SAP RECORDS MANAGEMENTSAP RECORDS MANAGEMENT

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SAP RECORDS MANAGEMENTReference Guide for COPA Records Management UsersRECORD FOLDER GUIDELINESUsing the Records Management (RM) SystemRM Go-LiveEffective November 16, 2009, the SAP Records Management System shall beused as the exclusive repository for procurement documents which were createdin the SRM system, as well as any additional documentation pertaining to theprocurement. 1RM FunctionalityAll COPA solicitation, contract, and purchase order documents created in SRMwill replicate to the RM system upon processing. They will be identified in RM asa COPA Bid Invitation Record, COPA Contract Record, or a COPA PurchaseOrder Record. 1All Records have a pre-defined structure in Records Management. Each Recordtype is configured as described below:Record Entry for the COPA Bid InvitationLink to the SRM Bid Invitation documentPDF “snapshot” of the documentSpecial point ofinterest:All records existingwithin the RecordsManagement Systemwill be retained andaccessible inconformance withapproved recordsretention anddisposition schedulesper ManagementDirective 210.5Amended, TheCommonwealth’sEnterprise RecordsManagementProgram, datedDecember 30, 2008,as well as § 563 of theProcurement Code,Retention ofProcurement RecordsLink(s) to the SRM Quotation document, if applicableLink(s) to the related SRM Contract document, if applicableLink(s) to the related SRM Purchase Order document, ifapplicableRecord Entry for the COPA ContractLink to the SRM Contract documentPDF “snapshot” of the documentLink(s) to the SRM Bid Invitation document, if applicableLink(s) to the related SRM Purchase Order document, ifapplicableRecord Entry for the COPA Purchase OrderContents:Using the RecordsManagement (RM)System1RM Folder Structure2Version Management2Link to the SRM Purchase Order documentPDF “snapshot” of the documentLink(s) to the SRM Bid Invitation document, if applicableLink(s) to the related SRM Contract document, if applicableLink(s) to the related COPA Goods Receipts, if applicableLink(s) to the related COPA Invoice Receipts, if applicable1Per the procurement Records Management Policy (revised) issued October 27, 2009Department of General Services, Bureau of ProcurementRM Bid InvitationRecord SampleFolder Contents3RM Contract RecordSample FolderContents4RM Purchase OrderRecord SampleFolder Contents5revised 10/27/2009

RM Folder StructureAs all Records have a pre-defined structure in Records Management, all COPAProcurement Records will contain the following folders: COPA DocumentAttachments Folder, Additional Documents Folder, and Notes and WorkingPapers Folder. COPA Bid Invitation Records will contain an additional folderentitled Protests. 1Record FolderGuidelinesPage 2COPA Document Attachments Folder:Contains the files which were uploaded as attachments on theDocuments tab in SRM, either at the header or line item levels. Thefiles are viewable by anyone with access to Records Management.Additional Documents Folder:Contains any files which were not attached to the SRMprocurement document, and were uploaded manually by theRecords Management User. The files are an official part of theprocurement and are viewable by anyone with access to RecordsManagement.Notes and Working Papers Folder:Contains any files which were uploaded manually by the RecordsManagement User. The files contain supporting documentationand are not an official part of the procurement. They are viewableonly by someone with a Records Management User role.Protests (Applicable only in COPA Bid Invitation Records):Contains any files which were uploaded manually by the RecordsManagement User. The files contain any documentation pertainingto a solicitation award protest. They are viewable only by someonewith a Records Management User role.RM Folder ContentsThere are many examples of document files which should be added to thevarious folders within the Bid Invitation, Contract, and Purchase Orderrecords. For a complete list, reference Attachment A (Bid Invitation),Attachment B (Contract), and Attachment C (Purchase Order).If you have documentsthat you feel areconfidential, password-protect them beforeattaching in RecordsManagement andplacing them in theappropriate folderFile sizes in RecordsManagement shouldconform to the currentnetwork guidelines,and total of allattachments within asingle record shouldnot exceed 20-25 MBRM Version ManagementDocument version management is required for attachments within theAdditional Documents Folder and the Protests Folder. All edits to documentslocated in these two folders must be completed using version management. Inaddition, all versions of the attachment must remain within the applicablefolder for reference.The RM system contains a version management utility for records and othereditable documents, and must be used to maintain document versions. If yourdocument is not in an editable format, such as a PDF, you may attach a newversion of the document and denote it with v1, v2, etc.For complete instruction on version management, reference theComprehensive Guide to Versioning in the Records Management Systemreference help document.1Per the procurement Records Management Policy (revised) issued October 27, 2009Department of General Services, Bureau of Procurementrevised 10/27/2009

