RRDS Facilities Records

Records Retention & Disposition Schedule

Facilities Records

Schedule Number:  166-450-0040


Building and Grounds Repair, Remodeling, and Construction Records
Schedule Number: 166-450-0040 (1)

Records document the condition, upkeep, and routine maintenance of college buildings and grounds and the planning, administration, and implementation of current and potential capital construction projects on campus. It also documents remodeling and construction projects. Also used to forecast needs for projects and as a reference to projects completed. Records may include but are not limited to:

Building inspection reports,
Fire marshal's compliance inspection reports,
Floor plans,
Layouts,
Maintenance agreements,
Permits project descriptions and requirements,
Plan reviews,
Project schedules,
Sketches,
Specifications,
Work logs and work orders,
Related documentation and correspondence.

Series may also include records of remodeling or construction due to American Disability Act (ADA) requirements. 

(a) 
Contracts or agreements documenting building construction, alterations, or repair
Retention: 10 years after substantial completion (ORS 12.080 and 12.135) or life of structure

(b) 
Other records
Retention: for the life of the structure

Disposition: destroy
Responsible unit: 
Fire Marshal's compliance inspection records: 
Campus Public Safety

Other records: 
Facilities Management and Planning

SEE ALSO:  Work Orders


Facilities Inventory Records
Schedule Number: 166-450-0040 (2)

Records document the value of lands and buildings owned by the college and of the changes in utilization of space due to remodeling, minor reallocation, and new construction. Records may include but are not limited to:

Date acquired,
Inventory listing each campus building and parcel of real estate,
Inventory and other working documents which include the building name, room number and condition, type of space, and square footage,
Operating and maintenance cost records,
Property descriptions,
Utilization of building space records,
Related documentation and correspondence.

Records include the records of buildings and lands on the main as well as branch or outreach campuses. 

Retention: Until superseded
Disposition: destroy
Responsible unit: Facilities Management and Planning


Prevailing Wage Reports Records
Schedule Number: 166-450-0040 (3)

Records document the prevailing wage rate schedule for workers on college construction projects. Records contain the certified payroll records of construction companies engaged in college projects. This information on prevailing wages is supplied to unions and other interested parties. Records may also contain annual planned project list and other documentation furnished by the Bureau of Labor and Industry.

Retention: 5 years after completion of project
Disposition: transfer to Records Center, destroy
Responsible unit: Facilities Management and Planning


Swimming Pool Operation and Maintenance Records
Schedule Number: 166-450-0040 (4)

Records document the operation and maintenance of college swimming pools. The records include:

Equipment warranties,
Operating and safety equipment repair and maintenance,
Records of filling, emptying and cleaning,
Water quality tests.

(a) 
Equipment records
Retention: for life of structure

(b) 
Maintenance records
Retention: 5 years

Disposition: destroy
Responsible unit:


Utility Systems and Equipment Operation Manuals and Maintenance Records
Schedule Number: 166-450-0040 (5)

Records document the operations and maintenance of college utilities equipment. Records may include but are not limited to:

Correspondence,
Equipment maintenance histories,
Equipment operations log,
mechanical readings charts,
Permits.

Retention: two years after equipment is no longer in service
Disposition: destroy
Responsible unit: Facilities Management and Planning