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Evacuation Plans

Plans for evacuation of University facilities in cases of emergency.

Identification

Record Series Item Number
5.4.002
Retention Policy Number
104
Series
5.4 - Support Services Records-Risk Management

Retention Period

Total Retention
US

Characteristics

Final Repository
LOCAL UNIT
Vital
Yes

Status

Last Update
10/19/21 13:20
GUID
UNTRRS-1149

Employee Security Records

Identification

Record Series Item Number
5.4.012
Retention Policy Number
91
Series
5.4 - Support Services Records-Risk Management

Retention Period

Total Retention
AC+2

Characteristics

Final Repository
LOCAL UNIT
Vital
Yes
Remarks
AC = Until superseded, date of expiration, or date of seperation/termination, whichever is sooner. Requests for access to an electronic system are maintained by the unit who manages the operation of that system.

Status

Last Update
10/19/21 13:28
GUID
UNTRRS-1473

Security Access Records

Records relating to the issuance of keys, identification cards, building passes, usernames, passwords, signed statements or similar instruments of access to agency facilities, equipment or automated systems.

Identification

Record Series Item Number
5.4.012
Retention Policy Number
90
Series
5.4 - Support Services Records-Risk Management

Retention Period

Total Retention
AC + 2

Characteristics

Final Repository
LOCAL UNIT
Vital
Yes
Remarks
AC = Until superseded, date of expiration, or date of seperation/termination, whichever is sooner. Requests for access to an electronic system are maintained by the unit who manages the operation of that system.

Status

Last Update
10/19/21 13:27
GUID
UNTRRS-1157

Employee Identification

Identification

Record Series Item Number
5.4.012
Retention Policy Number
87
Series
5.4 - Support Services Records-Risk Management

Retention Period

Total Retention
AC + 4

Characteristics

Final Repository
HUMAN RESOURCES
Vital
Yes
Remarks
AC = Termination of employment.

Status

Last Update
10/19/21 13:25
GUID
UNTRRS-990

Disaster Preparedness and Recovery Plans

Emergency preparedness procedures in the event of severe weather or any potential damage to institutional property due to storms, riots, fires, droughts, floods, or other events which could affect normal operations and facilities within the jurisdiction of the institution. The preparedness portion may include but is not limited to: department specific procedures, a list of essential employees, housing, emergency numbers, etc. The recovery portion may include but is not limited to: diaries; logs; reports; photographs; notes which indicate or document what happened, when, and where; and related documentation and correspondence.

Identification

Record Series Item Number
5.4.013
Retention Policy Number
80
Series
5.4 - Support Services Records-Risk Management

Retention Period

Total Retention
US

Characteristics

Final Repository
RISK MANAGEMENT/LOCAL UNIT
Vital
Yes
Remarks
Retention: All departments except University Police = US; University Police = US+3 as required by Local Schedule PS- Retention Schedule for Records of Public Safety Agencies.

Status

Last Update
10/19/21 13:28
GUID
UNTRRS-1158

Course Safety Evaluations

Identification

Record Series Item Number
5.4
Retention Policy Number
65
Series
5.4 - Support Services Records-Risk Management

Retention Period

Total Retention
AC+5

Characteristics

Final Repository
PROVOST
Vital
No
Remarks
AC=After submission to Risk Management.

Status

Last Update
9/15/21 14:28
GUID
UNTRRS-1142

Accident Reports and Associated Documentation (Employee and Patient)

Identification

Record Series Item Number
5.4.001
Retention Policy Number
2
Series
5.4 - Support Services Records-Risk Management

Retention Period

Total Retention
AC, CE + 5

Characteristics

Final Repository
RISK MANAGEMENT
Vital
Yes
Remarks
AC = Case closed out. Record confidential while in litigation. Retention period by advice of legal counsel when residual effects are a possibility e.g., hazardous materials, records are kept 30 years.

Status

Last Update
10/19/21 13:18
GUID
UNTRRS-1147

Bid Documentation

Includes bid requisition/authorizations, invitations to bid or propose, bid specifications, successful and unsuccessful bids, and bid tabulation/evaluations. c) Unsuccessful bids that do not meet agency submission requirements and are not included in bid evaluation process (e.g. withdrawn, missed submission deadline, incomplete submission, etc.).

Identification

Record Series Item Number
5.3.007
Retention Policy Number
24c
Series
5.3 - Support Services Records-Purchasing

Retention Period

Total Retention
AC+2

Characteristics

Final Repository
FACILITIES/PURCHASING
Vital
Yes
Remarks
AC=Date of notification of denial or date of withdrawal, as applicable CAUTION: If a formal written contract is the result of a successful bid or request for proposal, the successful bid or request for proposal and its supporting documentation must be retained for the same period as the contract. NOTE: see Contracts and Leases (5.1.001) and Building Construction Contract and Inspection Records (5.2.028).

Status

Last Update
10/19/21 13:12
GUID
UNTRRS-1595

Bid Documentation

Includes bid requisition/authorizations, invitations to bid or propose, bid specifications, successful and unsuccessful bids, and bid tabulation/evaluations. b) Associated with a contract executed, renewed, or amended on or before August 31, 2015.

Identification

Record Series Item Number
5.3.007
Retention Policy Number
24b
Series
5.3 - Support Services Records-Purchasing

Retention Period

Total Retention
FE+3

Characteristics

Final Repository
FACILITIES/PURCHASING
Vital
Yes
Remarks
CAUTION: If a formal written contract is the result of a successful bid or request for proposal, the successful bid or request for proposal and its supporting documentation must be retained for the same period as the contract. NOTE: see Contracts and Leases (5.1.001) and Building Construction Contract and Inspection Records (5.2.028).

Status

Last Update
6/29/21 13:46
GUID
UNTRRS-1594

Bid Documentation

Includes bid requisition/authorizations, invitations to bid or propose, bid specifications, successful and unsuccessful bids, and bid tabulation/evaluations. a) Associated with a contract executed, renewed, or amended on or after September 1, 2015.

Identification

Record Series Item Number
5.3.007
Retention Policy Number
24a
Series
5.3 - Support Services Records-Purchasing

Retention Period

Total Retention
AC+7

Characteristics

Final Repository
FACILITIES/PURCHASING
Vital
Yes
Remarks
AC=Expiration or termination of the instrument according to its terms or decision not to proceed with the bid.CAUTION: If a formal written contract is the result of a successful bid or request for proposal, the successful bid or request for proposal and its supporting documentation must be retained for the same period as the contract. NOTE: see Contracts and Leases (5.1.001) and Building Construction Contract and Inspection Records (5.2.028).

Status

Last Update
6/29/21 13:47
GUID
UNTRRS-1593
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