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Inventory System Update Listings

Listing shows all additions, changes, deletions, and transfer time for the monthly processing period.

Identification

Record Series Item Number
5.2.016
Retention Policy Number
139
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
AC

Characteristics

Final Repository
ASSET MANAGEMENT
Vital
No
Remarks
AC = Transfer of information into annual listing.

Status

Last Update
10/19/21 12:59
GUID
UNTRRS-1121

Facilities Reservation Logs

Reservation logs or similar records relating to the use of University facilities such as meeting rooms, auditoriums, etc.

Identification

Record Series Item Number
5.2.026
Retention Policy Number
106
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
2

Characteristics

Final Repository
FINANCE AND ADMINISTRATION
Vital
No
Remarks
Includes classroom registration lists

Status

Last Update
10/19/21 13:09
GUID
UNTRRS-1130

Equipment Warranties

Identification

Record Series Item Number
5.2.011
Retention Policy Number
102
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
AC+1

Characteristics

Final Repository
LOCAL UNIT
Vital
Yes
Remarks
AC = Expiration of warranty.

Status

Last Update
10/19/21 12:54
GUID
UNTRRS-1117

Equipment Manuals

Identification

Record Series Item Number
5.2.010
Retention Policy Number
101
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
LA

Characteristics

Final Repository
LOCAL UNIT
Vital
No

Status

Last Update
10/19/21 12:53
GUID
UNTRRS-1116

Equipment Inventory Detail Report Forms

Updates University portion of the inventory listing and adds, changes, transfers or deletes items from inventory.

Identification

Record Series Item Number
5.2.009
Retention Policy Number
100
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
ASSET MANAGEMENT
Vital
No
Remarks
For departments, retention period is FE for equipment that is deleted from inventory, as in Deletion Request for Obsolete, Unserviceable, Surplus or Cannibalized Property. Departments only need to keep forms to the end of fiscal year in which property was removed from department's inventory.

Status

Last Update
10/19/21 12:53
GUID
UNTRRS-1115

Damage Reports

Reports of damage to state property.

Identification

Record Series Item Number
5.2.007
Retention Policy Number
69
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
FACILITIES
Vital
Yes

Status

Last Update
10/19/21 12:52
GUID
UNTRRS-1113

Equipment History File

Includes requests for installation, moves service, etc.; and service/repair logbooks, etc.

Identification

Record Series Item Number
5.2.008
Retention Policy Number
56
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
LA + 3

Characteristics

Final Repository
LOCAL UNIT
Vital
No
Remarks
For service agreements or contracts related to equipment repairs and service, retain in accordance with item number 5.1.001.

Status

Last Update
10/19/21 12:52
GUID
UNTRRS-1114

Calibration Records (Equipment or Instrument)

Identification

Record Series Item Number
5.2.005
Retention Policy Number
39
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
10

Characteristics

Final Repository
LOCAL UNIT
Vital
No
Remarks
Calibrations for non-radiological equipment are retained for 10 years. Retention for radiological equipment is AC, where AC = the termination of the license or registration [based on requirements for showing calibrations of instruments used in surveys in TAC 289.202(ggg)(5) subsection (nn)(1)].

Status

Last Update
10/19/21 12:51
GUID
UNTRRS-1111

Building Space Requests

Identification

Record Series Item Number
5.2.004
Retention Policy Number
38
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
1

Characteristics

Final Repository
SPACE MANAGEMENT & PLANNING
Vital
No

Status

Last Update
10/19/21 12:50
GUID
UNTRRS-1110
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