Utah Department of Administrative Services

Division of Archives & Records Service

School District Schedule 11 Facilities Records

 

 

AMERICANS WITH DISABILITIES ACT ACCESSIBILITY RECORDS (Item 11-1)

These records document compliance to the Americans with Disabilities Act (ADA). They include surveys of schools and other district buildings to determine accessibility to the physically handicapped, copies of federal regulations, proposals for implementing the act, correspondence, resolutions, and solutions to access problems.

RETENTION

Retain for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

ASBESTOS MANAGEMENT PLAN (Item 11-3)

This management plan is required by 40 CFR 763.93 (1998) to be developed for each school on or before October 12, 1988. The plan is required to be developed by an accredited management planner and to include a list of the name and address of each school building and whether they contain friable and nonfriable Asbestos Building Material (ACBM), friable and nonfriable suspected ACBM assumed to be Asbestos Containing Material (ACM) (40 CFR 763.93(e) (1998)) and must contain "a true and correct statement, signed by the individual designated by the local education agency" certifying that local agency responsibilities have been or will be met (40 CFR 763.93(1) (1998). Each local educational agency "shall maintain and update its management plan to keep it current with ongoing operations and maintenance" (40 CFR 763.93(d) (1998)). Every six months a surveillance report is required to be prepared by each principal (40 CFR 763.92(b)(2) (1998)). A copy of this report becomes part of the managemen t plan (40 UCA 763.92(b)(2)(iii) (1998)). The surveillance reports include district name, school name, building, date, sample number, percent, type, original condition, change, recommendation, and signature of person performing surveillance.

RETENTION

Retain until school vacated or closed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public:40 CFR 763.93(12)(g)(3) (2008).

(Approved 06/97)

 

AS-BUILT CONSTRUCTION PLANS AND SPECIFICATIONS (Item 11-2)

These are the final plans and specifications for approved and constructed district buildings.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

CHANGE ORDER RECORDS (Item 11-16)

These records document changes made during the construction which require increased expenditures. They are also used for budgeting purposes. They include purchase orders, copies of bills, applications of certificate for payment, copies of work orders, construction budget report, detailed statements, and weekly time sheets.

RETENTION

Retain for 6 years after construction completed and destroy (UCA 78-12-25.5(2) (1996).

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

CONSTRUCTION CASE FILES (Item 11-12)

These case files document the construction of new district buildings and addition to existing structures. They include architect's field reports; performance bonds; construction charges; insurance certificates; observation reports; various inspections (fire marshal's, construction inspection; district inspections); completion certificates; correspondence with property owner(s), architect, and contractors; certificates of completion; and other related correspondence.

RETENTION

Retain for 6 years after completion of construction and then destroy (UCA 78-12-25.5(2) (1996)).

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

CONSTRUCTION LEGAL FILES (Item 11-17)

These construction records document agreements between the school district, architects, contractors and subcontractors. They include original agreements and contracts, certificates of insurance, and performance bonds.

RETENTION

Retain for 6 years after expiration of contracts and destroy (UCA 78-12-23 (1996)).

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

CONSTRUCTION PAYABLE FILES (Item 11-15)

These files contain all payments made for the construction of district buildings. They are used to track all construction expenditures and for budgeting purposes. They include purchase orders, invoices, copies of bills, applications of certificate for payment, copies of work order, construction budget report detailed statements, and weekly time sheets.

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

OPERATION MANUALS (Item 11-11)

These are manuals on the operation of all equipment within district (e.g., heating and cooling systems). They are used to properly maintain and repair district equipment. They include model numbers; serial numbers; manufacturer's name, address, and telephone number; maintenance instructions; parts listings; and schematics.

RETENTION

Retain until superseded or equipment replacement and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

PRECONSTRUCTION CASE FILES (Item 11-10)

These case files document all aspects of the planning process for the construction of school and district buildings. They include advertisement for bids, requests for proposals (RFPs), subcontractor and contractor bid tabulations, bid bonds, architects and contractors agreements, specifications, memoranda, soils and foundation reports, preliminary drawings, accepted bid proposals, cost estimates, copies of insurance policies, operational procedures, guidelines and requirements for submitting proposals, construction change orders, copies of meeting minutes and agenda, design data, and related correspondence.

RETENTION

Retain for 3 years after completion of construction and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

REAL PROPERTY FILES (Item 11-8)

These are reference files on all property owned by the district. They are used to reference information on individual school or district property. They include deeds, photographs, correspondence, memoranda, contracts and other items of information concerning school property. The series also includes information on closed schools.

RETENTION

Permanent. May be transferred to the State Archives after property is sold.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

RENTAL AGREEMENTS (Item 11-9)

These files contain agreements between the district and persons or organizations for renting space in district buildings. They are used to authorize the rental, collect fees, indicate the need of any equipment, and explain any applicable rules and regulations for the use of district buildings. They include date, name of individual, business, or organization; space to be rented and name of school; date and time of use; equipment needed; amount of rent; date fees due; rules for use of space, signature of district administrator approving rental; signature, address, and phone number of renter. After the use of rental space custodians complete a copy of the form indicating any additional fees to be charged and/or any problems with the rental.

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

RENTAL AND FACILITY SUPERVISION REPORT (Item 11-4)

This monthly report is submitted to the district's business administrator on all school facility rentals. It is used for accounting purposes. The report includes the school name, month and year, name of agency using facility, date used, facility used, total hours used, fees collected, other monies collected, name of persons assigned by principal, total time spent by supervisor, and principal's signature.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

SHOP DRAWINGS (Item 11-13)

These are the working architectural drawings used during construction. They document changes during construction. They include blueprints and specifications, notes, and shop drawing logs.

RETENTION

Retain until completion of construction and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

SPACE UTILIZATION REPORTS (Item 11-5)

These are annual reports on the amount of floor space in school district buildings. They are used for planning purposes. The report includes number of rooms, square footage per room, and room capacity.

RETENTION

Retain until superseded or obsolete and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

TESTING RECORDS (Item 11-14)

These records document on-going tests undertaken during construction. The tests are used to determine whether construction materials meet specifications and to identify any problems with soils at the construction site. They include compression results for concrete and asphalt and soil tests.

RETENTION

Retain for 2 years after construction completion and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

WORK ORDER LOG (Item 11-6)

This is a log of all work orders. It is used for reference to verify that work was performed. Includes work order number, work order request, dates received and completed, record of trouble calls and work completed.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

 

WORK ORDERS (Item 11-7)

These forms are used to request maintenance and repair of district equipment or buildings. They include work order number, date, school or district office, type of repair (building or equipment), principal's or director's approval, account number, repair problem, and information on completion of repairs (parts, labor, person making repairs, and date).

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)