UNIVERSITY OF WISCONSIN River Falls

Use and Operation of Facilities Related Record Series

RDA Number

Record Series Title

Description

Minimum
Retention and Disposition

PII

Confidential

Use Case/Example

FAC00050

Application and
Permit for Use of
Facilities 

Application and permit for use of facilities, where required.

Note: Current DOA RDA#255-
Permits for Use of State Facilities hasthe same retention for these records.

Retain for 3 years after the date of the event and then destroy confidential EVT+3 yearsdestroy

PII-
Yes

Confidential
No

Requests for rental/use of state facilities such as training rooms, private entity requests for use of state facilities, such as Farmers Market use of theSquare

FAC00051

Facility Maintenance
Work Orders and
Logs

Maintenance work orders and related logs.
Note:  The DOA Facilities
Management Information Center web application which has functionality to log and track work orders.

Retain for 3 years after (event) date work is completed and then destroy confidential.

EVT+3 yearsdestroy

PII-
Yes

Confidential
No

Broken elevators, plugged sinks or other areas where maintenance is needed.

FAC00052

Building
Maintenance/Manage ment-Custodial
Records

Documents the supervision of custodial activities including but not limited to assignments, work responsibilities, checklists, inspections, reports and other related documents except fiscal and payroll.

Retain for 3 years and then destroy.

CR+3 years and destroy.

PII-No

Confidential
No

 

FAC00053

Building
Maintenance/Manage ment-Grounds Keeping Records

Documents the supervision of grounds keeping activities including but not limited to assignments, work responsibilities, checklists, inspections, reports and other related documents except fiscal and payroll.

Retain for 3 years and then destroy.

CR+3 years and destroy.

PII-No

Confidential
No

 

FAC00054

Building
Maintenance/  Equipment Repair and Service Records

Documents the installation, maintenance, service and history of both building installed equipment and equipment commonly used to maintain facilities.

Retain until removal and disposal of installed equipment and then destroy.

EVT and then destroy

PII-No

Confidential
No

 

FAC00055

Building
Maintenance/Warranty Files 

Documents the manufacturer’s/vendors warranty to replace and or/repair defective materials or equipment.

Retain 1 year after the warranty expiration and then destroy.

EVT+1  year and destroy

PII-No

Confidential
No

 

FAC00056

Equipment
MaintenanceMaintenance Report

Document s the status of equipment in use by the agency.

Retain 1 year and
then destroy

CR+1 year and destroy

PII-No

Confidential
No

 

FAC00057

Physical Plant
Monitoring and
Inspection Reports

Records documenting the operation of all facets of facilities-HVAC; plumbing, mechanical, electrical, structural as well as special monitoring of building components..

Retain for 6 years and then destroy.

CR+6 yearsdestroy

PII-No

Confidential
No

Chiller logs and inspection reports of boilers and elevators. See PSC Records
Retention Regulations for Electric, Gas and Water
Utilities for additional items. 

FAC00058

Equipment
MaintenanceTechnical Reference and Maintenance
Publications 

Collections of technical reference materials needed to use, maintain supply and repair agency owned equipment.

Note: These are non-records under the State Records management law. The category is included for informational purposes only.

Retain until publication superseded or equipment disposed of whichever is sooner and then destroy.

EVT and then destroy

PII-No

Confidential
No

 

FAC00059

Facility Related
Check Out/In Records

Documentation of who signed out and accepted responsibility for use of state equipment and when the equipment was returned.

Retain 3 months after equipment returned and then destroy
confidential

EVT+3 months and then destroy.

PII-
Yes

Confidential
No

Use for items such as projectors, easels, boards, laptop computers.

FAC00060

Agency Building
Leases and Tenant
Information

Files that document negotiations for and completion of leases for space.

The agency file typically contains detailed information on day to day operations of buildings not sent to DOA. 

Retain 6 years after (event) expiration of the
lease or final payment, whichever is later and then destroy confidential.

EVT+6 yearsdestroy

PII-No

Confidential
No

Leases, correspondence, with owners, other tenants or DOA and lease approvals from DOA, copies of fiscal documents such as lease invoices and requests for maintenance and repairs.

FAC00061

Space Allocation and
Project Planning
Information

Space allocation plans and related documentation which may include the final requests, working papers such as budgets, project plans, space
estimates, justifications, specifications, quotations for projects or furniture, copies of building plans, floor layouts, and supporting documentation from DOA (where applicable). Also includes the current space allocation plan.

