California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
Record
Series
Identifier
5.0
Record Series Name
CAPITAL PLANNING, CONSTRUCTION AND FACILITIES MANAGEMENT
Record
Identifier
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian
of Record
O
5.1
5.2
L
H
Retention Period
V
Architecture & Engineering
Project Design & Architectural
ADPA or
agreements, amendments, extra services DOP
X
ADPA or
DOP
X
Other project design agreements
Construction Management
Contract Documents [includes
construction documents]
5.3
F
Retention Source of
Authority
Other construction agreements
AS-BUILTS and Operating &
Maintenance Manuals
Land Use Planning
Easements
Supporting correspondence to
easements
Deeds, title policy, PWB resolution
authorizing the acquisition; transfer of
jurisdiction from DGS to CSU
Chancellor's Office 03-04-2008 | Fresno State 03-10-2009
10 years following
SUAM Section XII 9832 ; issuance of Notice of
Completion (of project);
Latent Defects - "CA
Latent Defects
CCP 337.15"
SUAM Section XII 9832 ; 10 years following
Latent Defects - "CA
issuance of Notice of
CCP 337.15"
Completion (of project)
CSU Practice
10 years following
issuance of Notice of
Completion (of project)
10 years following
issuance of Notice of
Completion (of project)
For the life of the
building, facility, or
X
CSU Practice
Forever while owned by
the CSU
X
CSU Practice
Forever while owned by
the CSU
X
CSU Practice
Forever while owned by
the CSU
ADPA or
DOP
X
SUAM Section XII 9832
ADPA or
DOP
X
SUAM Section XII 9832
ADPA
Chancellor's
Office /
CPDC
Chancellor's
Office /
CPDC
Chancellor's
Office /
CPDC
X
1
California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
Record
Series
Identifier
5.0
Record Series Name
CAPITAL PLANNING, CONSTRUCTION AND FACILITIES MANAGEMENT
Record
Identifier
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian
of Record
O
5.4
5.5
F
L
Environmental Planning
CEQA Documents
Energy
Chancellor's
Office /
CPDC
X
X
Contracts (All)
Monthly energy reports
Chancellor's
Energy Efficiency Partnership Agreement Office /
(06/08)
CPDC
Chancellor's
Energy Efficiency Partnership 06/08
Office /
Project Files
CPDC
Chancellor's
Energy Efficiency Partnership Agreement Office /
(04/05)
CPDC
Chancellor's Office 03-04-2008 | Fresno State 03-10-2009
H
Retention Source of
Authority
Retention Period
V
Statute for 30-day
limitation: PRC
21080.5(g) and Section
15075(f) of CEQA
guidelines in CCR title
14, Ch. 3; title 14, Ch. 3,
Art. 8 (time limits),
section 15112 (Statutes Five years after BOT
of Limitation)
approval
CSU Practice
X
X
CSU Practice
X
X
X
Partnership Agreement
X
X
X
Partnership Agreement
X
X
X
Partnership Agreement
10 years from 'Effective
Date' or Start Date
Originals held by CS&P
Electronically forever
while owned by CSU
10 years From 'Contract
End Date' as determined
by CPUC Ruling
10 years From 'Contract
End Date' as determined
by CPUC Ruling
10 years From 'Contract
End Date' as determined
by CPUC Ruling
2
California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
Record
Series
Identifier
5.0
Record
Identifier
Record Series Name
CAPITAL PLANNING, CONSTRUCTION AND FACILITIES MANAGEMENT
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian
of Record
O
5.6
Energy Efficiency Partnership 04/05
Project Files
Utilities
5.7
Utility bills
Federal Disaster Assistance
5.8
Federal Disaster Assistance records
As-Builts associated with repairs and/or
changes made with federal disaster
assistance funds
Federal EPA, State CEQA, Costal
Community, etc. documents associated
with Federal Disaster Assistance
Vehicle Records
Chancellor's Office 03-04-2008 | Fresno State 03-10-2009
Chancellor's
Office /
CPDC
F
X
Public Utilities
Commission
10 years
X
3 years after date of OES
letter transmitting
FEMA's letter stating
OMB A133; 44CFR 14.1, project is "Closed", OES
letter will state the
14.2 and 206, 207(c);
Stafford Act 318 and 705 records are to be kept 3
years and that the
See also: FEMA 322
Applicant (i.e. campus) is
"Public Assistance
Guide" and FEMA Policy subject to audit during
that time.
Digest
Director of
Utility
Management X
X
EHS
X
V
Partnership Agreement
X
ADPA
H
Retention Period
10 years From 'Contract
End Date' as determined
by CPUC Ruling
X
EHS
L
Retention Source of
Authority
X
X
X
CSU Practice
For the life of the building
or facility
See CEQA above
See CEQA above
3
California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
Record
Series
Identifier
5.0
Record
Identifier
Record Series Name
CAPITAL PLANNING, CONSTRUCTION AND FACILITIES MANAGEMENT
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian
of Record
O
Vehicle Acquisition - Includes
requisitions leases, purchase orders,
contracts, quotes
Vehicle Maintenance Records Includes campus and external
maintenance, vehicle inspection,
equipment modification and accessory
purchases
Vehicle Operations Records - Includes
trip logs, mileage logs, driver approvals,
driver usage logs, accident and incident
records
Director of Ag
Operations or
DOP
Director of
Ag
Operations
Director of
Ag
Operations/E
HS
Vehicle Disposition - Includes transfer Director of Ag
documents, notices to state, sales
Operations or
DOP
records, survey records
ADPA = Associate Director of Planning &
DOP = Director of Procurement
Chancellor's Office 03-04-2008 | Fresno State 03-10-2009
F
L
H
Retention Source of
Authority
Retention Period
V
X
Ed Code 89048 / CSU
5 years from the closing
Policy #207 (Contracting of the vehicle purchase
and Procurement Model) file
X
Ed Code 89031.5
X
Vehicle Code 24007
Ed Code 89048 / CSU
Policy #601 / 603
(Contracting and
Procurement Model)
X
7 years after disposal of
vehicle
7 years after disposal of
vehicle
7 years after disposal of
vehicle
4