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ENERGY MANAGEMENT - CAMPUS FACILITIES AUTHORIZATION NO. 77-134

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  1. Generator Availability Data System (GADS) - Reports & Backup
  2. U.S. Energy Information Administration (EIA) Reporting
  3. Production and Generation Trend Reports
  4. Daily Production Logs
  5. Operator Logs
  6. Plant Operating Procedures and Guidelines
  7. Calibrations
  8. Process Controls - Programs and Code
  9. Lubrication Database
  10. Regulatory Decision Records - Non Permit Related
  11. Regulatory Correspondence - Non-Permit Related
  12. Backflow Prevention Program Records
  13. Primacy Fee Reports and Data
  14. Data and Other Records Required by Current Environmental Permits
  15. Air Emission Compliance Tests
  16. National Pollution Discharge Elimination System (NPDES)
  17. Non-Permit Required Sampling Results
  18. Spill Prevention Control and Countermeasure (SPCC) Plan
  19. Labor Relations Documents (Meet & Confer)
  20. Attendance Summaries
  21. Departmental Family Medical Leave (FMLA) Paperwork
  22. Utility Locate Documents
  23. Underground Utility Maps
  24. Utility System One Line Drawings
  25. Planning, Coordination and Other Utility Maps
  26. Photos-Historical Value
  27. Personnel Photos
  28. Underground Utility Construction, Project and Maintenance Photos
  29. Departmental Presentations
  30. Manager/Supervisor Meeting Documents
  31. Facility/Personnel Security
  32. Tour Records
  33. Job Site Safety Inspections & Audits
  34. Safety Chats/Toolbox Meeting Records (ST-53)
  35. Job Safety Analysis (JSA)
  36. Safety Related Permits and Inspections

 

ITEM NUMBER

ENERGY, COMMODITIES, OPERATIONS & MAINTENANCE

1. Generator Availability Data System (GADS) - Reports & Backup

This reporting is required by the North American Electric Reliability Corporation.  The database is used to collect, record, and retrieve operating information for improving the performance of electric generating equipment.

Authorized Retention:

Retain for reference value not to exceed five (5) years; then destroy.

TOP

2. U.S. Energy Information Administration (EIA) Reporting

Monthly reports required by the EIA regarding electric generation and fuels.

Authorized Retention:

Retain for reference value not to exceed five (5) years; then destroy.

TOP

3. Production and Generation Trend Reports

These reports quantify the daily, monthly and annual production, commodity, and purchased power data for the MU Power Plant, Chilled Water, and Potable Water Wells. These reports also calculate the production efficiencies.

Authorized Retention:

Retain for administrative value; then send to Campus Archives.

TOP

4. Daily Production Logs

Production log sheets, daily totals, etc. that feed into permanent production reports.

Authorized Retention:

Retain for reference value not to exceed one (1) year; then destroy

TOP

5. Operator Logs

All operator log books, electronic data, notes, and other documents related to the day to day operation of energy production equipment.

Authorized Retention:

Retain for administrative reference value not to exceed one (1) year; then destroy.

TOP

6. Plant Operating Procedures and Guidelines

All documents related to the operation of production equipment, including but not limited to start-up and shut down procedures, dispatch and layup.

Authorized Retention:           

 Retain until superseded; then destroy.

TOP

7. Calibrations

All records pertaining to the calibration of electronic instruments, scales, and meters which are not related to continuous emissions monitoring equipment covered in 77-134-14 below.

Authorized Retention:           

Retain for three (3) years; then destroy.

TOP

8. Process Controls - Programs and Code

All electronic and hard copies of process controls including but not limited to program code and ladder diagrams.

Authorized Retention:           

 Retain until superseded; then destroy.

TOP

9. Lubrication Database

All data related to current lubrication specifications and requirements for production equipment

Authorized Retention:           

 Retain until superseded; then destroy.

TOP

ENVIRONMENTAL

GENERAL

10. Regulatory Decision Records - Non Permit Related

Final request to and records documenting a decision made regarding environmental compliance made by a regulatory agency.

Authorized Retention:           

Retain a copy in department for reference value not to exceed five (5) years; then destroy.  Send official copy to Environmental Health and Safety (EHS).

TOP

11. Regulatory Correspondence - Non-Permit Related

All correspondence, notes, and calculations leading up to a request for an environmental compliance decision made by a regulatory agency.

Authorized Retention:           

Retain copy for reference value not to exceed two (2) years; then destroy.

TOP

POTABLE WATER

12. Backflow Prevention Program Records

All documents and electronic records related to the installation, replacement, maintenance, and testing of backflow prevention devices.

Authorized Retention:          

Retain a copy in department for five (5) years; then destroy.  Record activities in preventative maintenance system and forward original documents immediately to EHS.

TOP

13. Primacy Fee Reports and Data

Documents related to the annual primacy fee paid to the Missouri Department of Natural Resources (MDNR) for potable water testing services.

Authorized Retention:           

Retain a copy for reference value not to exceed two (2) years; then destroy.  Send official copy to EHS.

TOP

AIR

14. Data and Other Records Required by Current Environmental Permits

All documents including but not limited to: Calibrations, accuracy tests, and certifications related to the continuous emissions monitors located in the power plant. Third party air emissions tests, compliance testing, and operational testing. Emergency generator and engine data including fuel records. Fuel analyses. Title V air inspections and opacity observations. Boiler and combustion turbine monitoring reports.  Combustion ash analytical test results.

Authorized Retention:           

Retain in Energy Management for five (5) years; then destroy.

TOP

15. Air Emission Compliance Tests

All test data required by regulatory agencies and/or permit requirements.

Authorized Retention:

Retain a copy in department for reference value not to exceed five (5) years; then destroy. Official copy to EHS for 25 years.

TOP

STORMWATER

16. National Pollution Discharge Elimination System (NPDES)

All stormwater sampling results and reports related to MU NPDES permit for the Power Plant site. 

Authorized Retention:

Retain a copy in department for reference value not to exceed two (2) years; then destroy. Send official copy to EHS. 

TOP

17. Non-Permit Required Sampling Results

All stormwater sampling results not required by NPDES permit.

Authorized Retention:

Retain for reference not to exceed two (2) years; then destroy.

TOP

18. Spill Prevention Control and Countermeasure (SPCC) Plan

SPCC plan and required records required by the plan such as training and inspections. (Official Copy EHS)

Authorized Retention:

Retain superseded copy for three (3) years; then destroy.

TOP

HUMAN RESOURCE

19. Labor Relations Documents (Meet & Confer)

Notes, e-mails, and copies of official Meet and Confer documents.

Authorized Retention:

Keep copies for reference value not to exceed three (3) years; then destroy.

TOP

20. Attendance Summaries

Electronic and hard copy records of attendance summaries and leave balances.

Authorized Retention:

Retain for three (3) years; then destroy.

TOP

21. Departmental Family Medical Leave (FMLA) Paperwork

Copies of all FMLA paperwork kept for reference within the department. These files do not include employee medical information.

Authorized Retention:

Destroy department copy after leave is over - original in Human Resource Dept.

TOP

UTILITY DISTRIBUTION MAPPING

22. Utility Locate Documents

E-mails, hard copies, logs and other documents pertaining to underground utility locates

Authorized Retention:

Retain for one (1) year; then destroy.

TOP

23. Underground Utility Maps

All electronic and hard copy maps detailing underground utilities

Authorized Retention:

Retain until superseded - keep one copy for future reference and send one copy to Archives.

TOP

24. Utility System One Line Drawings

All electronic and hard copies of one-line system drawings used for operations and maintenance activities.

Authorized Retention:

 Retain until superseded; then destroy.

TOP

25. Planning, Coordination and Other Utility Maps

All electronic and hard copy planning utility maps.

Authorized Retention:

Retain for reference value not to exceed five (5) years; then destroy.

TOP

PHOTOS, PRESENTATIONS & OTHER RECORDS

26. Photos-Historical Value

All digital and hard copy photos that are of historical value to MU.

Authorized Retention:

 Retain for administrative value; then send to Campus Archives.

TOP

27. Personnel Photos

All digital and hard copy photos of employees that have worked for Campus Facilities - Energy Management.

Authorized Retention:

 Retain for reference value not to exceed one (1) year after employees leave; then send to Campus Archives.

TOP

28. Underground Utility Construction, Project and Maintenance Photos

All digital photos or hard copy photos of underground utilities.

Authorized Retention:

 Retain for one (1) year after life of utility or equipment; then send to Campus Archives.

TOP

29. Departmental Presentations

All presentation materials prepared by Campus Facilities - Energy Management staff, including hard copies, electronic files, and other electronic media.

Authorized Retention:

Retain for administrative value; then send to Campus Archives.

TOP

30. Manager/Supervisor Meeting Documents

These records document meetings held by department managers and supervisors to pass on routine department and University information to staff. These records may include but not limited to notices of upcoming training topics and dates, budget updates, reminders to complete activities or follow departmental procedures and updates on current performance numbers.

Authorized Retention:

Retain for reference value not to exceed five (5) years, then destroy.

TOP

31. Facility/Personnel Security

All records pertaining to the security inspections and surveillance equipment.

Authorized Retention:

Retain for reference value not to exceed two (2) years; then destroy.

TOP

32. Tour Records

All records pertaining to tours of Campus Facilities - Energy Management facilities.

Authorized Retention:

 Retain for reference value not to exceed two (2) years; then destroy.

TOP

SAFETY RECORDS

33. Job Site Safety Inspections & Audits

Job site safety inspection forms and notes performed by Campus Facilities - Energy Management staff.

Authorized Retention:

 Retain for one (1) year; then destroy.

TOP

34. Safety Chats/Toolbox Meeting Records (ST-53)

All ST-53 safety training forms and backup materials used for safety chats, meetings, etc.

Authorized Retention:

 Retain copy for one (1) year; then destroy.  Official copy at Campus Facilities – Administration.

TOP

35. Job Safety Analysis (JSA)

Job safety analyses prepared by Campus Facilities - Energy Management staff.

Authorized Retention:

Retain copy for one (1) year; then destroy.  Official copy at Campus Facilities – Administration.

TOP

36. Safety Related Permits and Inspections

All permits and inspection forms related to hot work, confined space, energized work, lock out tag out, scaffolds, lift trucks, Ariel lifts, cranes, etc. which are related to official MU policy.

Authorized Retention:

 Retain for two (2) years; then destroy.

TOP

 

 

 

 

 

 

 

 

Reviewed 2012-08-13.