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Quality Control Reports

Identification

Record Series Item Number
5.2.018
Retention Policy Number
515
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
2

Characteristics

Final Repository
LOCAL UNIT
Vital
No

Status

Last Update
10/19/21 13:00
GUID
UNTRRS-1186

Building Plans and Specifications

Includes architectural and engineering drawings, profiles, and blueprints.

Identification

Record Series Item Number
5.2.003
Retention Policy Number
514
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
LA+4

Characteristics

Archival
O
Final Repository
FACILITIES
Vital
Yes
Remarks
University owned building plans and specifications should be retained for the life of the asset. Building plans and specifications for leased buildings should be retained for 2 years after the termination/end of the lease. SEE ALSO item numbers 5.2.002 and 5.2.028. ARCHIVES NOTE: Archival review designation is for state owned buildings only. Facilities Management handles records for owned buildings. Facilities Planning also has records for leased space.

Status

Last Update
10/19/21 12:49
GUID
UNTRRS-1109

Facilities Management Maintenance/Renovation/Repair Records

This series documents the condition, upkeep, and routine maintenance of the institution's buildings and grounds.

Identification

Record Series Item Number
5.2
Retention Policy Number
513
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
AV

Characteristics

Final Repository
FACILITIES
Vital
No

Status

Last Update
9/15/21 14:26
GUID
UNTRRS-1106

Building Code Listing

List of codes used to designate buildings at various locations and campuses of the University.

Identification

Record Series Item Number
5.2
Retention Policy Number
510
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
US+5

Characteristics

Final Repository
FACILITIES
Vital
No

Status

Last Update
9/15/21 14:25
GUID
UNTRRS-1185

Year-to-Date Activity (Inventory Listing)

Shows additions, changes, transfers, and deletions of information within the inventory system. Data include University, division, tag number, batch, document, transaction date, location, item code, description, date, and cost.

Identification

Record Series Item Number
5.2.023
Retention Policy Number
344
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
FINANCE AND ADMINISTRATION
Vital
No

Status

Last Update
10/19/21 13:07
GUID
UNTRRS-1127

Utility Usage Reports

Identification

Record Series Item Number
5.2.022
Retention Policy Number
332
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
AV

Characteristics

Final Repository
FACILITIES
Vital
No

Status

Last Update
10/19/21 13:06
GUID
UNTRRS-1126

Surplus Property Sale Reports

This records series consists of a list of surplus equipment which is advertised, and consequently sold at public auction. The information may include but not be limited to an Agreement For Auctioneer Services; advertising documents; Terms And Conditions Of Sale; a financial report of money received for items sold at auction, and related documentation and correspondence.

Identification

Record Series Item Number
5.2.021
Retention Policy Number
313
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
ASSET MANAGEMENT
Vital
Yes
Remarks
Includes Lost & Found Auction; see note 1

Status

Last Update
10/19/21 13:01
GUID
UNTRRS-1125

Supply Usage Records

This series is used to document supply usage and charges. This series may include but is not limited to: stock printouts; inventory reports; and related documentation and correspondence.

Identification

Record Series Item Number
5.2.020
Retention Policy Number
312
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
FE + 1

Characteristics

Final Repository
LOCAL UNIT
Vital
No

Status

Last Update
10/19/21 13:00
GUID
UNTRRS-1124

Space Utilization Reports

Identification

Record Series Item Number
5.2.027
Retention Policy Number
257
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
AV

Characteristics

Final Repository
PROVOST
Vital
No

Status

Last Update
10/19/21 13:09
GUID
UNTRRS-1131
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