|
| Andrews
University
|
AUARC Use only
RG |
| RECORDS
RETENTION SCHEDULE
(RRS) |
|
| BUILDINGS
AND FACILITIES RECORDS |
|
This
records retention schedule will apply to the Andrews University
campus and all of its affiliated institutions.
Records disposition may not take place if there is an open records
request, or if there is pending litigation or audit involving these
records.
TRAINING AND ASSISTANCE:
The staff of the Andrews University Archives and Records Center
will provide training and assistance with the implementation of
this legal records schedule.
CONFIDENTIALITY: All record series
which are transferred to the AUARC are treated as confidential with
the exception of those designated as open by the approved Records
Retention Schedule.
Approvals: This document has been
created (1/22/01) for the office of Plant Administration from Records
Retention Schedule approved by the AUARC and the AUARC Committee.
Codes:
Retention in Office: 00 = years, U
= useful life in office/period of reference value
Retention in RC: PERM = Permanent,
00 = years
Final Disposition: Archives = University
Archives, AHC = Adventist Heritage Center, D = discard/shred/erase,
R = review with AURC for PERM
in RC or Archives, or D
|
Title
of Record Series
|
Retention
in
Office
|
Retention
in RC
|
Final
Disposition
|
Comments
|
| BUILDINGS
AND FACILITIES |
| Buildings
and Facilities Data Records
This series provides a composite
record of background information on buildings and facilities.
Records include building surveys and audits, physical description
of buildings, construction project reports, equipment inventories,
and other related data.
|
U |
--- |
R |
. |
| Facilities
Management/Maintenance Records
Includes records of routine
management, maintenance, and repair of buildings/facilities,
grounds, and mechanical systems. They also cover such areas
as: security (security logs and reports), space planning,
parking management, disabilities access documentation, as
well as supply, equipment and key inventory management.
|
U |
--- |
D |
|
| Facilities
Permit and Approval Records |
U |
PERM |
|
|
| CONSTRUCTION |
| Campus
Master Plan Records |
U |
--- |
Archives |
|
| Construction
Project Administration Records
These include documents
of all phases of the administration of construction and remodeling/renovation
projects such as: project descriptions, proposals, bid requests,
contracts, purchase orders, facilities use records, design
proposals, meeting minutes, work forms, project programs,
policy and legal discussion documents, check lists, specification
books, videotapes, photographs, and related correspondence,
including equal employment opportunity records pertaining
to contractors and subcontractors.
|
U |
R |
R |
Review
5 years after project account closing. |
| Construction
Project Drawings, Maps, and Plans |
U |
--- |
Archives |
Note:
Send two sets of the original drawings and maps, or best quality
copies of the final version - as-built. |
| Construction
Project Planning and Proposal Records
These are for all new constructions
and remodeling/renovation work of existing buildings and facilities.
Records include feasibility and needs studies, space planing
documents, artist's sketches, architects' proposals, models,
plans and proposals, and related correspondence.
|
10 |
R |
R |
Note:
A copy of final studies, plans, and reports should go to the
Archives for PERM. |
| ENVIRONMENTAL
HEALTH AND SAFETY |
| Environmental
Health and Safety Records
Records include Material
Safety Data Sheets (MSDS), hazardous material purchases and
manifests documentation, listings of generated waste, hazardous
materials incident reports, certificates of destruction, and
related correspondence.
|
U |
PERM |
|
Note:
Asbestos and Lead Control Records are filed as topical
record. Environmental Health and Safety Training Records
are filed with the employees
personnel records. |
| EQUIPMENT |
| Equipment
Records
This series provides a record
of equipment purchased and/or maintained by the unit. It includes
invoices, requisitions or purchase orders, vendor information,
instruction manuals, maintenance agreements/contracts, warranties,
repair and service documentation, inventories, and related
correspondence.
|
U+5 |
--- |
D |
Note:
Maintain records five years after final disposition of equipment.
|
|
