California State University, Sacramento 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
F
L
H
Retention Source of Authority
Retention Period
Contact
Contact Phone #
V
Architecture & Engineering
Project Design & Architectural agreements, amendments, extra services
Other project design agreements Related Legal Documents (e.g., Construction Documents, Architectural/Engineering Agreements, etc.) Final 3-4-2008
X
10 years following issuance of Notice of SUAM Section XII Completion 9832 ; Latent (of project); Defects - "CA CCP Latent 337.15" Defects
Victor Takahashi
916.278.7612
Ron Richardson
X
10 years following SUAM Section XII issuance of 9832 ; Latent Notice of Defects - "CA CCP Completion (of project) 337.15"
Victor Takahashi
916.278.7612
Ron Richardson
X
Victor Takahashi
916.278.7612
Ron Richardson
7 Years
1
California State University, Sacramento 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
Capital Outlay Program 5.2
Ron Richardson
F
L
H
Retention Source of Authority
Retention Period
Contact
Contact Phone #
V Until Audit or four years, whichever Victor occurs first. Takahashi
916.278.7612
SUAM Section XII 9832
10 years following issuance of Notice of Completion (of project)
Victor Takahashi
916.278.7612
SUAM Section XII 9832
10 years following issuance of Notice of Completion (of project)
Victor Takahashi
916.278.7612
CSU Practice
For the life of the building, facility, or Victor system Takahashi
916.278.7612
X
Construction Management
Contract Documents [includes construction documents]
Ron Richardson
X
Ron Other construction agreements Richardson
AS-BUILTS and Operating & Maintenance Manuals Final 3-4-2008
Ron Richardson
X
X
2
California State University, Sacramento 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
5.3
L
H
Retention Period
Contact
Contact Phone #
V
Land Use Planning
Easements
Supporting S i correspondence d to easements Deeds, title policy, PWB resolution authorizing the acquisition; transfer of jurisdiction from DGS to CSU
Chancellor's Office / CPDC
X
Chancellor's Office Offi / CPDC
X
Chancellor's Office / CPDC
Ron Building Plans and Specification Richardson 5.4
F
Retention Source of Authority
X
X
X
X
CSU Practice
Forever while owned by the Victor CSU Takahashi
916.278.7612
CSU Practice
Forever while owned d by b the h Victor CSU Takahashi
916.278.7612
CSU Practice
Forever while owned by the Victor CSU Takahashi
916.278.7612
Victor Takahashi
916.278.7612
Permanent
Environmental Planning
Final 3-4-2008
3
California State University, Sacramento 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
CEQA Documents 5.5
Chancellor's Office Offi / CPDC
F
X
L
X
H
Retention Source of Authority
Retention Period
Contact
Contact Phone #
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 ti 15112 (Statutes of
Five years after ft BOT approval
CSU Practice
10 years from 'Effective Date' or Start Date Originals held by CS&P Linda Hafar 916.278.7604
CSU Practice
Electronically forever while owned by CSU Linda Hafar 916.278.7604
Victor Vi t Takahashi
916.278.7612
Energy
Contracts (All)
Monthly energy reports
Final 3-4-2008
X
X
4
California State University, Sacramento 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
Energy Efficiency Partnership Agreement (06/08)
Energy Efficiency Partnership 06/08 Project Files
Energy Efficiency Partnership Agreement (04/05)
Final 3-4-2008
Chancellor's Office / CPDC
Chancellor's Office / CPDC
Chancellor's Office / CPDC
X
X
X
F
X
X
X
L
X
X
X
H
Retention Source of Authority
Retention Period
Contact
Contact Phone #
V
Partnership Agreement
10 years From 'Contract End Date' as determined by CPUC Ruling Linda Hafar 916.278.7604
Partnership Agreement
10 years From 'Contract End Date' as determined by CPUC Ruling Linda Hafar 916.278.7604
Partnership Agreement
