FACILITIES: CONSTRUCTION AND RENOVATION

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In an effort to preserve and maintain its history, Yale University seeks to retain certain documentation concerning capital and non-capital construction and renovation at Yale.  Specific topics of interest include:

• Buildings and grounds projects from inception to completion, inclusive of major subsequent alterations;
   
• The process of designing new constructions and renovations, including what technology is used in various design and construction processes; and
   
• The process of building and renovating campus structures.
   

Archival records (Permanent records should be transferred to the Archives.  Please arrange timing and frequency of records transfer with Archives staff.) Project descriptions and requirements   Preliminary drawings   Presentation drawings   RFPs (requests for project bids)   Proposal evaluations   Intermediate drawings   Final working drawings   �As built� drawings   Shop drawings   Repair and alteration drawings   Contract drawings   Project specifications   Space assignment plans   Landscape plans   Lighting plans   Maps   Photographs   Materials and soil reports   Disability access records   Contracts and agreements with architects, artists, engineers, consultants, vendors, and contractors   Budget records   Correspondence that documents decisions made in the design and building processes   Meeting minutes   Reports

Office of record Yale's Office of Facilities and the School of Medicine's Facilities Development and Operations maintain the record copy of documentation concerning major construction and renovation at the university. Individual units that have duplicates of such materials or related documentation where the construction/renovation was instigated by or affects the unit should destroy these files after they are no longer needed.

• Inspection records
   
• Permits, approvals, and certificates of occupancy
   
• Contract support documentation
   
• Correspondence and memoranda concerning routine administrative matters
   
• Work logs and sign-in sheets
   
• Records concerning the demolition of campus structures
   

• Equipment catalogs