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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

Building Construction Project Files

Planning, design, and construction records; accepted and rejected bids; correspondence; etc.

Identification

Record Series Item Number
5.2.002
Retention Policy Number
37
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
AC + 10

Characteristics

Archival
I
Final Repository
FACILITIES
Vital
Yes
Remarks
Retention based on legal requirements to verify safety factors. See also 5.2.003 and 5.2.028. State Retention is AC+10. AC being the completion of the project.

Status

Last Update
10/19/21 12:49
GUID
UNTRRS-1108

Building Construction Contract and Inspection Records

Building construction contracts, surety bonds, and inspection records.

Identification

Record Series Item Number
5.2.028
Retention Policy Number
35
Series
5.2 - Support Services Records-Facility Management

Retention Period

Total Retention
LA + 10

Characteristics

Archival
O
Final Repository
FACILITIES
Vital
Yes
Remarks
Construction contracts for new buildings. SEE ALSO item numbers 5.2.002 and 5.2.003.

Status

Last Update
10/19/21 13:10
GUID
UNTRRS-1132

Contracts and Leases

Contracts, leases, and agreements include general obligation, land lease, utilities, and construction except for buildings. Documents include specifications, affidavits of publication of calls for bids, accepted bids, performance bonds, contracts, purchase orders, inspection reports, and correspondence. May also include other applicable documentation in the master contract file per Texas Comptroller of Public Accounts Contract Management Guide. (b) Executed, renewed, or amended on or before August 31, 2015.

Identification

Record Series Item Number
5.1.001
Retention Policy Number
59b
Series
5.1 - Support Services Records-General

Retention Period

Total Retention
AC+4

Characteristics

Final Repository
LEGAL AFFAIRS/PURCHASING/LOCAL UNIT
Vital
Yes
Remarks
AC = Expiration or termination of the instrument according to its terms. SEE related item numbers 3.1.035 Performance Bonds and 5.3.007 Bid Documentation. SEE item number 5.2.028 for building construction contracts and 5.1.017 for contract logs. Government Code, 441.1855

Status

Last Update
10/15/21 16:45
GUID
UNTRRS-1599

Contracts and Leases

Contracts, leases, and agreements include general obligation, land lease, utilities, and construction except for buildings. Documents include specifications, affidavits of publication of calls for bids, accepted bids, performance bonds, contracts, purchase orders, inspection reports, and correspondence. May also include other applicable documentation in the master contract file per Texas Comptroller of Public Accounts Contract Management Guide. (a) Executed, renewed, or amended on or after September 1, 2015.

Identification

Record Series Item Number
5.1.001
Retention Policy Number
59a
Series
5.1 - Support Services Records-General

Retention Period

Total Retention
AC+7

Characteristics

Final Repository
LEGAL AFFAIRS/PURCHASING/LOCAL UNIT
Vital
Yes
Remarks
AC = Expiration or termination of the instrument according to its terms. SEE related item numbers 3.1.035 Performance Bonds and 5.3.007 Bid Documentation. SEE item number 5.2.028 for building construction contracts and 5.1.017 for contract logs. Government Code, 441.1855

Status

Last Update
10/15/21 16:44
GUID
UNTRRS-1598

Insurance Policies

For vehicles, equipment, etc. (b) Executed, renewed, or amended on or before August 31, 2015.

Identification

Record Series Item Number
5.1.013
Retention Policy Number
133b
Series
5.1 - Support Services Records-General

Retention Period

Total Retention
AC+4

Characteristics

Final Repository
FINANCE AND ADMINISTRATION/RISK MANAGEMENT
Vital
Yes
Remarks
AC = Expiration or termination of policy according to its terms. Government Code 441.1855 Senate Bill 20

Status

Last Update
10/15/21 16:52
GUID
UNTRRS-1603

Insurance Policies

For vehicles, equipment, etc. (a) Executed, renewed, or amended on or after September 1, 2015.

Identification

Record Series Item Number
5.1.013
Retention Policy Number
133a
Series
5.1 - Support Services Records-General

Retention Period

Total Retention
AC + 7

Characteristics

Final Repository
FINANCE AND ADMINISTRATION/RISK MANAGEMENT
Vital
Yes
Remarks
AC = Expiration or termination of policy according to its terms. Government Code, 441.1855 Senate Bill 20

Status

Last Update
10/15/21 16:53
GUID
UNTRRS-1602
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