University of California Records Management Disposition SchedulesA. ARCHITECTS AND ENGINEERSRecord Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy
Accounting GL060 Construction Plant Account Records: GL070 See Section III-G G Contractor and Consultant Payments: See Section III-F G Cost Data Sheets, by Project Architects & 10-25 FCP Engineers * G Project Budget Control Architects & *FCP --- Engineers * G Project Recharge Records: See Section III-A Agreements Executive Architects, Engineers, and Architects & 10 after --- Landscape Architects Files: Engineers project Architect's Letter of Acceptance completion, Design Change Orders then to Other Historial Materials Archives after General Counsel's review Professional Services * G Consultants, Designers, Engineers, Architects & 5 --- Landscape Architects, etc. Engineers * G Appropriations and Budgets by Project, Architects & 5-7 FCP 0-5 including backup Engineers, & Accounting G Architectural Competition for Secretary of Permanent 0-10 University Buildings Program The Regents Bidding Records G Advertisements for Bid and Architects & FCP --- Certification of Publication Engineers G Bid Documents, Reserve Copies Architects & 0-5 FCP --- Engineers G Bid Summary Architects & 5 FCP --- Engineers G Bids, rejected Architects & FCP --- Engineers G Statement of Experience and Financial Architects & 1-2 --- Condition Engineers G Construction Contractor's Payroll Voucher/ Certification: See Section III-F G Construction Project State Submittal, OP-Physical FCP 0-5 FCP Yearly (support material to Major Planning, Capital Improvement Program) Construction, & Operations Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyA. ARCHITECTS & ENGINEERS (continued)
Construction Records * G Change Order Backup Files Architects & Life of 0-5 Engineers Building * G Construction Documents Architects & Life of 0-1 Approved Material Lists Engineers Building Certificates of Inspection Compliance Reports Elevator Inspections Field Instructions Inspector Reports Insurance Binders Lists of Subcontractors Notice of Completion Punch Lists Recordations Safety Reports Test Reports Etc. * G Contract Documents: Architects & Permanent FCP Contractor's Agreement Engineers Original Change Orders (V) Tax Exemption Certificates Etc. G Contract Award Authorization Architects & 5-7 FCP FCP Engineers * G Cost Breakdown Schedules Architects & 5-7 FCP 0-5 Engineers G Pre-construction Meeting Minutes Architects & *FCP --- Engineers Drawings, Renderings, Tracings G As-built Drawings Architects & Permanent FCP Engineers (V) Life of Physical building Plant G Renderings of Capital Outlay Projects Architects & FCP --- Engineers G Shop Drawings, Equipment Architects & FCP then to Engineers Physical Physical Plant Plant Life of building G Small Scale Floor Plan Tracings Architects & Life of Until Engineers building superseded Equipment G Guarantees, Warrantees, and Operating Architects & FCP then to --- Manuals Engineers Physical Physical Plant Plant Life of equipment G Movable Equipment, Preliminary Lists Architects & FCP 0-1 Engineers or Business Office G Federal Contract & Grant Construction Architects & *5-10 FCP --- Files: Correspondence, Drawings, Engineers Purchase Orders, and Other Pertinent and/or Information Required for Audit Accounting Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyA. ARCHITECTS & ENGINEERS (continued)
