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Capital Projects Records Retention Schedule

NOTICE

The information contained on this schedule is the minimum State-required retention period for each specific category. This does NOT authorize disposal action. State approval is expressly required prior to each disposal of records, regardless of format or volume, unless the documents are specifically categorized as non-records. Contact the RIMS office to initiate a records disposal or for the State approved retention period of any items not listed below.

 

No record should be held for more than one (1) year beyond its listed mandatory minimum retention period. If further retention is needed and there is a documented business need, please contact RIMS for a variance. However, if your records are subject to a legal hold or pending legal action, you will need to follow the retention recommended by legal counsel. RIMS should be notified of any decisions to keep records past their minimum retention.

Upon completion of the retention period for capital projects records they will either be deleted, destroyed, or transferred to the University Archives. Before the retention period expires, please follow the records storage guidelines. For questions or more clarification about the correct process for these actions, please contact the RIMS office.

The categories of capital projects records are:

 

Project Drawings and Specifications Files

Project Drawings and Specifications Files are documents created to outline work needed for original construction, additions, major remodels or other capital projects.

Examples of Project Drawings and Specifications Files include but are not limited to: drawings, project manuals, and related documents.

Retain for 100 years after the date of the report then transfer to the University Archives:

  • Drawings, as built
  • Project manuals and specifications as built.

Retain until superseded or for the life of the building or infrastructure, whichever occurs first, then obtain state approval to dispose:

  • Preliminary drawings
  • Preliminary project manuals and specifications.

 

Project Files

Project Files consist of documentation of the various phases of capital projects from conceptualization to completion.

Examples of Project Files include, but are not limited to: artist renderings, project approvals, budgets, presentations, meeting minutes, final lien/waiver/payment documentation, Program Statements, and related correspondence; unsuccessful bids; and project execution documents such as the Project Procurement File, change orders, emergency contact information, project schedules, punchlists, and related correspondence.

Retain for 2 years after date of submission, then obtain state approval to dispose:

  • Files for unsuccessful bids
  • Files for unsuccessful professional services consultant submittals.

Retain for 3 years after financial closeout of the project, then obtain state approval to dispose:

  • Files for successful bids
  • Files for successful professional services consultant submittals
  • Files for award basis
  • Routine correspondence and reports
  • Files for claims, payment records, change orders, contractor terms, division contracts, procurement, evaluation materials, invitations to bid, subcontractors, project schedules, and request for information
  • Files for selection process of Architect/Engineer, Construction Manager, or Professional Services Consultant
  • Files for emergency contact information.

Retain for 10 years after the date of the report, then transfer to the University Archives:

  • Art in architecture program files
  • Abestos abatement files
  • Audit files
  • Files for “Owner’s Cost”
  • Files for design presentations and booklets
  • Files for final liens, wavers, and payment documentation
  • Files for program site selection, including maps
  • Files for project approvals
  • Files for site development
  • Meeting minutes
  • Photographs, renderings, and 3D models
  • Presentations
  • Program statements
  • Project budgets.

 

Equipment and Material Files

Equipment and Material Files consist of documents containing specific information about installed equipment systems and building materials used for a project.

Examples of Equipment and Material Files include, but are not limited to: operation & maintenance manuals, specifications sheets, warranties, shop drawings, calculation and test reports, and product samples submitted from general contractors to the University.

Retain for 40 years after the life of the Material, then obtain state approval to dispose:

  • Concrete compression tests
  • Product samples.

All other equipment and material files are to be kept for the life of the equipment, system, or material, then obtain state approval to dispose.

 

Primary Audience

This schedule will specifically help those with federal and state compliance requirements and particularly individuals from the following areas:

 

  • Campus Construction Unit
  • Facilities & Services
  • Capital Programs Offices