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Iwasaki Library

Records Retention & Disposition Schedule: Construction/Facilities Management

List of Schedules

Schedule Number Records Series
710 As-built Drawings
720 Contracts and Agreements
730 Records of Repairs
740 Property Damage Reports
750 Hazardous Waste Disposal Manifests and Reports

Warning

If your department or office receives a notice of a Records Preservation/Hold Order you must comply with the instructions from General Counsel’s office.  A Records Preservation/Hold Order is an internal procedure to ensure that certain information is preserved which may be needed for reasonably anticipated or actual government investigation, audit, or litigation. A Records Preservation/Hold Order temporarily sets aside the retention period stated in the Records Retention and Disposition Schedule, and suspends destruction for the affected records until the Records Preservation/Hold Order is released.


As-built Drawings

These records pertain to all drawings and plans related to all buildings and property of Emerson College as they currently exist.

  Record Holder Retention Period Disposition
Official Record Facilities Management Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Contracts and Agreements

These records pertain to any and all contacts and agreements related to construction and facilities management.

  Record Holder Retention Period Disposition
Official Record Facilities Managment 14 Years Confidential Destruction
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Records of Repairs

These records provide proof of any and all repairs in accordance to construction and facilities management.

  Record Holder Retention Period Disposition
Official Record Facilities Management 7 Years Confidential Destruction
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Property Damage Reports

These records pertain to any and all reports and documentation related to property damage at the college.

  Record Holder Retention Period Disposition
Official Record Facilities Management 7 years after report date Confidential Destruction
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Hazardous Waste Disposal Manifests and Reports

These records pertain to any and all manifests, reports, and documentation related to hazardous waste disposal.

  Record Holder Retention Period Disposition
Official Record Facilities Management 3 years Confidential Destruction
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction