State Agency Schedule 6
Facility Management Records

 

 

Americans with Disabilities Act (ADA) Files (SG 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.

(Approved 12/1992)

 

Appraisal Files (SG 6-1)

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

Retention

Retain until superseded or obsolete and then destroy.

(Approved 07/1990)

 

***As-built Construction Plans and Specifications (SG 6-2) UPDATED

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

 

As-built Construction Plans and Specifications (SG 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 final action. May transfer to Archives.

(Approved 8/2014)

 

Building and Equipment Service Files (SG 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.

(Approved 07/1990)

 

Construction Plans In-review (SG 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.

(Approved 07/1990)

 

Construction Project Case Files (SG 6-6)

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

Retention

Retain until administrative need ends and then transfer to State Archives with authority to weed.

(Approved 07/1990)

 

Facilities Management Guidelines (SG 6-7)

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

Retention

Retain for 3 years and then destroy.

(Approved 07/1990)

 

Maintenance Work Orders (SG 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.

(Approved 07/1990)

 

Natural Disaster and Damage Survey of Public Buildings (SG 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.

(Approved 07/1990)

 

Preliminary Plans and Specifications (SG 6-13)

These records are related to the plans and specifications of approved and constructed facilities, road or bridges. Information may include preliminary designs, specifications, planning, surveys, analysis, renovation, preservation and construction.

Retention

Retain until final action and then destroy.

(Approved 09/2014)

 

***Space Utilization Reports (SG 6-10) UPDATED

Please refer to the state schedule for Preliminary Plans and Specifications (SG 6-13).

 

***Under-construction Plans and Specifications (SG 6-11) UPDATED

Please refer to the state schedule for Preliminary Plans and Specifications (SG 6-13).

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Page Last Updated April 17, 2017 .