Land Records * G Land Acquisition Files Secretary of Permanent 1 following The Regents last activity * G Land Survey Records Architects & Permanent --- Engineers Planning Records Long-Range Development Files - "Project Architects & 5-10 then to --- Files" Engineers Archives Plans and Specifications G Reserve Copies Architects & FCP --- Engineers G Working Copies Architects & FCP --- Engineers G Project Planning Guide Campus Life of 5 FCP Planning building G Project Planning Guides, rejected Campus 2 following --- Planning or last Architects & activity Engineers G Project Scheduling Architects & 0-5 FCP --- Engineers G Schematic and Preliminary Drawings Architects & 0-5 FCP --- Engineers G Soil Reports Architects & Permanent 0-3 FCP Engineers G Professional Brochures of Architects, Architects & 0-3 --- Consultants, Designers, and Engineers Engineers Reports Annual Financial Report, Architects & OP-Physical Permanent 1-5 Engineers Planning, Construction, & Operations Project Evaluation Report OP-Physical 5 0-5 Planning, Construction, & Operations . Statement of Professional Architects & Permanent --- . Qualifications: Architects, Engineers Consultants, Designers, Engineers Structural and Floor Loading Information Architects & FCP then to --- Engineers Physical Physical Plant Plant Life of Building Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyB. CAMPUS PLANNING
G Building and Campus Development Minutes and Reports: See Section I G Campus Planning Committee Minutes: See Section I G Capacity Tables, Capital Outlay Program OP-Budgetary 5-10 then to 0-5 Planning Archives G Equipment Summary, Group 2 and 3 (report OP-Budgetary Permanent 5 FCP by project) Planning G Equipment Unit Cost Book OP-Budgetary 5 Until Planning superseded G Facilities Manual OP-Physical Permanent Until Planning, superseded Construction, & Operations Until Architects & superseded --- Engineers Until Campus superseded Planning G Facilities Planning Guide OP-Budgetary Permanent Until Planning superseded Architects & Until Engineers or superseded Campus Planning Facilities Surveys (see Space Surveys) G Federal Grant Facility Project Files Campus *10-20 0-5 Planning and/or Architects & Engineers G Long-Range Development Plans OP-Physical 2-10 Until Planning, superseded Construction, & Operations 10-25 then Architects & one copy to Engineers Archives G Major Capital Improvement Program OP-Budgetary Permanent 0-5 Document, Annual (booklet) Planning G Planning Analyst Conference Material OP-Budgetary 1 0-1 Planning G Space Assignment Records Architects & 3 0-2 Engineers or Campus Planning G Space Surveys (retitled Facilities OP-Budgetary Permanent 0-10 Surveys) Planning UPPC135 UC CIP Workload Parameters for Table N-1 Planning 2 UAT Office (title varies) UPPC136 UC CIP Input for S-3 Space Plan by Planning 2 UAT Project Office (title varies) G Utilization Reports OP-Budgetary 0-1 0-1 Planning Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyB. CAMPUS PLANNING (continued)
Space Utilization Reports - Computer Generated FDX0601 Room Type Listing - Table A OP-Budgetary 10 1-10 Planning FDX0602 Space Standard Groups - Table B OP-Budgetary 10 1-10 Planning FDX0603 Program Code Listing - Table C OP-Budgetary 10 1-10 Planning FDX0604 Department Listing by Campus - Table D OP-Budgetary 10 1-10 Planning FDX0605 Federal Construction Grant Table by OP-Budgetary 10 1-10 Campus Planning FDX100A-D Individual Rooms by Department OP-Budgetary 5 2-10 1 Planning FDX100A-D Individual Rooms by Department (double Planning 2 --- 1A spaced) Office (title varies) FDX100B-D Department ASF by Type of Room OP-Budgetary 10 2-10 2 Planning FDX100-C- Department ASF by Type of Room - Room OP-Budgetary 2 2-10 D2X Category Planning FDX100D-D Department ASF by Building OP-Budgetary 2 2-10 3 Planning FDX160 Class Laboratory ASF per Station OP-Budgetary 2 0-2 Planning FDX160A Class Laboratory ASF per Station - All OP-Budgetary 2 0-2 Buildings - Systemwide Planning FDX161 Class Laboratory ASF per Station - OP-Budgetary 2 0-2 Recent Buildings Planning FDX161A Class Laboratory ASF per Station - OP-Budgetary 2 0-2 Recent Buildings - Systemwide Planning FDX110A-R Type of Room, Totals by Building OP-Budgetary 2 1 Planning 2-10 FDX1102-R Program and Department Type of Room OP-Budgetary 2 2-10 2 Totals by Building Planning FDX1103-R Type of Room Totals by Department OP-Budgetary 2 2-10 3 Within Building Planning FDX1104-R Type of Room Totals - I&R Programs OP-Budgetary 2 2-10 4 Planning FDX1106-R Individual Rooms by Type of Room OP-Budgetary 2 2-10 5 Planning FDX1201-B Individual Rooms by Building OP-Budgetary 10 then to 10 1 Planning Archives FDX1201-B Individual Rooms by Building (double Planning 0-2 --- 1A spaced) Office FDX1202-B Building Totals by Type of Room OP-Budgetary 2 2-10 2 Planning FDX1203-B Building Totals by Department OP-Budgetary 2 2-10 3 Planning FDX1204-B Building Biographical Listing OP-Budgetary 10 2-10 4 Planning Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyB. CAMPUS PLANNING (continued)
Space Utilization Reports - Computer Generated (continued) * FDX1205-B Building Ownership Summary OP-Budgetary 2 2-10 6 Planning * FDX1206-B Owned Buildings Constructed 1955 or OP-Budgetary 2 then to 2-10 7 Later Planning Archives FDX1207-B Building Area Summary by Type of Space OP-Budgetary 10 2-10 8 Planning FDX1208-B Gross Square Feet by Building Condition OP-Budgetary 2 2-10 9 and Type of Construction Planning FDX1210-B Building Age Distribution and Condition OP-Budgetary 2 2-10 10 Planning FDX1250 Building List by CAAN OP-Budgetary 10 2-10 Planning FDX1300-P Program Area by Room Type OP-Budgetary 10 1-10 C1 Planning FDX1302-P Subprogram Area by Room Type OP-Budgetary 10 1-10 C2 Planning FDX1303-P Program Category Area by Room Type OP-Budgetary 10 1-10 C4 Planning FDX1304-P Program Subcategory Area by Room Type OP-Budgetary 10 1-10 C6 Planning FDX1305-U Program Area by Room Type (System OP-Budgetary 2 --- PC1 Summary) Planning FDX1306-U Subprogram Area by Room Type (System OP-Budgetary 2 --- PC2 Summary) Planning FDX1307-U Program Category Area by Room Type OP-Budgetary 2 --- PC4 (System Summary) Planning FDX1308-U Program Subcategory Area by Room Type OP-Budgetary 2 --- PC6 (System Summary) Planning FDX1500-F Room Listing of Committed ASF by Grant OP-Budgetary 2 2-10 G1 Number Planning FDX1500-F Grant Space Summary by Department and OP-Budgetary 2 2-10 G2 Room Type Planning FDX1500-F Grant Space Summary by Building OP-Budgetary 2 2-10 G3 Planning Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyC. PLANT MAINTENANCE AND OPERATIONS
G Billings to Recharge Activities (utility Accounting *10 0-1 meter charges) Physical 3-5 Plant G Estimator Sketch Sheets Physical 1-5 --- Plant Facilities Management Requisition (See Section III.G) Janitorial Service Records G Equipment Removal Physical Until --- Plant returned G Supervisor's Nightly Report Physical 0-2 --- Plant G Supply Requisitions Physical 0-1 --- Plant G Work Schedules Physical Until --- Plant superseded G Job (Project) History Files Physical *3-5 --- Plant Key Control Records G Issuance Requests Physical UAT --- Plant Department (D) G Key Records by Individual Physical Until Until Plant individual individual Department terminates terminates (D) G Key Records by Key Number Physical Until --- Plant superseded Department (D) G Key Register by Space Physical Until --- Plant superseded Department (D) G Key Register Log by Key Number Physical Until --- Plant superseded Department (D) Plant Maintenance G Antenna Installation Physical Life of --- Plant equipment G Finish Hardware Check Lists Physical 0-3 FCP Plant G Heating and Ventilating Equipment: Physical Life of --- Inventory Plant equipment Service History Warrantee Service G Swimming Pool (Gym) Operations and Physical 5 0-1 Maintenance Record Plant Plant Protection G Ambulance Run Fire or 3 --- Police G Fire & Ambulance Radio Logs Fire or 2 --- Police G Fire Extinguisher Record Physical Life of --- Plant or equipment EH&S G Fire Incidence Report Fire or 3 --- Police G Permits: Burning Fire UAT UAT Division or Decorations, use of EH&S UAT UAT Fire Exit, use of Division UAT UAT or EH&S Fire Equipment, use of Fire UAT UAT Division or EH&S Fire Division or EH&S Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyC. PLANT MAINTENANCE AND OPERATIONS (continued)
Plant Service G Shop Capability Record Physical 1-2 --- Plant G Shop Equipment Loan Permits Physical Until UAT Plant returned Refuse G Disposal Unit Record, Monthly Physical 1-5 --- Plant Requisition - Physical Plant - See Section III-G Utilities G Boiler Recording Flow Meter Charts Physical 1-5 --- Plant G Electrical Distribution Log, Primary Physical 1-5 --- Plant G Fixed Operations Equipment Inventory Physical Life of --- and History Records Plant equipment G Heating and Cooling Plant Logs Physical 1-3 --- Plant G Heating and Cooling Plant Reports, Physical 1-5 --- Monthly Plant G Maintenance Record, Daily (steam for Physical 0-3 --- heating and cooling plants) Plant G Power Plant Production and Consumption Physical 1-5 --- Log Plant G Utilities Meter Reading: Physical 3-5 --- Electricity Plant Gas Steam Water G Vehicle Mileage Reports Physical 3-5 0-1 Plant G Water Consumption Reports Physical 1-5 0-1 Plant G Water System Summary, Monthly Physical 3 --- Plant G Work Order, Physical Plant Physical *1-5 0-1 Plant Plant Reports - Computer Generated AE010 Card to Tape and Edit of Space OP-Budgetary 1 0-1 Inventory Changes Planning AE030 File Maintenance of Space Inventory OP-Budgetary 1 0-1 Planning AE050 Space Inventory Department Name Changes OP-Budgetary 1 0-1 Planning AE070 First Phase Conversion Coding Program OP-Budgetary 0-1 0-1 Planning AE075 Second Phase Conversion Coding Program OP-Budgetary 3 0-1 Planning Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyC. PLANT MAINTENANCE & OPERATIONS (continued)
Plant Reports - Computer Generated (continued) AE080 Building Inventory Summary Planning Campus 10 0-2 * AE450 Index of Buildings by Asset Account OP-Physical Until 0-1 (numerical) Planning, superseded Construction, & Operations AE460 Alphabetical Index of Building Names OP-Budgetary Until 0-1 Planning superseded * G Physical Plant Charges Physical 5 0-1 Reports/Summaries (formerly GB110, Plant GB120, GB135) G Job Reports/Updates/Summaries (formerly Physical 1-5 1 GB050, GB900, GB901, GB910, GB930, Plant GB935) G Labor Transactions (formerly GB030) Physical 0-5 --- Plant G Year End Extracts (formerly GB952) Physical 1-5 1 Plant G Recharge Reports/Summaries (formerly Physical 3 --- GB958, GB964) Plant G Physical Plant Master File (formerly Physical 1-5 1 GB920) Plant G Costs by Craft/Job (formerly GB960) Physical 1 --- Plant G Type 53 Entries (formerly GL799) Physical 2 --- Plant G Edit Lists (formerly GB020) Physical 0-2 --- Plant G Prevailing Wage Increase Data Physical 1-5 --- Plant G Weekly Balance Report by Job Number Physical 1-5 1 Plant G Monthly Job Status Report Physical 1-5 1 Plant G Start - Fiscal Year Status Report Physical 1-5 1 Plant G Interim - Year-End Status Report Physical 1-5 1 Plant G Weekly Summary of Physical Plant Physical 1-5 1 Charges by Budget, Charge Report Plant G Weekly List Charges by Job Number Physical 1-5 1 Plant G Quarterly List of Closed/Dropped Jobs Physical 1-5 1 Plant