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PLANNING DESIGN AND CONSTRUCTION - CAMPUS FACILITIES AUTHORIZATION NO. 77-132

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  1. Architectural/Engineering Drawings & Project Manual(s) - Official Copy
  2. Architectural/Engineering Drawings & Project Manual(s) - Information Copy
  3. Building Codes Compliance Records
  4. Design & Construction Project Files
  5. Accounting Files for Grant Funded Projects
  6. Shop Drawings
  7. Phone Records
  8. Operating Accounts

 

ITEM NUMBER

1. Architectural/Engineering Drawings & Project Manual(s) - Official Copy

A. Issued for Bid drawings and project manual(s) made by architects and engineers, they are signed and sealed originals. They include architectural, structural, mechanical, plumbing, electrical, civil and demolition drawings and project manual(s).

Authorized Retention:

 Retain for fifteen (15) years, then transfer to University Archives.

B. Record drawings, Mylars, AutoCAD and Word documents made by architects and engineers when project is complete, these are the As-Built documents. They include architectural, structural, mechanical, plumbing, electrical, civil and demolition drawings and project manual.

Authorized Retention:

Retain in Planning, Design & Construction Archives until sale or disposal of property, then transfer to University Archives.

Mylars are retained in Space Planning & Management until the sale or disposal of the property, then transferred to University Archives.

AutoCADs are retained on the server for reference until sale or disposal of property, then destroyed.

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2. Architectural/Engineering Drawings & Project Manual(s) - Information Copy

A. Design/Bid/Build informational copies of engineering drawings and project manual(s) made by architects and engineers. They include architectural, structural, mechanical, plumbing, electrical, civil and demolition drawings and specifications.

Authorized Retention:

Retain the Bid Set and Construction Set (when applicable) of drawings and project manual in the Document Center for reference value not to exceed one (1) year after accounting closes the project, then destroy.

B. Design/Build informational copies of engineering drawings and project manual(s) made by architects and engineers. They include architectural, structural, mechanical, plumbing, electrical, civil and demolition drawings and specifications.

Authorized Retention:

 Retain the Design/Build Guidelines, Successful and Unsuccessful Proposals in the Document Center for reference value not exceed one (1) year after accounting closes the project, then destroy.

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3. Building Codes Compliance Records

Campus construction managers are responsible to inspect construction for code compliance, with the assistance from the design Architectural/Engineering. Some large and/or unusual projects also employ code consultants for review. These records include, but are not limited to, the code addition used by the project, evidence that the code was properly applied to the project, and any code deviations that were approved or denied by the AHJ (Authority Having Jurisdiction).

Authorized Retention:

Keep in Planning, Design & Construction Archives until sale or disposal of property, then transfer to University Archives.

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4. Design & Construction Project Files

Original documents from all design and construction aspects of each project, including the Project Manager and Construction Project Managers files. They contain agreements, the scope documentation, cost/budget documentation, review meeting items, contracts, bid results, correspondence, meeting minutes, test reports, change orders, vouchers, certified payroll, wage & earning information, submittal/transmittals and all other pertinent small format documents.

Authorized Retention:

Retain for ten (10) years; store in department until accounting closes the project, transfer to Records Management for the remainder of retention period, then destroy.

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5. Accounting Files for Grant Funded Projects

These are the financial records for projects that are grant funded. They include Project Request Forms, Project Cost Summaries, Project Funding Summaries, Payment Vouchers, Consultant Agreements and miscellaneous payments.

Authorized Retention:

Retain for twenty (20) years; store in department for one (1) year after accounting closes the project, transfer to Records Management for the remainder of retention period, then destroy.

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6. Shop Drawings

These are the original documents specifically prepared for the project by the contractor or a subcontractor, sub-subcontractor, manufacturer, supplier or distributor to illustrate some portion of the work during construction. They include diagrams, drawings, product data and physical samples.

Authorized Retention:

Retain in the Document Center until construction closes the project, send to Planning, Design & Construction Archives for as long as they are pertinent to Planning, Design & Construction, then destroy.

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7. Phone Records

These include Telecom Long Distance Monthly Records and Cell Phone billing.

Authorized Retention:

Retained for five (5) years, then destroy.

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8. Operating Accounts

These are the department's budgets and monthly reconciliation accounts.

Authorized Retention:

Retain for five (5) years after account closes, then destroy.

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This authorization supersedes 37-416.

 

 

 

 


 

 

 

 

Reviewed 2012-07-11.