The Procurement Integrated Enterprise Environment (PIEE) Records Retention & Destruction capability enables records and their associated documents and data to be destroyed from PIEE after their records retention period has passed. This capability is crucial for the success of the procurement community as it decreases the amount of antiquated data within PIEE, enables regulatory compliance, supports meeting audit requirements, and reduces the Government’s overall legal liability.

PIEE Records Retention & Destruction currently impacts Award Files (including Contracts, Orders, Grants and other Assistance Files), Micro-purchase Card Receiving Reports (not associated with an award), Miscellaneous Payments, Purchase Requests (MIPRs/eMIPRs), Government-to-Government Property Transfers, Transportation Documents, and Cancelled Solicitations.

Using a retention timeframe parameter derived from NARA GRS 1.1 and 1.2, FAR 4.805, DOD FMR Volume 1 Chapter 9, and component policy supplements, the PIEE Records Retention & Destruction capability analyzes the data stored in PIEE to determine when the records retention will start for each record and calculates the appropriate retention period.

After the retention period for a given record has passed, the documents and associated data for that record are permanently destroyed from PIEE. Simultaneously, a data artifact is created in PIEE for each destroyed record that contains the minimum viable set of data to identify that the record once existed in PIEE, largely for historical and audit purposes. The Destruction Reports can be accessed in EDA by users with ‘Advanced Reporting’ or ‘Data Manager’ roles in PIEE.

The PIEE Records Retention & Destruction functionality includes the ability to establish a records retention period at the business process and component level to allow for flexibility in determining when a document should be destroyed. If a record is required to support an investigation, litigation, or appeal, or if the record has historical significance, then the record can be added to the exclusion list and exempt from being destroyed from PIEE. Instructions and forms for adding records to the exclusion list can be found below, as can the instructions and forms for removing an exclusion.