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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
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.


  • 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, Oct 14 2019