UNIVERSITY OF WISCONSIN River Falls

Facilities Management Related

Facilities Records Retention Schedules

RDA #

Record Series Title

Description

PII/Confidential

Retention

Disposition

FAC00002

Six Year Facilities Plans

Plans submitted by a government unit to governing bodies, such as the State Building Commission.

N/N

Date submitted + 12 years

Destroy

FAC00003

Master Facility Plans

Long range planning documents for major facilities or groups of related facilities.

N/N

Date of termination +1 year

Destroy

FAC00004

Agency Biennial Capital Budget Request

Official capital budget request for those state agencies that operate facilities.

N/N

Date submitted + 6 years

Destroy

FAC00005

Agency Capital Budget Analysis Requests

Analysis done on behalf of the State Building Commission at an agency’s request.

N/N

Date Analysis is complete + 4 years

Destroy

FAC00006

Sales of Facilities and/or Land

Projects where the state sells, or plans to sell, either facilities and/or land assets. Records may include, but are not limited to, appraisals and related valuations.

N/N

Date sold, transferred or terminated + 6 years

Destroy

FAC00007

Receipt by Gift of Facilities and/or Land

Projects where land and/or buildings are being gifted to a government unit.

N/N

Date sold, transferred or terminated + 6 years

Transfer to Archives

FAC00009

Environmental Assessment & Impact Statements

Environmental assessments, impact statements, correspondence, supporting materials and documentation related to state construction project and facility or land acquisitions.

N/N

Date sold, transferred or terminated + 6 years

Transfer to Archives

FAC00010

Cultural Resource Review Records – Archaeological & Historic Site Case File

Records in this series include, but are not limited to, Archaeological survey reports, information on documented archaeological sites, and information on documented historic structures related to Wis. Stat. § 44.40

Meeting materials for the State Building Commission and the State Capital and Executive Residence Board.

Date project closes + 10 years

Transfer to Archives

FAC00011

Construction Project File

All documents pertaining to the project which may include, but are not limited to, design and construction contracts, proposed and approved amendments to all contracts, bidding plans, planning and design work reports, consultant plans and specifications, related correspondence and all other project materials.

N/Y

Date project closes + 10 years

Destroy Confidential

FAC00012

Construction Project File - Historically Significant Facilities

All documents pertaining to the project which may include, but are not limited to, design and construction contracts, proposed and approved amendments to all contracts, bidding plans, planning and design work reports, consultant plans and specifications, related correspondence and all other project materials. These projects are typically large-scale and may include new construction of a state facility or institution as well as projects involving facilities significant to the State of WI or United States history; buildings on the State or National Register o

N/Y

Date project closes + 10 years

Transfer to Archives

FAC00013

Asbestos and Hazardous Material and Environmental Remediation Case File

Project files related to asbestos abatement and hazardous materials and environmental remediation projects.

Y/Y

PERMANENT

FAC00014

Unsuccessful Bids and Unsolicited Proposals

Bids and proposals from developers or construction firms for building projects or leases which were not selected

N/N

Date Rejected + 4 years

Destroy

FAC00015

As-Built Plans and Original Building Drawings for Completed Construction Projects

Final as-built plans and original building drawings for state-owned facilities.

N/Y

Date of termination + 6 years

Transfer to Archives

FAC00016

Land Titles, Conveyances, Easements, and Use Restrictions

Documentation for state owned land. Includes, but is not limited to, any legal rights granted to state owned land.

N/N

PERMANENT

FAC00019

Major Agency Leases

Lease file for each property leased by the state. Records may include, but are not limited to, proposed and final lease, approval, and supporting documentation

N/N

Date of expiration of lease or final payment + 6 years

Destroy Confidential

FAC00020

State Rental Rates

File contains calculations, recommendations and State Building Commission approval of property rental rates and supporting documentation.

N/N

End of FY +6 years

Destroy

FAC00021

Bond Sales/Legal Documents

This is a single depository of all state general, revenue, and appropriation obligation debt. Includes original debt contracts and working files. Documents include, but are not limited to, public offering documents and working files.

N/N

Date of last maturity or call of bond series + 6

Destroy

FAC00022

Master Lease Program

Records relating to master equipment lease schedules. This may include, but is not limited to, the original request, approvals acceptance certificates, lease schedules, legal opinion and other items related to assignment of security interest under Wis. Stat. § 16.76(4).

N/N

Date of expiration of lease or final payment + 6 years

Destroy

FAC00026

Appraisals - Land or Structures Not Obtained

Appraisals performed by, or on behalf of, the government unit which does not result in a sale.

N/N

Date of appraisal + 3 years

Destroy

FAC00050

Application and Permit for Use of Facilities

Application and permit for use of facilities, where required.

