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ActivityAD6300 Physical Properties Maintenance and Custodial Services
Records Series40 - Asset Management System
OPRPhysical Plant Services
DescriptionRecords 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 TriggerData entered into the asset management system.
Active (years)10
Semi-Active (years)25
Final ActionDP/D
Disposition PlanData will be moved to an offline storage after 10 years, and to be kept for 25 years, then to be destroyed.
Retention Rationale
PIBNo
Vital Records

This schedule applies to official records. 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.

University Records exist in both physical and electronic formats, such as paper, email or data in a database. Paper records may or may not contain information that is duplicated in an electronic system. For technical reasons the retention assigned to the electronic records may be different from the retention of physical records. If there are differences, see instructions in this schedule for details.



GLOSSARY

  • AR = Transfer to Archives
  • AY = End of Academic Year
  • 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 Monday, Feb 18 2019