INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning the management of real property at Yale. Specific topics
of interest include:
- Development of policies and procedures for purchasing and renting real property, and
- Decision processes for the purchasing and sale of real property.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Deeds and titles for properties owned by Yale
- Meeting minutes and supporting materials
- Policies and procedures for purchasing, renting, and selling real property
- Real property
records generated when acquiring, maintaining, or selling real property,
including purchase agreements, easement details, plat descriptions, memoranda of understanding, sales agreements, and related correspondence.
- Reports and analyses of real property owned by or of interest to Yale
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Office of record
The Office of the Secretary, the Office of the Vice-President for Finance and Administration, the Office of New
Haven and State Affairs, the Office of University Properties, and
the Risk Management Office maintain the record copy of documentation
about the management of real property. Some units may also hold
record copies of certain unique materials. 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.)
- Damage records
- Insurance records.
Destroy 10 years after policy expiration or 1 year after all claims
are settled, whichever is later.
- Lease and rental records
- Public hearing records
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