All documents must be kept for 10 years from the last date to receive services. Documents to be retained include, but are not limited to:
- All FCC Forms and related documentation
- Communications with potential bidders
- Copies of winning and losing bids (including disqualified bids)
- The final bid evaluation matrix and any supporting documentation
- Contracts, if applicable
- Service provider invoices
- Asset management documentation
- Discount Validation Documentation
- CIPA Documentation including but not limited to:
- A copy of the internet safety policy.
- A description of the filter and documentation on the use of the filter. The documentation should show that the filter was installed and working during the funding year.
- Documentation that the school or library gave public notice and held a public hearing or meeting on the policy – ie: an advertisement of the meeting and a copy of the meeting minutes.
- Documentation of the adoption of the policy.
Please keep in mind that these are not the only documents that you need to retain for E-Rate compliance. Per program rules, “All applicants and service providers are required to retain receipt and delivery records relating to pre-bidding, bidding, contracts, application process, invoices, provision of services, and other matters relating to the administration of universal service for a period of at least ten years from the last date of service.” You can find more information here Document Retention List , here USAC Document Retention Page and here March 2024 USAC News Brief.
If you have any questions about E-Rate document retention, please feel free to contact us or email us at info@erateadvantage.com.