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Document Retention for E-rate
Document Retention Policy:
- Remember 5-year retention requirements for all documents
- Good record keeping is ESSENTIAL
- Keep copies of EVERYTHING
- Keep documents with E-rate files, or copies if accounting department keeps its own files
Types of records to retain include:
- Competitive bid documents: RFPs, bids, quotes, proposals, etc.
- Signed contracts and purchase orders
- Service provider bills to customers
- Detail of services/products and locations
- Indicate entity(ies) receiving services/products
- Delivery/installation dates
- Applicant payments
- Cancelled checks
- Service credits for any reason
USAC/SLD PowerPoints and Documents:
Additional West Virginia Documents:
Check List Samples for FCC E-rate Forms (PDF and Word):
- PDF: Checklist A | Word: Checklist A
One-page table (application steps, sent, received) for Forms 470, 471, 479, 486, and 472
- PDF: Checklist B | Word: Checklist B
Two-page table (application steps, application identifier, date sent, date received) for Forms 470, 471, 479, 486, 472, and 500
- PDF: Checklist C | Word: Checklist C
One-page table similar to B above except no Form 500 information
- PDF: Checklist D | Word: Checklist D
Two-page narrative check list for Forms 470, 471, 472, 500, 479, procurement information, and CIPA
Additional Related References:
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