53.105 Computer generation
Source: FAR 53.105 on acquisition.gov
Contractors may generate required forms electronically without special approval if they preserve all required data elements, sequence, and identifiers, or use approved electronic data interchange standards.
Overview
FAR 53.105 addresses the use of computer-generated forms in government contracting. It allows contractors and agencies to create prescribed forms electronically without needing special approval, as long as the form's name, content, and data sequence remain unchanged, and the correct Standard or Optional Form number and edition date are included. Alternatively, forms may be in an electronic format compliant with ANSI X12 standards for Electronic Data Interchange or convertible to such a format. These standards can also be used for submitting required data when no specific form is prescribed elsewhere in the FAR.
Key Rules
- Computer-Generated Forms Allowed
- Forms may be computer generated without exception approval if they maintain the original data elements, sequence, and include the correct form number and edition date.
- Electronic Formats Permitted
- Forms may be in ANSI X12-compliant electronic formats or convertible to such formats.
- Use of Standards for Other Data Submissions
- ANSI X12 standards may be used for data submissions even when no specific form is prescribed.
Responsibilities
- Contracting Officers: Ensure forms used are compliant with content, sequence, and format requirements; verify correct form numbers and edition dates.
- Contractors: Generate forms electronically only if they meet all regulatory requirements; use ANSI X12 standards where applicable.
- Agencies: Oversee compliance with form generation and data submission standards.
Practical Implications
- This section facilitates electronic processing and efficiency in government contracting paperwork.
- Contractors must be careful not to alter prescribed forms' content or sequence when generating them electronically.
- Using non-compliant forms or formats can result in rejection or delays in contract administration.
(a) The forms prescribed by this part may be computer generated without exception approval (see 53.103), provided-
(1) There is no change to the name, content, or sequence of the data elements, and the form carries the Standard or Optional Form number and edition date (see 53.111); or
(2) The form is in an electronic format covered by the American National Standards Institute (ANSI) X12 Standards published by the Accredited Standards Committee X12 on Electronic Data Interchange or a format that can be translated into one of those standards.
(b) The standards listed in paragraph (a)(2) of this section may also be used for submission of data set forth in other parts for which specific forms have not been prescribed.