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Facilities

Capital Planning, Construction and Facilities Management

Record Identifier Record Title Custodian of Records Retention Source Authority Retention Period
5.1 Architecture & Engineering      
5.1.1 Project Design & Architectural agreements, amendments, extra services AVP, PPFM SUAM Section XII 9832;  Latent Defects - "CA CCP 337.15" 10 years following issuance of Notice of Completion (of project)*; Latent Defects
5.1.2 Other project design agreements AVP, PPFM SUAM Section XII 9832;  Latent Defects - "CA CCP 337.15" 10 years following issuance of Notice of Completion (of project)*
5.2.1 Contract Documents [includes construction documents] AVP, PPFM SUAM Section XII 9832 10 years following issuance of Notice of Completion (of project)*
5.2.2 Other construction agreements AVP, PPFM SUAM Section XII 9832 10 years following issuance of Notice of Completion (of project)*
5.2.3 AS-BUILTS and Operating & Maintenance Manuals AVP, PPFM CSU Practice For the life of the building, facility, or system*
5.3 Land Use Planning      
5.3.1 Easements Chancellor's Office - CPDC CSU Practice Forever while owned by the CSU
5.3.2 Supporting correspondence to easements Chancellor's Office - CPDC CSU Practice Forever while owned by the CSU
5.3.3 Deeds, title policy, PWB resolution authorizing the acquisition; transfer of jurisdiction from DGS to CSU. Chancellor's Office - CPDC CSU Practice Forever while owned by the CSU
5.4 Environmental Planning      
5.4.1 Environmental Planning Chancellor's Office - CPDC Statute for 30-day limitation: PRC 21080.5(g) and Section 15075(f) of CEQA guidelines in CCR title 14, Ch. 3; title 14, Ch. 3, Art. 8 (time limits), section 15112 (Statutes of Limitation) Five years after BOT approval
5.5 Energy      
5.5.1 Contracts (All) AVP, FM CSU Practice 10 years from 'Effective Date' or Start Date Originals held by CS&P
5.5.2 Monthly energy reports AVP, PPFM CSU Practice Electronically forever while owned by CSU
5.5.3 Energy Efficiency Partnership Agreement (06/08) Chancellor's Office - CPDC Partnership Agreement 10 years From 'Contract End Date' as determined by CPUC Ruling
5.5.4 Energy Efficiency Partnership 06/08 Project Files Chancellor's Office - CPDC Partnership Agreement 10 years From 'Contract End Date' as determined by CPUC Ruling
5.5.5 Energy Efficiency Partnership Agreement (04/05) Chancellor's Office - CPDC Partnership Agreement 10 years From 'Contract End Date' as determined by CPUC Ruling
5.5.6 Energy Efficiency Partnership 04/05 Project Files Chancellor's Office - CPDC Partnership Agreement 10 years From 'Contract End Date' as determined by CPUC Ruling
5.6 Utilities      
5.6.1 Utility bills AVP, FM Public Utilities Commission 10 years
5.7 Federal Disaster Assistance      
5.7.1 Federal Disaster Assistance records Risk Manager OMB A133; 44CFR 14.1, 14.2 and 206, 207(c); Stafford Act 318 and 705
See also:  FEMA 322 "Public Assistance Guide" and FEMA Policy Digest
3 years after date of OES letter transmitting FEMA's letter stating project is "Closed", OES letter will state the records are to be kept 3 years and that the Applicant (i.e. campus) is subject to audit during that time.
5.7.2 As-Buildings associated with repairs and/or changes made with federal disaster assistance funds AVP, PPFM CSU Practice For the life of the building or facility
5.7.3 Federal EPA, State CEQA, Costal Community, etc. documents associated with Federal Disaster Assistance Chancellor's Office - CPDC See CEQA above See CEQA above
5.8 Vehicle Records      
5.8.1 Vehicle Acquisition - Includes requisitions leases, purchase orders, contracts, quotes AVP, PPFM Ed Code 89048 / CSU Policy #207 (Contracting and Procurement Model) 5 years from the closing of the vehicle purchase file
5.8.2 Vehicle Maintenance Records - Includes campus and external maintenance, vehicle inspection, equipment modification and  accessory purchases AVP, PPFM Ed Code 89031.5 7 years after disposal of vehicle
5.8.3 Vehicle Operations Records - Includes trip logs, mileage logs, driver approvals, driver usage logs, accident and incident records
(CSULB: No driver approval records in facilities)
AVP, PPFM    
5.8.3.1 Vehicle Operations Records - accident and incident records AVP, PPFM    
5.8.4 Vehicle Disposition - Includes transfer documents, notices to state, sales records, survey records AVP, PPFM Ed Code 89048 / CSU Policy #601 / 603 (Contracting and Procurement Model) 7 years after disposal of vehicle
5.8.5 Fuel Usage Records AVP, PPFM    
5.8.6 Fuel Usage Log In Records AVP, PPFM    
5.8.7 Voyager Fuel Card Records      
5.9 Key Issue Records AVP, PPFM    
5.10 Sealed Bids AVP, PPFM    

*In those instances where a project is bond funded, campuses are required to keep all contractual and financial records.

This information is to be retained for the life of the bond plus five years, typically 35 years.

Notes: Italic text Indicates CSU Long Beach campus specific modifications to this schedule.

*Typical documents may include a variation of standard State forms.