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Document Retention

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 10 years after the latter of the last day of the applicable funding year or the service delivery deadline for the funding request.

The current document retention requirement became effective upon announcement in the Federal Register on November 20, 2014. The suggested list of documents to be retained can be found in paragraphs 45-50 in the FCC’s 5th Report and Order (FCC 04-190).

For example, if a service provider provides recurring internet access to an applicant for Funding Year 2021 (July 1, 2021 – June 30, 2022), both the applicant and the service provider must retain all records on this transaction until at least June 30, 2032.

Use the E-rate Program Applicant Document Retention List as a guide to understand the types of documents that should be retained.