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