contractor’s normal recordkeeping structure, naming conventions, or filing practices do not limit the scope of the retention requirement. Contractors must map their own records to the FAR descriptions to ensure all covered records are retained.
Responsibilities
Contractor
Identify records that fall within FAR 4.705-1 through 4.705-3 based on their purpose or use, not their title; retain those records for the required periods when retention is required under FAR 4.702; and ensure internal filing and naming practices do not cause covered records to be discarded too early.
Contracting Officer
Apply the FAR retention framework when administering contracts and evaluating recordkeeping expectations, and recognize that contractor record labels do not control whether a record is subject to retention.
Agency
Provide and enforce the record retention framework through the FAR requirements, including the specific retention periods and the interpretive rule that record descriptions govern over contractor naming conventions.
Practical Implications
Contractors should build retention schedules around record function, not document titles, because the FAR descriptions control even when internal names differ.
A common mistake is assuming a record is exempt because it is stored under a different form number or in a different system; if it matches the FAR description, it must be retained.
Records management teams should map contract files to FAR 4.705-1 through 4.705-3 so that automated deletion rules do not purge required records too soon.
This section is especially important during audits, claims, and closeout because missing records can create compliance problems even when the contractor believed its filing system was adequate.
Contracting officers and contractors should read this section together with FAR 4.702 and the detailed retention categories in 4.705-1 through 4.705-3 to determine both whether retention applies and how long records must be kept.
Official Regulatory Text
The contractor shall retain the records identified in 4.705-1 through 4.705-3 for the periods designated, provided retention is required under 4.702 . Records are identified in this subpart in terms of their purpose or use and not by specific name or form number. Although the descriptive identifications may not conform to normal contractor usage or filing practices, these identifications apply to all contractor records that come within the description.