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Records Management

FM Facilities Management

Record Code

Record Series / Activity

Description / Scope Notes

Examples of Record Types

Retention Period 

Final Disposition

Office of Primary Responsibility (OPR)

Privacy Considerations (Y / N)

FM-01

Architectural Drawings and Specifications

Records related to the design, construction and renovation of facilities and offices from proposal to completion

Building Plans |Building Specifications |
Construction Plans

Life of Facility + 10 years

Archive

Facilities (Manager)

N

FM-02

Building Permits

Records related to the processes associated with applying, obtaining and administrating building permits/licenses obtained from governmental authorities

Filings | Registrations | Building Permits | Certificates of Occupancy | Environmental Permits

Expiration + 5 years

Destruction

Facilities (Manager)

N

FM-03

Transportation and Vehicle Management

Records related to vehicle usage and maintenance

Vehicle Records | Vehicle Registrations  | Vehicle Fuel Reports | Vehicle Destination Reports | Vehicle Mileage Reports | Accident Records | Vehicle Maintenance and Repair Records

Life of Vehicle + 7 years

Destruction

Facilities (Manager)

Y

FM-04

Housing and Accommodations

Records related to housing accommodations

Applications | Rental Agreements | Move Requests |  Tenant Information | Cancellations | Warning and Notices |Accommodation Forms 

Occupancy End + 7 years

Destruction

Facilities (Accomodations Coordinator)

Y

FM-05

Laboratory and Shop Equipment

Records related to the validation and documentation of laboratory and shop equipment and system performance

Calibration Records | Equipment Qualifications | Quality Control Records | Instrument Maintenance | Service Records | Specification Sheets | Test Reports | Equipment Software Validation Records

Life of Equipment

Destruction

Facilities

N

FM-06

Maintenance, Repair and Inspection

Records related to the repair, inspection and general maintenance of facilities and equipment not covered elsewhere

Service and Maintenance Requests | Maintenance Records | Repair Records | Facility Work Orders | Equipment Histories | Building and Equipment Inspections and Reports | Personal Protective Equipment | Fire Safety Records | Fire Drills and Inspections | Pest Control Records | Landscaping and Grounds Records | Miscellaneous Café/Cafeteria Records (menus, signage, etc.)

Life of Equipment/Facility + 7 years

Destruction

Facilities

N

FM-07

Equipment Rentals

Records related to the administration of equipment rentals

Equipment Rentals

7 years

Destruction

Facilities

Y

FM-08

Facility Rentals

Records related to the administration of facility  rentals

Room Bookings and Allocations | Locker Rentals and Assignments

3 years

Destruction

Facilities

Y

FM-09

Parking Administration

Records related to the administration of parking on campus

Parking Applications | Parking Permits | Parking Violations

5 years

Destruction

Facilities (Manager)

Y

FM-10

Assets Management

Records related to the management of institutional property and assets

Asset Documentation | Inventories | Asset Disposal Records

Life of Asset + 5 years

Destruction

Facilities (Manager Services)

N