This General Schedule is applicable to the Facilities and Property records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
(1) Building Space Inventory and Valuation Records
(2) Buildings/Grounds Repair, Maintenance, Remodeling,
and Construction Records
(3) Capital Construction Project Records
(4) Chemical Application Records
(5) Classroom and Laboratory Utilization Reports
(6) Faculty and Staff Reports
(7) Land Inventory Records
(8) Property Tax Exemption Claim Records
(9) Room Change Requests Forms
(10) Utilities Systems Operating and Maintenance Records
(1) Building Space Inventory
and Valuation Records
This series documents the buildings owned and leased by the various
institutions within the Oregon University System both on and off
campuses. Building Space Inventory reports are used to project
institutional space needs; to identify deferred maintenance; and
to provide cost recovery support documentation for major research
universities receiving federal money, grants, or private gifts.
The inventories are kept at the institution level with periodic
updates being provided to the Board's Offices of Facilities Services.
Records include but are not limited to computer generated reports
with details by building (SP440-01), type of space (SP450-01),
principal use (SP455-01), department (SP460-01), and area. Records
may also include various summary reports such as Institution Summary
by Building (SP445-01). All computerized reports are updated at
least annually. OUS Facilities Services holds system-wide record
copy of Space Inventory reports. Building Valuation Reports are
used for State Insurance Fund purposes (formerly State Restoration
Fund), and include building name, building number, location, capitalized
value, and insured value. The report is prepared annually by the
Controller's Division and distributed to the institutions. All
updates, additions, and deletions are prepared at the institution
level and reported to the Controller's Division.
Record Copy: OUS Controller's Division
Retention: Permanent for summary space inventory reports
and building valuation reports; 10 years for all other records
Other copies: Institutions (Facilities Services)
Retention: Permanent for summary space inventory reports;
5 years for building valuation reports; 10 years for all other
records
Transfer the institutional copy of summary space inventory
reports to the University Archives after 5 years.
(2) Buildings/Grounds Repair,
Maintenance, Remodeling, and Construction Records
This series documents the condition, upkeep, and routine maintenance
of the institution's buildings and grounds. It also documents
remodeling and construction projects with a total expenditure
of less than $100,000 over six years. This series may include
but is not limited to: floor plans; specifications; layouts; sketches;
maintenance agreements; work logs; sign-in sheets;
and related documentation and correspondence.
Record Copy: Facilities Services
Retention: Permanent for floor plans, layouts, sketches,
and specifications; 6 years for all other records
Transfer the record copy of floor plans, layouts, sketches,
and specifications to the University Archives after 6 years.
Other copies: Building managers, units
Retention: 2 years
(3) Capital Construction
Project Records
This series is used to provide a record of the planning, administration,
and implementation of current and potential capital construction
projects on campus (projects with a total expenditure of at least
$100,000 over six years); to project needs for projects; and as
a reference to projects once they have been completed. The series
also provides a record of the funding of current capital construction
projects on campus and to prepare budgets and allocations for
capital construction projects. This series may include but is
not limited to: project descriptions and requirements; plans;
plan reviews; project schedules; contract change orders; bid documentation;
contracts and agreements with architects, artists, engineers,
consultants, vendors, and contractors; materials and soils reports;
progress reports; insurance reports; payment schedules; summary
reports; memos; final acceptance statements; architectural blueprints;
sketches; aerial photographs; preliminary planning drawings; as
built drawings; drawings reflecting changes to the original plans;
soil testing maps; any other type of graphic representation produced
relating to buildings, systems, and land. The series also includes
project descriptions; budget projection and allocation records;
budget authorization forms; budget change orders; final acceptance
statements; and related documentation and correspondence.
Record Copy: Facilities Services
Retention: Permanent
Transfer the record copy to the University Archives 10
years after acceptance.
Other copies: Units
Retention: 3 years after contract completion for blueprints,
architectural drawings and maps; 10 years after final acceptance
for all other records.
(4) Chemical Application
Records
This series documents the application of chemicals such as pesticides,
herbicides, and fertilizers to institutional property. Information
usually includes: date used; weather conditions; application area;
chemical applied; mix ratio; and coverage rate.
Record Copy: Facilities Services, Branch Experiment
Stations, Research Forests
Retention: 30 years
(5) Classroom and Laboratory
Utilization Reports
This series provides information about the utilization of classroom
and laboratory space. This series includes preliminary and final
reports which contain class number, time of the class, and the
number of students in the class.
Record Copy: Facilities Services
Retention: 5 years for final utilization reports; 2 years
for preliminary utilization reports
(6) Faculty and Staff Reports
This series documents the number of full time equivalent (FTE)
positions in instruction, research, administration, public service,
fellowships, and classified staff. This series consists of forms
from departments showing FTE positions (including social security
numbers) and office space required. The summaries include department
total FTE for each of the principal activity categories listed
above.
Record Copy: Budgets and Planning
Retention: Permanent for summaries; 5 years for all other
records
Transfer the record copy of the summaries to the University
Archives after 5 years.
 CONFIDENTIAL DESTRUCTION: Non-permanent
records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(7) Land Inventory Records
This series documents real property owned and leased by the various
institutions within the Oregon University System and lists each
parcel that has been acquired through ownership or under some
form of lease agreement. Records include but are not limited to
Land Inventory Reports, the OUS Land Inventory manual, records
pertaining to permanent land and deed filings
with the state, and related documentation and correspondence.
Information in the Land Inventory Reports includes from who the
land was acquired, date of acquisition, use of the land, source
of revenue used to acquire, acreage, capitalized value, and where
the transaction is recorded in the Board minutes. OUS Facilities
Services holds system-wide record copy and annual reports are
provided to the institutions.
Record Copy: OUS Facilities Services
Retention: Permanent for the OUS Land Inventory Manual, records relating
to deeds, correspondence and every fifth year of Land Inventory Reports
(current for most recent five years); Until superceded or obsolete for all
other land inventory reports.
Other copies: Institution (Facilities Services)
Retention: Until superceded for the OUS Land Inventory
Manual; Permanent for all other records
Transfer the record copy of all permanent records to the University
Archives when no longer needed.
(8) Property Tax Exemption Claim Records
This series is used to document claims for exemptions from institutions paying
property taxes in Oregon and other states due to the educational use of the
property. Exemptions are typically made on an annual basis. Records may include
applications for exemption and related documentation and correspondence.
(9) Room Change Requests
Forms
This series documents room assignments and room remodeling done
by facilities services units. Information on the change request
forms may include but is not limited to: the building and room;
the reason for the change; who requested the change; who approved
the change; date the change was requested; source of funds; special
approvals needed and date approved.
Record Copy: Facilities Services
Retention: 5 years
Other copies: Units
Retention: 3 years
(10) Utilities Systems Operating
and Maintenance Records
This series documents the operations and maintenance of institutional
utilities. This series may include but is not limited to: equipment
operations logs; mechanical readings charts; equipment maintenance
histories; and related documentation and correspondence.
Record Copy: Facilities Services
Retention: 4 years after equipment is no longer in service
for equipment maintenance histories; 10 years for all other records
