Facilities and Properties FP55 - Operations Services Case Files

Accessed:	2026-07-17
Purpose of series:	Records series documenting the oversight of campus wide services, managed and overseen by Facilities Management - Operations.
Scope and contents:	Includes (but not limited to): service contracts, awarded tenders, vendor performance communications, supporting documentation and other related correspondence.
Cross reference:	For original contracts, requests for proposals, tenders, information or quotes (RFPs, RFTs, RFIs, RFQs etc. see: FN50 - Finance - Procurement. All financial documentation processed centrally with Financial Services see: FN10 - Financial Transactions - Processed Centrally. All financials processed internally by unit see: FN11 - Financial Transactions - Processed by Unit
Exceptions:

Primary offices:	Facilities Management
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Secure Destruction
Primary office retention period:	7 years
Primary office retention instructions:	S/O = Contract expired or terminated, warranty expired and all obligations met. Once contract expired or terminated, warranty expired and all obligations met all documentation to be retained for 7 years then securely destroyed.

Secondary offices:	Units
Secondary office retention trigger:	Fiscal Year
Secondary office disposition:	Secure Destruction
Secondary office retention period:	3 years
Secondary office retention instructions:	Records closed at the end of the processed fiscal year (FY). Retained for 3 additional years, then securely destroyed.

Retention rationale:

Vital records	Electronic systems	Personal information	Official media
Yes	NAS, DalCard, FAMIS	No	Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2025-03-26 12:42:00	cr618206	Internal

Notes: