SCHEDULE GR: RECORDS COMMON TO ALL GOVERNMENTS

PART 4: SUPPORT SERVICES RECORDS

SECTION 4-2: FACILITY, VEHICLE AND EQUIPMENT MANAGEMENT RECORDS

1075-15 ACCIDENT AND DAMAGE REPORTS (PROPERTY) - Reports of accidents or damage to facilities, vehicles, or equipment if no personal injury is involved. RETENTION: 3 years

RETENTION NOTE: For accident reports involving personal injury see item number 1000-20 and 1050-32.

1075-16 CONSTRUCTION PROJECT FILES - Records concerning the planning, design, construction, conversion, or modernization of local government-owned facilities, structures, and systems, including feasibility, screening, and implementation studies; topographical and soil surveys and reports; architectural and engineering drawings, elevations, profiles, blueprints, and as-builts; inspection and investigative reports; laboratory test reports; environmental impact statements; construction contracts and bonds; correspondence; and similar documentation. RETENTION: Permanent, but see retention note

RETENTION NOTE: Files relating to the construction of prefabricated storage sheds, bus shelters, parking lot kiosks, nonstructural recreational facilities, such as baseball diamonds and tennis courts, and similar structures and facilities need be retained for only 10 years after completion of the project.

1075-17 LOST AND STOLEN PROPERTY REPORTS. RETENTION: FE + 3 years

1075-18 MAINTENANCE, REPAIR, AND INSPECTION RECORDS - Records documenting the maintenance, repair, and inspection of facilities, vehicles, and equipment.

RETENTION NOTE: This record group schedules records of maintenance and repair to general-purpose vehicles, office equipment, and office facilities. For retention requirements for the maintenance and repair of specialized vehicles (e.g., police cars, fire trucks, school buses), equipment (e.g., airport runway beacons, traffic lights), or facilities (e.g., wastewater treatment plants) see other schedules.

a) Vehicles and equipment

1) Routine inspection records. RETENTION: 1 year (Exempt from destruction request requirement).

2) Maintenance and repair records. RETENTION: LA

RETENTION NOTE: If a vehicle is junked as the result of an accident, the maintenance and repair records for the vehicle must be retained for LA + 3 years.

b) Facilities

1) Routine cleaning, janitorial, and inspection work. RETENTION: 1 year (Exempt from destruction request requirement).

2) All other facility maintenance, repair and inspection records (including those related to plumbing, electrical, fire suppression, and other infrastructure systems. RETENTION: 3 years

1075-19 SERVICE REQUESTS/WORK ORDERS (for repairs and maintenance to facilities, vehicles, or equipment). RETENTION: 2 years

RETENTION NOTE: If work orders serve as the only form of record documenting repairs to vehicles or equipment [see item number 1075-18(a)] they must be retained for the life of the vehicle or equipment.

1075-20 USAGE REPORTS - Reports of usage of facilities, vehicles, or equipment.

a) Any type of usage report (e.g., mileage, fuel consumption, copies run) if such reports are the basis for allocating costs, for determining payment under rental or lease agreements, etc. RETENTION: FE + 7 years

b) Reservation logs or similar records relating to the use of facilities such as meeting rooms, auditoriums, etc. by the public or other government agencies. RETENTION: 2 years

c) Usage reports compiled for purposes other than those noted in (a) or (b). RETENTION: 1 year (Exempt from destruction request requirement).

1075-21 VEHICLE ASSIGNMENT RECORDS - Assignment logs, authorizations, and similar records relating to the assignment and use of government-owned vehicles by employees. RETENTION: 2 years

1075-22 VISITOR CONTROL REGISTERS - Logs, registers, or similar records documenting visitors to limited access or restricted areas. RETENTION: 3 years

1075-23 WARRANTIES (for vehicles and equipment). RETENTION: Expiration of warranty + 1 year (Exempt from destruction request requirement)