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

Retain by agency for 15 years 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

Retain until superseded or obsolete and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

As-built Construction Plans and Specifications (Item 6-2)

Please refer to the state schedule for As-built Construction Plans and Specifications. SG 6-14

 

As-built Construction Plans and Specifications (Item 6-14)

Final plans and specifications for approved and constructed buildings, facilities, road and bridges. Documents construction of new buildings or facilities as well as renovation of owned buildings and rented buildings.

Retention

Permanent. Retain by agency until facility completed. May transfer to Archives.

Suggested Primary Designation

Public.

(Approved 8/14)

 

Building and Equipment Service Files (Item 6-3)

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

Retention

Retain by Facilities Construction Management for 3 years after fiscal year ends 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

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

Suggested Primary Designation

Public.

(Approved 07/90)

 

***Construction Project Case Files (Item 6-6) OBSOLETE

Please refer to the state schedule for As-built Construction Plans and Specifications. SG 6-14

 

Facilities Management Guidelines (Item 6-7)

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

Retention

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

Retain by Facilities Construction Management for 3 years 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

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

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

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

Retain until superseded or obsolete and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)