University of Oregon

EFFECTIVE FEBRUARY 3, 2016: The UO is transferring responsibility for records management oversight, policy, and training from the Libraries to the Office of the Vice President/General Counsel. While the transition is underway, UO offices may continue to submit records management questions though this form or via e-mail to spcarref@uoregon.edu. Library staff will consult with the Office of the General Counsel as needed to address your inquiry. We anticipate the transition to be completed by Summer 2016.

University Archives: Records Retention Schedule

Functional Sections: Facilities and Property Records

166-475-0035

This General Schedule is applicable to the Facilities and Property records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.

List of Series

1. Building Space Inventory and Valuation Records

Inventory-Buildings Records document the buildings owned and leased by the various institutions within the Oregon University System both on and off campuses. Building Space Inventory reports are used to project institutional space needs; to identify deferred maintenance; and to provide cost recovery support documentation for major research universities receiving federal money, grants, or private gifts. The inventories are kept at the individual institutions with periodic updates being provided to the Board’s Offices of Facilities Services. Records include but are not limited to computer generated reports with details by building (SP440-01), type of space (SP450-01), principal use (SP455-01), department (SP460-01), and area. Records may also include various summary reports such as Institution Summary by Building (SP445-01). All computerized reports are updated at least annually. OUS Facilities Services holds system-wide record copy of Space Inventory reports. Building Valuation Reports are used for State Insurance Fund (formerly State Restoration Fund) purposes and include building name, building number, location, capitalized value, and insured value. The report is prepared annually by the Controller’s Division and distributed to the institutions. All updates, additions, and deletions are prepared at the institution level and reported to the Controller’s Division.

Record Copy: OUS, Facilities Services
Retention: (a) Permanent for summary space inventory reports and building valuation reports (b) 10 years for all other records, destroy. (OUS only)

Other Copies: Institution, Facilities Services
Retention: Permanent for summary space inventory reports and building valuation reports; 5 years for building valuation reports, destroy; 10 years for all other records, destroy. (University of Oregon).

Transfer the institutional copy of summary space inventory reports to the University Archives after 5 years.

2. Buildings/Grounds Repair, Maintenance, Remodeling, and Construction Records

Records document the condition, upkeep, and routine maintenance of the institution’s buildings and grounds. It also documents remodeling and construction projects with a total expenditure of less than $100,000 over six years. This series may include but is not limited to floor plans; specifications; layouts; sketches; maintenance agreements; work logs; sign-in sheets; and related documentation and correspondence.

Record Copy: University Planning, Facilities Services
Retention: (a) Permanent for floor plans, layouts, sketches, and specifications; (b) 6 years for all other records, destroy.

Transfer the record copy of floor plans, layouts, sketches, and specifications to the University Archives after 6 years.

Other Copies: Building managers, units
Retention: 2 years, destroy.

3. Capital Construction Project Records

Construction-Buildings, Architectural Drawings, Blueprints Records document the planning, administration, and implementation of current and potential capital construction projects on campus (projects with a total expenditure of at least $100,000 over six years); to project needs for projects; and as a reference to projects once they have been completed. The series also provides a record of the funding of current capital construction projects on campus and to prepare budgets and allocations for capital construction projects. This series may include but is not limited to project descriptions and requirements; plans; plan reviews; project schedules; contract change orders; bid documentation; contracts and agreements with architects, artists, engineers, consultants, vendors, and contractors; materials and soils reports; progress reports; insurance reports; payment schedules; summary reports; memos; final acceptance statements; architectural blueprints; sketches; aerial photographs; preliminary planning drawings; as built drawings; drawings reflecting changes to the original plans; soil testing maps; any other type of graphic representation produced relating to buildings, systems, and land. The series also includes project descriptions; budget projection and allocation records; budget authorization forms; budget change orders; final acceptance statements; and related documentation and correspondence.

Record Copy: University Planning, Facilities Services
Retention: (a) Permanent for plans, plan/design exceptions, soil tests; (b) 10 years for all other records, destroy

Transfer the record copy to the University Archives 10 years after acceptance.

Other Copies: Units
Retention: 3 years after contract completion for blueprints, architectural drawings and maps, destroy; 10 years after final acceptance for all other records, destroy.

4. Chemical Application Records

Pesticides use Records Records document the application of chemicals such as pesticides, herbicides, and fertilizers to institutional property. Information usually includes date used; weather conditions; application area; chemical applied; mix ratio; and coverage rate.

Record Copy: Facilities Services
Retention: 30 years, destroy.

5. Classroom and Laboratory Utilization Reports

Laboratory Utilization Reports Records document the utilization of classroom and laboratory space. This series includes preliminary and final reports which contain class number, time of the class, and the number of students in the class.

Record Copy: Facilities Services
Retention: (a) 5 years for final utilization reports, destroy; (b) 2 years for preliminary utilization reports, destroy.

6. Faculty and Staff Reports

Records document the number of full time equivalent (FTE) positions in instruction, research, administration, public service, fellowships, and classified staff. This series consists of forms from departments showing FTE positions (including staff identification numbers) and office space required. The summaries include department total FTE for each of the principal activity categories listed above.

Record Copy: Facilities Services
Retention: (a) Permanent for summaries; (b) 5 years for all other records, destroy.

Transfer the record copy of the summaries to the University Archives after 5 years.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

7 . Land Inventory Records

Inventory records: Land Records document real property owned and leased by the various institutions within the Oregon University System and lists each parcel that has been acquired through ownership or under some form of lease agreement. Records include but are not limited to Land Inventory Reports, the OUS Land Inventory manual, records pertaining to permanent land and deed filings with the state, and related documentation and correspondence. Information in the Land Inventory Reports includes from who the land was acquired, date of acquisition, use of the land, source of revenue used to acquire, acreage, capitalized value, and where the transaction is recorded in the Board minutes. OUS Facilities Services holds system-wide record copy and annual reports are provided to the institutions.

Record Copy: OUS Facilities Services
Retention:(a) Permanent for the OUS Land Inventory Manual, records relating to deeds, correspondence, and every fifth year of Land Inventory Reports; (b) Until superseded or obsolete for all other Land Inventory Reports, destroy.

Transfer the record copy of all permanent records to the University Archives when no longer needed.

Other Copies: Institution Facilities Services
Retention: Until superseded or obsolete for the OUS Land Inventory Manual, destroy; permanent for all other records (University of Oregon Facilities Services).

8. Property Tax Exemption Claim Records

Records document claims for exemptions from institutions paying property taxes in Oregon and other states due to the educational use of the property. Exemptions are typically made on an annual basis. Records may include applications for exemption and related documentation and correspondence.

Record Copy:
Retention: Retention: 6 years, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

9. Room Change Requests Forms

Space Inventory Control Forms Records document room assignments and room remodeling done by facilities services units. Information on the change request forms may include but is not limited to the building and room; the reason for the change; who requested the change; who approved the change; date the change was requested; source of funds; special approvals needed and date approved.

Record Copy: Facilities Services
Retention: Retention: 5 years, destroy.

Other Copies: Units
Retention: 3 years, destroy.

10. Utilities Systems Operating and Maintenance Records

Records document the operations and maintenance of institutional utilities. This series may include but is not limited to equipment operations logs; mechanical readings charts; equipment maintenance histories; and related documentation and correspondence.

Record Copy: Facilities Services
Retention: (a) 4 years after equipment is no longer in service for equipment maintenance histories, destroy; (b) 10 years for all other records, destroy.

University of Oregon Libraries
1501 Kincaid Street Eugene, OR
97403-1299
T: (541) 346-3053
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