Facilities and Properties FP31 - Infrastructure Projects Case Files

Accessed:	2026-07-17
Purpose of series:	Records series documenting the oversight and coordination of construction and improvements to University owned buildings, physical structures, campus areas, and facilities. Which includes capital projects, additions, renovations and major maintenance projects for the university.
Scope and contents:	Includes (but not limited to): preliminary planning notes and drawings, approvals, Project Management Forms (PMF), cost estimates, budgets, project schedules, tender and contract documents, copies of survey plans, as builts, design drawings, blueprints, plans and specifications, work orders, inspection reports, purchase orders, warranties, guarantees, certificates of completion/occupancy, construction contracts and documents relating to contract administration, contract change orders, reports, jurisdiction permits, requests for proposals or bids, testing or inspection reports, proposals agreements, invoices, and related correspondence.
Cross reference:	For planning of infrastructure projects see: Infrastructure Planning (FP30); For general maintenance and repairs, see: Operations Services Case Files (FP55)
Exceptions:	Small Jobs or Maintenance and Repairs work, see: Operations Services Case Files (FP55)

Primary offices:	Facilities Management
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Transfer to University Archives
Primary office retention period:	10 years
Primary office retention instructions:	S/O = Project is terminated or deemed completed and all obligations met, as well as warranties expired, and audit concluded with recommendations and requirements adhered to. Once project is terminated or deemed completed and all retention triggers obligations have been met records are to be retained for ten (10) additional years then transferred to the University Archives for selective retention.

Secondary offices:	Units
Secondary office retention trigger:	Superseded / Obsolete
Secondary office disposition:	Secure Destruction
Secondary office retention period:	3 years
Secondary office retention instructions:	S/O = Project terminated or completed and records no longer required. Once project terminated or completed and records no longer required records retained for three (3) additional years then securely destroyed.

Retention rationale:

Expected operational use, legal and warranty requirements.

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

Approval date:	Last updated:	Edited by:	Security classification:
2025-08-22	2026-06-29 17:03:54	laheyd	Confidential

Notes: