University of California                                          Records Management Disposition Schedules

Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy

VI. PHYSICAL PLANT


A. ARCHITECTS AND ENGINEERS
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 Copy          
A. 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 Copy          
A. 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 Copy          
B. 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 Copy          
B. 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 Copy          
B. 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 Copy          
C. 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 Copy          
C. 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 Copy          
C. 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