INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning the maintenance and repair of university buildings and grounds.
Specific topics of interest include:
- Policies for
the levels of maintenance, upkeep, and repair of university buildings
and grounds, and
- The general condition of university buildings and grounds.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Policies and procedures for maintaining and repairing university buildings and grounds
- Meeting minutes
and supporting materials concerning the maintenance and repair of buildings
and grounds
- Reports and analyses of the status or condition of buildings and grounds
- Photographs showing the condition of buildings and grounds
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Office of record
Yale's Office of Facilities, the School of Medicine's
Facilities Development and Operations, and other staff who manage
the maintenance and repair of buildings and grounds maintain the record
copy of documentation about the maintenance and repair of buildings
and grounds at the university. Individual units that are not
responsible for the creation of such records, but that maintain duplicates
of such works or related materials, should destroy these files after
they are no longer needed. |
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Non-permanent records
requiring temporary retention for legal purposes
(Unless
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Hazardous waste or chemical clean-up records. Destroy after 30 years.
- Chemical application
records, including records documenting use of pesticides and fertilizers.
Destroy after 30 years.
- Work records,
including maintenance agreements, work logs, service orders, work requests
and orders, sign-in sheets, security logs and reports, and equipment
and key inventories
- Utilities systems
operating and maintenance records, including equipment operations logs,
mechanical readings charts, and equipment maintenance histories
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