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COLORADO STATE ARCHIVES  -  SCHOOL DISTRICT RECORDS
SCHEDULE 5
BUILDINGS & GROUNDS RECORDS

General Description:  Records generally relating to the construction and operation of facilities and grounds within the school district.  The specified retention period applies to the information contained within the record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).

Duplicate Copies:  Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy.
  1. CONSTRUCTION PROJECT FILES

Records may include but are not limited to:

  1. Surveys and plot plans that pertain to school real estate
  2. Final blueprints, specifications and shop drawings and all modifications made thereto
  3. ADA plan
  4. Evacuation plan
  5. Federal and state environmental reports (asbestos, lead, radon etc.)
  6. Certificate of occupancy and final building inspection reports

Retention:                   Permanent

           

  1. DEEDS TO REAL PROPERTY that legally convey the land to the school district ownership and include the filing reception number in the county clerk and recorder’s office.

Retention:                   Permanent

 

  1. BUILDING KEY SCHEDULES that itemize the list of different master     keys and individual keys, and the assigned holders of those keys.

Retention:                   Until superceded plus 1 year

 

  1. INVENTORY OF BUILDINGS OR GROUNDS EQUIPMENT that itemizes the authorized support equipment assigned to each school or facility.

Retention:                   Until superceded plus I year

 

  1. MAINTENANCE RECORDS FOR EACH SCHOOL FACILITY that record the service and repair record on the building and equipment.

Retention:                   Life of the equipment or 10 years whichever comes later

 

  1. RECORD OF UTILITY USAGES documents the electricity, gas, water or other utility that each building consumes each month or year.

Retention:                   5 years or until no longer needed

 

  1. APPLICATION AND APPROVAL FOR USE OF SCHOOL PREMISES for purposes other than regular school activities.

Retention:                   2 years

 

  1. WORKING DRAFTS OF PROPOSED DRAWINGS/PLANS that are used to provide for making estimates and other needs before proceeding to request official cost estimates for construction or alteration work.

Retention:                   2 years

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