Attachment ARM Bid Invitation RecordRecord FolderGuidelinesPage 3COPA DOCUMENT ATTACHMENTS FOLDERExamples:AddendumAny standard ("STD") formsCertificate of InsurancePrice SheetCRP Determination Form and/or Clearance CertificateDocument Builder Responses ReportDocument Builder Reviewers ChecklistDocument Builder Terms and ConditionsDomestic Workforce Utilization FormExhibits to the Specifications, such as PCIDs or drawingsRecycled Content Information formSpecial and/or Additional Terms and ConditionsSpecifications or Statement of WorkState of Manufacture formAny other documents which the contractor was required to submit as part of the solicitationADDITIONAL DOCUMENTS FOLDERExamples:Award/Selection LetterBid TabulationClarification of Bid/Mistake in BidNo Bid CorrespondenceDisadvantaged Business Proposal ScoringEvaluation Committee/Confidentiality Statements (RFP Only)Pre-Bid and Pre-Proposal Conference Attendance SheetsEvaluation/Scoring of Technical ProposalsRejection of All Proposals/RFP CancellationResponsiveness ChecklistRFP Scoring Criteria/Meeting MinutesRejection of All Bids/Bid CancellationWarranty Call DocumentationAny other award/selection documents required by the Procurement CodeNOTES AND WORKING PAPERS FOLDERExamples:Internal COPA communications regarding solicitation changes, amendments, flyers, etc.Legal Advice, Reviews and/or ApprovalsLists of potential suppliersMiscellaneous Business Warehouse ReportsMiscellaneous CorrespondencePurchaser's notes, memorandums, e-mails, etc.Quality Assurance Analysis/ReportUnsuccessful BidsWMBE/ BMWBO CorrespondenceUnsuccessful BidsPROTESTSExamples:Bid protest lettersWritten determinations in response to the bid protest lettersDebriefing informationDepartment of General Services, Bureau of Procurementrevised 10/27/2009

Record FolderGuidelinesAttachment BRM Contract RecordPage 4COPA DOCUMENT ATTACHMENTS FOLDERExamples:All Sole Source CorrespondenceAmendments/Change Notices/Renewal NoticesAuthorized Dealer ListsAnti-Sweatshop CertificationCertificate of InsuranceContractor’s Final Disadvantaged Business ProposalContractor’s Final Price SubmittalContractor’s Final Technical ProposalContractor's Price SheetCOSTARS QuestionnaireCRP Determination Form and/or Clearance CertificateDocument Builder Responses ReportDocument Builder Reviewers ChecklistDocument Builder Terms and ConditionsDomestic Workforce UtilizationExhibits to the Specifications, such as PCIDs or drawingsLabor Relations informationLobbying CertificationRecycled Content Information FormSigned Contract DocumentSpecial and/or Additional Terms and ConditionsSpecifications or Statement of WorkState of Manufacture formSTD-168 & ApprovalTrade Secrets FormAny other documents which the contractor was required to submit as part of the solicitationADDITIONAL DOCUMENTS FOLDERExamples:All request for relief from the contractWritten determinations in response to request for relief]Contract claims and BOP written determinations in response to contract claimsCertificates of InsuranceCure Notices, Show Cause, etc.Labor Relations DocumentsLiquidated Damages Assessment DataNotice to ProceedOfficial Contract CorrespondencePayment/performance bonds and Security BondsSupplier ResumesWarranty Call DocumentationNOTES AND WORKING PAPERS FOLDERExamples:Contract Progress meetingsDelinquency documents actions/responses (internal, non-official correspondence)Miscellaneous CorrespondencePurchaser's notes, memorandums, e-mails, etc.Department of General Services, Bureau of Procurementrevised 10/27/2009

Record FolderGuidelinesAttachment CRM Purchase Order RecordPage 5COPA DOCUMENT ATTACHMENTS FOLDERExamples:All Sole Source CorrespondenceCRP Determination Form and/or Clearance CertificateDelivery Schedule and/or InformationDocument Builder Responses Report, Reviews Checklist, Terms and ConditionsEmergency Procurement JustificationExhibits to the Specifications, such as PCIDs or drawingsQuotation from supplierSpecial and/or Additional Terms and ConditionsSpecifications or Statement of WorkSTD-168 and ApprovalAny other documents which the contractor was required to submit as part of the solicitationADDITIONAL DOCUMENTS FOLDERExamples:Any updates to documents filed in the COPA Document Attachments folderOfficial Purchase Order CorrespondenceNOTES AND WORKING PAPERS FOLDERExamples:Miscellaneous CorrespondencePurchaser's notes, memorandums, e-mails, etc.Department of General Services, Bureau of Procurementrevised 10/27/2009

SAP RECORDS MANAGEMENTSAP RECORDS MANAGEMENT 1 Per the procurement Records Management Policy (revised) issued October 27, 2009 Department of General Services, Bureau of Procurement . If you have documents that you feel are confidential, password-protect them before attaching in Records

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