| Activity | AD6300 Physical Properties Maintenance and Custodial Services |
| Records Series | 40 - Asset Management System |
| OPR | Physical Plant Services |
| Description | Records consist of data in the asset management system and other supporting electronic documents that are used to provide building maintenance and custodial services. Include data in the following modules: Work Orders, Labour Reporting, Equipment, Preventative Maintenance, Job Plans, Purchasing and Inventory. Also includes inspection reports of highly regulated equipment such as elevators, boilers, chillers etc. |
| Retention Trigger | Data entered into the asset management system. |
| Total Retention | 35 years |
| Final Action | DP/D |
| Disposition Plan | Data will be moved to an offline storage after 10 years, and to be kept for 25 years, then to be destroyed. |
| Retention Rationale | Retention based on anticipated operational use. |
| PIB | No |
| Vital Records |
This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.
GLOSSARY
- AR = Transfer to Archives
- AY = End of Academic Year
- CO = Continuous OVerwrite
- CY = End of Calendar Year
- D = Destroy / Delete
- DP = Special Disposition Plan
- FY = End of Fiscal Year
- OPR = Office of Primary Responsibility
- PIB = Personal Information Bank
Printed on Thursday, Apr 25 2024