General Record Category Type of Record Retention Period OAR #
Building Space Inventory Valuation Records Include but 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. Permanent for summary space inventory reports and building valuation reports. 10 years for all other reports. 166-475-0035(1)
Building/Grounds Repair, Maintenance, Remodeling, and Construction Records Floor plans Permanent 166-475-0035(2)
Building/Grounds Repair, Maintenance, Remodeling, and Construction Records Specifications Permanent 166-475-0035(2)
Building/Grounds Repair, Maintenance, Remodeling, and Construction Records Layouts Permanent 166-475-0035(2)
Building/Grounds Repair, Maintenance, Remodeling, and Construction Records Sketches Permanent 166-475-0035(2)
Building/Grounds Repair, Maintenance, Remodeling, and Construction Records Maintenance agreements 6 years 166-475-0035(2)
Building/Grounds Repair, Maintenance, Remodeling, and Construction Records Work logs 6 years 166-475-0035(2)
Building/Grounds Repair, Maintenance, Remodeling, and Construction Records Sign-in sheets 6 years 166-475-0035(2)
Building/Grounds Repair, Maintenance, Remodeling, and Construction Records Related Documentation and Correspondence 6 years 166-475-0035(2)
Capital Construction Project Records Project description and requirements 10 years 166-475-0035(3)
Capital Construction Project Records Plans Permanent 166-475-0035(3)
Capital Construction Project Records Plan reviews Permanent 166-475-0035(3)
Capital Construction Project Records Project schedules 10 years 166-475-0035(3)
Capital Construction Project Records Contract change orders 10 years 166-475-0035(3)
Capital Construction Project Records Bid documentation 10 years 166-475-0035(3)
Capital Construction Project Records Contracts and agreements with architects, artists, engineers, consultants, vendors, and contractors 10 years 166-475-0035(3)
Capital Construction Project Records Materials and soils reports Permanent 166-475-0035(3)
Capital Construction Project Records Progress reports 10 years 166-475-0035(3)
Capital Construction Project Records Insurance reports 10 years 166-475-0035(3)
Capital Construction Project Records Payment schedules 10 years 166-475-0035(3)
Capital Construction Project Records Summary reports 10 years 166-475-0035(3)
Capital Construction Project Records Memos 10 years 166-475-0035(3)
Capital Construction Project Records Final acceptance Statements 10 years 166-475-0035(3)
Capital Construction Project Records Architectural blueprints 10 years 166-475-0035(3)
Capital Construction Project Records Sketches 10 years 166-475-0035(3)
Capital Construction Project Records Aerial photographs 10 years 166-475-0035(3)
Capital Construction Project Records Preliminary planning drawings 10 years 166-475-0035(3)
Capital Construction Project Records As built drawings 10 years 166-475-0035(3)
Capital Construction Project Records Drawings reflecting changes to the original plans 10 years 166-475-0035(3)
Capital Construction Project Records Soil testing maps Permanent 166-475-0035(3)
Capital Construction Project Records Any other type of graphic representation produced relating to buildings, system, and land 10 years 166-475-0035(3)
Capital Construction Project Records Project descriptions 10 years 166-475-0035(3)
Capital Construction Project Records Budget projection and allocation records 10 years 166-475-0035(3)
Capital Construction Project Records Budget authorization forms 10 years 166-475-0035(3)
Capital Construction Project Records Budget change orders 10 years 166-475-0035(3)
Capital Construction Project Records Final acceptance statements 10 years 166-475-0035(3)
Capital Construction Project Records Related Documentation and Correspondence 10 years 166-475-0035(3)
Chemical Application Records Date used 30 years 166-475-0035(4)
Chemical Application Records Weather conditions 30 years 166-475-0035(4)
Chemical Application Records Application area 30 years 166-475-0035(4)
Chemical Application Records Chemical applied 30 years 166-475-0035(4)
Chemical Application Records Mix ratio and coverage rate 30 years 166-475-0035(4)
Classroom and Laboratory Utilization Reports Class number, time of the class, and the number of students in the class (final report) 5 years 166-475-0035(5)
Classroom and Laboratory Utilization Reports Class number, time of the class, and the number of students in the class (preliminary report) 2 years 166-475-0035(5)
Faculty and Staff Reports Full time equivalent (FTE) in instruction 5 years 166-475-0035(6)
Faculty and Staff Reports Full time equivalent (FTE) in research 5 years 166-475-0035(6)
Faculty and Staff Reports Full time equivalent (FTE) in administration 5 years 166-475-0035(6)
Faculty and Staff Reports Full time equivalent (FTE) in public service 5 years 166-475-0035(6)
Faculty and Staff Reports Full time equivalent (FTE) in fellowships 5 years 166-475-0035(6)
Faculty and Staff Reports Full time equivalent (FTE) in classified staff 5 years 166-475-0035(6)
Faculty and Staff Reports Summaries of department total FTE for each of the categories above Permanent 166-475-0035(6)
Land Inventory Records Land Inventory Reports Until superseded or obsolete 166-475-0035(7)
Land Inventory Records OUS Land Inventory manual, records pertaining to permanent land and deed filings with the state, and related documentation and correspondence. Permanent for all records with the exception of every fifth year of OUS land inventory records 166-475-0035(7)
Property Tax Exemption Claim Records Applications for exemption 6 years 166-475-0035(8)
Property Tax Exemption Claim Records Related Documentation and Correspondence 6 years 166-475-0035(8)
Room Change Requests Forms Records The building and the room 5 years 166-475-0035(9)
Room Change Requests Forms Records The reason for the change 5 years 166-475-0035(9)
Room Change Requests Forms Records Who requested the change 5 years 166-475-0035(9)
Room Change Requests Forms Records Who approved the change 5 years 166-475-0035(9)
Room Change Requests Forms Records Date the change was requested 5 years 166-475-0035(9)
Room Change Requests Forms Records Source of funds 5 years 166-475-0035(9)
Room Change Requests Forms Records Special approvals needed and date approved 5 years 166-475-0035(9)
Utilities Systems Operating and Maintenance Records Equipment operations logs 10 years 166-475-0035(10)
Utilities Systems Operating and Maintenance Records Mechanical readings charts 10 years 166-475-0035(10)
Utilities Systems Operating and Maintenance Records Equipment maintenance histories 4 years after equipment is no longer in service 166-475-0035(10)
Utilities Systems Operating and Maintenance Records Related Documentation and Correspondence 10 years 166-475-0035(10)