Retain 1 year after (event) date the space is vacated or planning documents are superseded and then destroy.

EVT+1-destroy

PII-No

Confidential
No

 

FAC00062

Parking Permits 

Parking Permit applications   maintained by the Division of State Facilities and designated agency parking coordinators.

In non-DOA Managed facilities no records would be maintained by DOA.


Retain 1 year after (event) date parking space is canceled or superseded and then destroy confidential.

EVT+1 yeardestroy

PII-
Yes

Confidential
No

 

FAC00063

Parking Permit Assignment

Documentation maintained by parking coordinators of assignment of those parking spaces that are assigned. 

Some agencies may use the application files for this purpose and therefore do not create a separate series for this purpose. 

Retain 6 months after (event) date permit is cancelled or superseded and then destroy
confidential

EVT+6 monthsdestroy.

PII-
Yes

Confidential
No

DOA Division of State Facilities allocates parking spaces for state owned buildings. State agencies (leased space) and UW institutions have parking offices that perform the same function.

FAC00064

Parking Related Wait Lists

Documentation of people waiting for a personally assigned parking space.

Retain current list (no history).
Destroy prior lists
when superseded by current list.

EVT-destroy confidential

PII-
Yes

Confidential
No

May be maintained on agency intranets.

FAC00065

Parking CitationsDOA Only

Parking citations issued by State Capital Police.

Retain 2 years after citation either paid or citation closed and then destroy confidential.

EVT+2 yearsdestroy

PII-
Yes

Confidential
Yes
Wis. Stat.
19.36 (2)

Parking citations received from non-state operated police departments would not be covered by this series. The legal entity issuing the citation should have a retention policy. 
This is the retention in current
DOA RDA#199.

FAC00066

Fuel Use/Power
Created Related
Records

Data and related reports on coal, natural gas and other fuels used. Output reports on steam, chilled water, and electricity produced.

Retain for 6 years and then destroy.

CR+6 yearsdestroy

PII-No

Confidential
No

 

FAC00067
 
DO NOT USE!!

Material Data Safety
Sheets (MSDS)
 
SUPERSEDED BY
RISK0048 (2/25/2013)

OSHA requires manufacturers and importers of hazardous chemicals to distribute MSDS’s. State agencies that use such chemicals must have a MSDS in the workplace for each hazardous chemical they use. Employers may accept the content of an MSDS from a supplier unless they know it is incorrect. However the employer must ensue that an MSDS is available for each hazardous chemical and that it contains all of the required information. If an MSDS is not received the employer must contact the supplier to request one. If the information is not received, OSHA should be contacted for assistance.

Retain a current MSDS for each hazardous chemical used for 30 years and then destroy

CR+30 years- destroy

PII-No

Confidential
No

MSDS sheets must be accessible to staff who work with the materials.

For office facilities there are only a few MSDS sheets for such items as cleaning supplies. Laboratories, garages and other specialized facilities have many MSDS’s. 

FAC00068
 
 

Chemical Application
Records-Pesticide
Use

Records that document the application of chemicals with potential long term health consequences such as lawn fertilizer.

OSHA requires manufacturers and importers of hazardous chemicals to distribute MSDS’s. State agencies that use such chemicals must have a MSDS in the workplace for each hazardous chemical they use. Employers may accept the content of an MSDS from a supplier unless they know it is incorrect. However the employer must ensue that an MSDS is available for each hazardous chemical and that it contains all of the required information. If an MSDS is not received the employer must contact the supplier to request one. If the information is not received, OSHA should be contacted for assistance

Retain for 3 years after the date of application and
then destroy

EVT+3 years- destroy

PII-No

Confidential
No

 

FAC00069

American with
Disabilities Act (ADA)
Facility Reviews`

Records cover ADA inspections,
investigations, complaint investigations, facility logs and reports regarding ADA compliance relating to facilities and structures. This series may also include ADA compliance background information and correspondence related to audits.

Retain for 6 years after (event) close of review or audit and then destroy.

EVT+6 yearsdestroy 

PII-No

Confidential
No

 

FAC00070

Designation of
Agency facility Coordinators.

Designation of agency facility coordinators in state owned and leased buildings.

For DOA managed buildings this is required in the Building Tenant Manual.

Responsibilities of Agency Coordinators detailed in the DOA Building Tenant Manual.

Retain current listsupersede and destroy
confidential

EVT+destroy 

PII-
Yes

Confidential
No