Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 6 Facility Management Records

 

AMERICANS WITH DISABILITIES ACT (ADA) FILES (Item 6-12)

Records that indicate compliance to Americans with Disabilities Act (ADA). Included are surveys of government buildings to determine accessibility to the physically challenged, federal regulations, proposals for implementing the act, correspondence, resolutions, and solutions to access problems.

RETENTION

Record copy: Retain by agency for 15 years and then destroy.

Duplicate copies: Retain until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/92)

APPRAISAL FILES (Item 6-1)

Files including location, description, value, and photographs of property.

RETENTION

Record copy:

Duplicate copies: Retain until superseded or obsolete and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

AS-BUILT CONSTRUCTION PLANS AND SPECIFICATIONS (Item 6-2)

Final plans and specifications for approved and constructed state buildings.

RETENTION

Record copy: Permanent. Retain until microfilmed and then transfer copy of microfilm to State Archives with authority to weed.

Duplicate copies: Retain for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

BUILDING AND EQUIPMENT SERVICE FILES (Item 6-3)

Requests for building and equipment maintenance services, excluding fiscal copies.

RETENTION

Record copy: Retain by Facilities Construction Management for 3 years after fiscal year ends and then destroy.

Duplicate copies: Retain by agency for 3 months after work is performed or requisition cancelled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

CONSTRUCTION PLANS IN-REVIEW (Item 6-5)

Preliminary designs and specifications prepared by architectural firms for review by state agency.

RETENTION

Record copy: Retain for 1 year after approval or rejection of final plans and then destroy.

Duplicate copies: Retain until construction phase begins and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

CONSTRUCTION PROJECT CASE FILES (Item 6-6)

Case files documenting the construction of new buildings and the renovation of rented buildings for state use.

RETENTION

Record copy: Permanent. Retain by agency until administrative need ends and then transfer to State Archives with authority to weed.

Duplicate copies: Retain for 6 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

FACILITIES MANAGEMENT GUIDELINES (Item 6-7)

Information pertaining to handicapped access, historic preservation, energy conservation, environmental protection, and planning.

RETENTION

Record copy: Retain for 3 years and then destroy.

Duplicate copies: Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

MAINTENANCE WORK ORDERS (Item 6-8)

Requests from agencies for repair of building equipment, minor construction, or painting.

RETENTION

Record copy: Retain by Facilities Construction Management for 3 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

NATURAL DISASTER AND DAMAGE SURVEY OF PUBLIC BUILDINGS (Item 6-9)

Survey and analysis of damage done to public buildings during natural disasters.

RETENTION

Record copy: Permanent. Retain by Facilities Construction Management for 10 years and then transfer to State Archives with authority to weed.

Duplicate copies: Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

SPACE UTILIZATION REPORTS (Item 6-10)

Reports on the amount of floor space in agency buildings, number of rooms, and the capacity.

RETENTION

Record copy: Retain until superseded or obsolete and then destroy.

Duplicate copies: Retain until superseded or obsolete and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

UNDER-CONSTRUCTION PLANS AND SPECIFICATIONS (Item 6-11)

Specifications used by contractors and architects as guidelines to construct previously designed buildings.

RETENTION

Record copy: Retain until superseded or obsolete and then destroy.

Duplicate copies: Retain until superseded or obsolete and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)