10 years From 'Contract End Date' as determined by CPUC Ruling Linda Hafar 916.278.7604 5
California State University, Sacramento 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
Energy Efficiency Partnership 04/05 Project Files
Chancellor's Office / CPDC
Energy Consumption and Utility Ron Records Richardson 5.6
L
X
X
X
X
X
X
X
X
H
Retention Period
Contact
Contact Phone #
V
Partnership Agreement
10 years From 'Contract End Date' as determined by CPUC Ruling Linda Hafar 916.278.7604
10 Years
Linda Hafar 916.278.7604
10 years
Bena Arao
Utilities
Utility bills 5.7
F
Retention Source of Authority
Ron Richardson
Public Utilities Commission
916.278.6178
Federal Disaster Assistance
Final 3-4-2008
6
California State University, Sacramento 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
Federal Disaster Assistance records As-Builts associated with repairs and/or changes made with federal disaster assistance funds Final 3-4-2008
Ron Richardson
Ron Richardson
F
X
X
L
X
H
Retention Source of Authority
Retention Period
Contact
Contact Phone #
V
3 years after date of OES letter transmitting FEMA's letter stating project is "Closed", "Closed" OES letter will state the OMB A133; 44CFR records are to 14.1, 14.2 and 206, be kept 3 207(c); Stafford Act years and 318 and 705 that the See also: FEMA Applicant (i.e. 322 "Public campus) is Assistance Guide" subject to and FEMA Policy audit during Victor Digest that time. Takahashi
916.278.7612
For the life of the building or Victor facility Takahashi
916.278.7612
CSU Practice
7
California State University, Sacramento 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
Federal EPA, State CEQA, Costal Community, etc. documents associated with Federal Disaster Assistance 5.8
Ron Richardson
X
F
L
H
Retention Source of Authority
Retention Period
Contact
Contact Phone #
V
X
See CEQA above
See CEQA above
Victor Takahashi
916.278.7612
X
Ed Code 89048 / CSU Policy #207 (Contracting and Procurement Model)
5 years from the closing of the vehicle purchase file Mario Ruiz
916.278.6110
Ed Code 89031.5
7 years after disposal of vehicle
Mario Ruiz
916.278.6110
Vehicle Code 24007
7 years after disposal of vehicle
Mario Ruiz
916.278.6110
Vehicle Records
Vehicle Acquisition - Includes requisitions leases, purchase Ron orders, contracts, quotes Richardson Vehicle Maintenance Records - Includes campus and external maintenance, vehicle inspection, equipment modification and accessory Ron purchases Richardson Vehicle Operations Records Includes trip logs, mileage logs, driver approvals, driver usage logs, accident and incident Ron records Richardson Final 3-4-2008
X
X
8
California State University, Sacramento 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
F
Vehicle Disposition - Includes transfer documents, notices to state, sales records, survey Ron records Richardson
5.9
L
X
H
Retention Source of Authority
Retention Period
Contact
7 years after disposal of vehicle
Mario Ruiz
916.278.6110
Mario Ruiz
916.278.6110
Contact Phone #
V Ed Code 89048 / CSU Policy #601 / 603 (Contracting and Procurement Model)
Automotive Management g Automotive Repair Estimate Sheet (272)
X
X
One yr from the end of fiscal yr.
Automobile Usage Report (276)
X
X
"
"
Mario Ruiz
916.278.6110
Official Monthly Travel Log (273)
X
X
"
"
Mario Ruiz
916.278.6110
Report of Vehicle Accident (270)
X
X
"
"
Mario Ruiz
916.278.6110
Supervisor's Review of State Driver Accident (274)
X
X
"
"
Mario Ruiz
916.278.6110
Final 3-4-2008
9
California State University, Sacramento 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
Auto Maintenance Record (271)
Final 3-4-2008
F
L
H
Retention Source of Authority
Retention Period
Contact
Contact Phone #
V Retain until disposition of automobile. After that, destroy after audit or four years*, which ever occurs first. Mario Ruiz
916.278.6110
10