Y/N

Date of permit expiration, revocation or rejection + 3 years

Destroy

FAC00051

Facility and Building Maintenance

Facility and building maintenance, custodial and grounds keeping related records. Records may include, but are not limited to, work orders, logs, work assignments, checklists, inspections, key requests, correspondence and related reports.

Y/N

Date of creation + 3 years

Destroy

FAC00054

Equipment Installation, Repair and Service

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

N/N

Date of removal/disposal + 1 year

Destory

FAC00055

Warranty Files

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

N/N

Date of expiration/discontinuation + 1year

Destroy

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.

N/N

Date of inspection + 6 years

Destroy

FAC00059

Equipment Related Check Out/In Records

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

Y/N

Date returned + 3 months

Destroy

FAC00060

Building Leases and Tenant Information

Files that document negotiations for, and completion of, leases for space. Records may include, but are not limited to, leases, correspondence with owners, other tenants and lease approvals

Y/N

Date expiration of lease or final payment +6 years

Destroy Confidential

FAC00061

Space Allocation and Project Planning Information

Space allocation plans and related documentation, which may include final plans requests, project plans, space estimates, justifications, specification, quotations for projects or furniture, copies of building plans, floor layouts, and supporting documentation. Also includes the current space allocation plan.

N/N

Date space is vacated or documents superseded + 1 year

Destroy

FAC00062

Parking Permit and Parking Space Assignments

Parking permit application, parking space assignments, waitlists and designated parking coordinators lists.

Y/N

Date permit is cancelled or list superseded + 1 year

Destroy

FAC00066

Fuel Use/Power Created and Related Records

Data and related reports on fuels used an output reports on plant utilities produced.

N/N

Creation + 6 years

Destroy

FAC00068

Chemical Application Records

Documentation of the application of chemical with potential long-term health consequences.

N/N

Date of Application + 3 years

Destroy

FAC00069

Americans With Disabilities Act (ADA) Facility Reviews and Audits

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.

Y/N

Date of completion of review or audit + 6 years

Destroy Confidential

FAC00070

Designation of Agency Facility Coordinators

List of tenate designated facility coordinators in state owned and leased buildings

Y/N

Date superseded

Destroy Confidential

FAC00080

Building and Facility Admittance Records

Records Document assignment of building access, temporary access passes and access cards. Includes detailed data on the date, time and specific doors opened by specific cards. Also includes manual or automated logs documenting who was granted access to a facility or secure areas with in a facility

Y/N

Date of visit or access removed + 3 years

Destroy Confidential

FAC00082

Monitoring and Surveillance Recordings

Monitoring and surveillance records that document incidents that may lead to claims against the governmental unit. Monitoring and surveillance recording showing no discernable incidents.

N/N

Retain for 120 days

Destroy

FAC00083

Access Cards, Identity Badges/Name Plates and Related Documents

Documentation of requests and assignment of access cards, identity badges, name plates and/or photo identification as an employee or contractor

Y/N

Date returned or reported lost + 6 months

Destroy Confidential

FAC00087

Emergency Response Management Plans and Related Documents

Detailed information for emergency situations and supporting documentation.

Y/Y

Date Superseded + 3 years

Destroy Confidential

FAC00088

Final Continuity of Operations/Continuity of Government Operational Plan and Documentation

Official Plan and documentation of the Continuity of Operations

Y/Y

Date superseded + 1 years

Destroy Confidential

FAC00089

Final Continuity of Operations - Exercise and After -Action Reports

Official exercise plan and documentation to assess the viability of all Continuity of Operations Plans and After-Action Reports

Y/Y

Date of exercise or after-action report + 7 years

Destroy Confidential

FAC00090

Recovery Records

Records created during the recovery process. Records held in reserve in the event that an information system fails to function and records need to be recovered and restore

Y/Y

Date of completion of recovery process or date of final Financial Services Report whichever is later + 4 years

Destroy Confidential

FAC00100

Health, Safety or Fire Code/Regulations Variances

Requests for relief from health, safety or fire standards and regulations and records of approved variances.

N/N

Date variance is no longer in effect + 3 years

Destroy 

FAC00101

Health, Safety or Fire Code Compliance Records - No Violations

Health, safety or fire safety inspections, complaints, violation correction plans, and records that document compliance with applicable fire prevention and building cords.

Y/N

Date report is received

Destroy Confidential

FAC00102

Health, Safety or Fire Code Compliance Records - Violations

Health, safety or fire safety inspections, complaints, violation correction plans, and records that document compliance with applicable fire prevention and building cords.

Y/N

Date reinsertion passes or violation corrected + 3 years

Destroy Confidential

FAC00103

Health, Safety or Fire Code Compliance Certificates

Health, Safety or Fire Code Compliance Certificates

N/N

Date certification expires + years

Destroy