6-1. Americans With Disabilities Act (ADA) Files
Records that indicate compliance to Americans with Disabilities
Act (ADA). Included are surveys of government buildings to
determine accessibility to the physically challenged, federal
regulations, proposals for implementing the act, correspondence,
resolutions, and solutions to access problems.
Retention
Record copy: Retain by agency for 15 years and then
destroy.
Duplicate copies: Retain until superseded and then destroy.
6-2. Appraisal Files
Files including location, description, value, and photographs of
property.
Retention
Record copy: Retain until superseded or obsolete and then
destroy.
Duplicate copies: Retain until no longer needed then destroy.
6-3. As-Built Construction Plans and Specifications
Final plans and specifications for approved and constructed state
buildings.
Retention
Record copy: Permanent. Retain until microfilmed and then
transfer copy of microfilm to State
Archives.
Duplicate copies: Retain for 5 years and then destroy.
6-4. Building and Equipment Service Files
Requests for building and equipment maintenance services,
excluding fiscal copies.
Retention
Record copy: Retain by Facilities Management for 3 years
after fiscal year ends and then destroy.
Duplicate copies: Retain by agency for 3 months after work is
performed or requisition canceled and then
destroy.
6-5. Construction Budget Requests
Construction requests sent to the Joint Budget Committee/Capital
Development Committee that reveal budgetary impacts of planned
construction.
Retention
Record copy: Retain by agency for 5 years and then
destroy.
Duplicate copies: Retain by agency for 3 years and then
destroy.
6-6. Construction Plans In-Review
Preliminary designs and specifications prepared by architectural
firms for review by state agency.
Retention
Record copy: Retain for 1 year after approval of final
plans or rejection and then destroy.
Duplicate copies: Retain until construction phase begins and
then destroy.
6-7. Construction Project Case Files
Case files documenting the construction of new buildings and the
renovation of rented building for state use.
Retention
Record copy: Permanent. Retain until microfilmed and then
transfer copy of microfilm to State
Archives.
Duplicate copies: Retain for 6 years and then destroy.
6-8. Facilities Management Guidelines
Information pertaining to disability access, historic
preservation, energy conservation, environmental protection and
planning.
Retention
Record copy: Retain until superseded or obsolete then
destroy.
Duplicate copies: Retain until no longer needed then destroy.
6-9. Maintenance Work Orders
Requests from agencies for repair of building equipment, minor
construction, or painting.
Retention
Record copy: Retain by Facilities Management for 3 years
and then destroy.
Duplicate copies: Retain for 1 year and then destroy.
6-10. Natural Disaster and Damage Survey of Public Buildings
Survey and analysis of damage done to public building during
natural disasters.
Retention
Record copy: Permanent. Retain by Facilities Management
for 10 years and then transfer to State
Archives.
Duplicate copies: Retain for 3 years and then destroy.
6-11. Space Utilization Reports
Reports on the amount of floor space in agency buildings, number
of rooms, and the capacity.
Retention
Record copy: Retain until superseded or obsolete and then
destroy.
Duplicate copies: Retain until no longer needed then destroy.
6-12. Under-Construction Plans and Specifications
Specifications used by contractors and architects as guidelines
to construct previously designed buildings.
Retention
Record copy: Retain until superseded or obsolete and then
destroy.
Duplicate copies: Retain until superseded or obsolete and then
destroy.
last modified 8/1/2010