OAR 166-475-0035
This General Schedule is applicable to the Facilities and Property
records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless
of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to
this General Schedule listed in OAR 166-030-0026 before disposing of records.
Building Space Inventory and Valuation Records
OAR 166-475-0035(1)
This series documents the buildings owned
and leased by the various institutions within the Oregon University System both on and off campuses. Building Space
Inventory reports are used to project institutional space needs; to identify deferred maintenance; and to provide
cost recovery support documentation for major research universities receiving federal money, grants, or private
gifts. The inventories are kept at the institution level with periodic updates being provided to the Board's Offices
of Facilities Services. Records include but are not limited to computer generated reports with details by building
(SP440-01), type of space (SP450-01), principal use (SP455-01), department (SP460-01), and area. Records may also
include various summary reports such as Institution Summary by Building (SP445-01). All computerized reports are
updated at least annually. OUS Facilities Services holds system-wide record copy of Space Inventory reports.
Building Valuation Reports are used for State Insurance Fund purposes (formerly State Restoration Fund), and include
building name, building number, location, capitalized value, and insured value. The report is prepared annually
by the Controller's Division and distributed to the institutions. All updates, additions, and deletions are prepared
at the institution level and reported to the Controller's Division.
Retention:
Record Copy:
(a) Permanent for summary space inventory reports
and building valuation reports;
(b) 10 years for all other records
Other copies (at institutions):
(a) Permanent for summary space
inventory reports;
(b) 5 years for building valuation reports;
(c) 10 years for all other records
Buildings/Grounds
Repair, Maintenance, Remodeling, and Construction Records
OAR 166-475-0035(2)
This series documents the condition, upkeep,
and routine maintenance of the institution's buildings and grounds. It also documents remodeling and construction
projects with a total expenditure of less than $100,000 over six years. This series may include but is not limited
to: floor plans; specifications; layouts; sketches; maintenance agreements; work logs; sign-in sheets; and related
documentation and correspondence.
Retention:
Record Copy: Permanent for floor plans, layouts, sketches,
and specifications; 6 years for all other records
Other copies: 2 years
Capital Construction Project Records
OAR 166-475-0035(3)
This series is used to provide a record of
the planning, administration, and implementation of current and potential capital construction projects on campus
(projects with a total expenditure of at least $100,000 over six years); to project needs for projects; and as
a reference to projects once they have been completed. The series also provides a record of the funding of current
capital construction projects on campus and to prepare budgets and allocations for capital construction projects.
This series may include but is not limited to: project descriptions and requirements; plans; plan reviews; project
schedules; contract change orders; bid documentation; contracts and agreements with architects, artists, engineers,
consultants, vendors, and contractors; materials and soils reports; progress reports; insurance reports; payment
schedules; summary reports; memos; final acceptance statements; architectural blueprints; sketches; aerial photographs;
preliminary planning drawings; as built drawings; drawings reflecting changes to the original plans; soil testing
maps; any other type of graphic representation produced relating to buildings, systems, and land. The series also
includes project descriptions; budget projection and allocation records; budget authorization forms; budget change
orders; final acceptance statements; and related documentation and correspondence.
Retention:
Record Copy: Permanent
Other copies: 3 years after contract completion for blueprints,
architectural drawings and maps; 10 years after final acceptance for all other records.
Chemical
Application Records
OAR 166-475-0035(4)
This series documents the application of chemicals
such as pesticides, herbicides, and fertilizers to institutional property. Information usually includes: date used;
weather conditions; application area; chemical applied; mix ratio; and coverage rate.
Retention: 30 years
Classroom and Laboratory Utilization Reports
OAR 166-475-0035(5)
This series provides information about the utilization of
classroom and laboratory space. This series includes preliminary and final reports which contain class number,
time of the class, and the number of students in the class.
Retention: 5 years for final utilization reports; 2 years
for preliminary utilization reports
Faculty
and Staff Reports
OAR 166-475-0035(6)
This series documents the number of full time
equivalent (FTE) positions in instruction, research, administration, public service, fellowships, and classified
staff. This series consists of forms from departments showing FTE positions (including social security numbers)
and office space required. The summaries include department total FTE for each of the principal activity categories
listed above.
Retention: Permanent for summaries; 5 years for all other
records
Land
Inventory Records
OAR 166-475-0035(7)
This series documents real property owned
and leased by the various institutions within the Oregon University System and lists each parcel that has been
acquired through ownership or under some form of lease agreement. Records include but are not limited to Land Inventory
Reports, the OUS Land Inventory manual, records pertaining to permanent land and deed filings with the state, and
related documentation and correspondence. Information in the Land Inventory Reports includes from who the land
was acquired, date of acquisition, use of the land, source of revenue used to acquire, acreage, capitalized value,
and where the transaction is recorded in the Board minutes. OUS Facilities Services holds system-wide record copy
and annual reports are provided to the institutions.
Retention:
Record Copy:
(a) Permanent for the OUS Land Inventory Manual,
records relating to deeds, and every fifth year of Land Inventory Reports (current for most recent five years);
(b) Until superseded or obsolete for all other Land Inventory Reports
Other copies (institutions):
(a) Until superceded for the OUS
Land Inventory Manual;
(b) Permanent for all other records
Property Tax Exemption Claim Records
OAR 166-475-0035(8)
This series is used to document claims for
exemptions from institutions paying property taxes in Oregon and other states
due to the educational use of the property. Exemptions are typically made on an
annual basis. Records may include applications for exemption and related
documentation and correspondence.
Retention:Record copy (Business Offices): 6 years
Room
Change Requests Forms
OAR 166-475-0035(9)
This series documents room assignments and room remodeling
done by facilities services units. Information on the change request forms may include but is not limited to: the
building and room; the reason for the change; who requested the change; who approved the change; date the change
was requested; source of funds; special approvals needed and date approved.
Retention:
Record Copy: 5 years
Other copies: 3 years
Utilities Systems Operating and Maintenance Records
OAR 166-475-0035(10)
This series documents the operations and maintenance
of institutional utilities. This series may include but is not limited to: equipment operations logs; mechanical
readings charts; equipment maintenance histories; and related documentation and correspondence.
Retention: 4 years after equipment is no longer in service
for equipment maintenance histories; 10 years for all other records
Maintained by OUS Records Management Services ryan_hagemann@ous.edu
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