USG Records Retention Schedules
CATEGORY: Property Management
Total: 8 Sorted by title.
Buildings/Grounds Repair, Maintenance, Remodeling, and Construction Records
Number: 0472-12-001
Description: This series documents the condition, upkeep, and routine maintenance of the institution's buildings and grounds. It also documents remodeling and construction projects with a total expenditure of less than $100,000 over six years. This series may include but is not limited to: floor plans; specifications; layouts; sketches; maintenance agreements; work logs; and sign-in sheets.
Retention: As built floor plans, layouts, and specifications: PERMANENT; All other records: 7 years.
Capital Construction Project Records
Number: 0472-12-002
Description: Records relating to the planning, administration, and implementation of capital construction projects; includes project descriptions and requirements, bid records, plan reviews, project schedules, contract changes, consultant contracts, and budgets.
Retention: As built floor plans, layouts, and specifications: PERMANENT; All other records: 11 years after completion of the project.
Chemical Application Records
Number: 0472-12-003
Description: This series documents the application of chemicals such as pesticides, herbicides, and fertilizers to institutional property. Information usually includes: date used; weather conditions; application area; chemical applied; mix ratio; and coverage rate.
Retention: 3 years.
Federal Property Records
Number: 0472-12-005
Description: This series provides documentation for and monitoring of institution-owned properties loaned to the institution or agency-owned property purchased with non-institutional state funds for research contract use at the institution. This series may include but is not limited to: annual equipment inventory lists; federal physical equipment inventory reports; copies of federal form DD 1419; institutional acquisition, transfer, and disposition forms; and memoranda of understanding or agreements.
Retention: 7 years after termination of agreement, grant contract, or disposal of equipment.
Land Inventory Records
Number: 0472-12-004
Description: This series lists each parcel that has been acquired through ownership or under some form of lease agreement, includes deeds and transmittals listing the individual properties.
Retention: PERMANENT.
Leases
Number: 0472-12-006
Description: This series documents agreements for the transfer of the right to possession and use of goods or property for a specified term. This series includes lease agreements and amendments or addenda.
Retention: 7 years after expiration of agreement.
Real Property Records
Number: 0472-12-007
Description: This series documents the real property acquired and sold by the institution. This series may include but is not limited to: contracts and agreements; title abstracts; easement details; public hearing notices and minutes; county recorder's plat descriptions; memoranda of understanding; earnest money receipts; sales agreements; and property deeds.
Retention: 11 years after property is sold.
Utilities Systems Operating and Maintenance Records
Number: 0472-12-008
Description: This series documents the operations and maintenance of institutional utilities. This series may include but is not limited to: equipment operations logs; mechanical reading charts; and equipment maintenance histories.
Retention: 5 years after disposition of equipment.