Guidance:
Contracting entities are reminded that it is their responsibility to maintain their full procurement records in accordance with their established retention schedules. Contracting entities should not rely on the Electronic Document Submission System (EDSS) and the Contract Submission System (CSS) for document retention storage, as the record retention requirements for the contracting entity may not align with OSC's record retention requirements.
The Office of the State Comptroller is the entity that can close a contract in the Statewide Financial System (SFS), (see GFO Chapter XI.12.D Closing Contracts). Once OSC has closed a contract and the contract header status in SFS is "Closed," OSC will retain the documents in accordance with OSC’s established retention schedules, which depending on contract type is generally a minimum of 10 years. Once the contract documents have reached the end of OSC’s required record retention period, the documents will be disposed of and no longer available in EDSS and CSS. Should contracting entities have questions on their retention requirements, they should work with their Records Management Officer and consult with the New York State Archives.
Agencies are also reminded to refer to the documentation guidance when submitting their transactions to OSC for approval. Please note OSC will not accept weblinks or AI summaries in lieu of submitting a complete procurement record: documentation is required to be submitted to OSC.
For more information, please see the links referenced below.
References:
https://helpx.adobe.com/acrobat/user-guide.html
https://www.osc.ny.gov/state-agencies/gfo/chapter-xi/xi12d-closing-contracts
https://www.osc.ny.gov/state-agencies/gfo/chapter-xi/xi15a-competitive-grants-procurement-record
https://www.osc.ny.gov/state-agencies/gfo/chapter-xi/xi2g-submission-and-retention-bidsproposals
https://its.ny.gov/system/files/documents/2026/07/nys-p24-001-acceptable-use-of-ai.pdf
https://its.ny.gov/system/files/documents/2026/06/nys-g25-002-genai-use-in-the-workplace.pdf