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California State University, Long BeachCalifornia State University, Long Beach

Information Security

3.0 Environmental Health & Safety

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Record Identifier Record Title Custodian of Records Record Value Retention Source Authority Retention Period

3.1

Hazardous Materials Shipping Papers - Shipper requirements

Director, Environmental Health & Safety

L

49 CFR §§ 172.201(e), 174.24, 176.24, 177.817(f)

2 years after the material is accepted by the initial carrier

3.2

Hazardous Materials Shipping Papers - Receiver requirements

Director, Environmental Health & Safety

L

49 CFR §§ 172.201(e), 174.24, 176.24, 177.817(f)

1 year

3.3

Hazardous Waste Shipping papers

Director, Environmental Health & Safety

L

49 CFR §§ 172.201(e), 174.24, 176.24, 177.817(f)

3 years per 22 CCR 66262.40(9), 66264.71 (b) (6) (CSUF)

3.4

Hazardous Waste Facility Inspections

Director, Environmental Health & Safety

L

22 CCR 66364.15 (d) (CSUF)

3 years

3.5

Hazardous Waste Manifests

Director, Environmental Health & Safety

L

CCR Title 22 § 66262.40(a) and 66264.71(b)(6)

3 Years

3.6

Medical Waste Generator Records - Small Quantity Generators
Per PPFM 3/17/14, CSULB is not a small quantity generator, therefore this set of records not applicable to CSULB

Director, Environmental Health & Safety

L

CA HSC 117975

2 years

3.7

Medical Waste Generator Records - Large Quantity Generators

Director, Environmental Health & Safety

L

CA HSC 117975

3 years

3.8

Environmental Remediation Records

Director, Environmental Health & Safety

O

40 CFR, CCR Title 22, 23, 25, 27 (CSUF)

10 Years

3.9

IH Equipment Records: purchase, repair, and calibration

Director, Environmental Health & Safety

O

CSU Best Practice

Purchase and Repair Records Duration of Equipment. Calibration Records - Permanent

3.10

Exposure Monitoring Data

Director, Environmental Health & Safety

L

CCR Title 8 §3204 (b)(2)& (d)(1)(b)

Permanent

3.11

Medical Monitoring, such as those required for the hearing conservation program, respiratory protection, and asbestos and lead specific requirements.  Typically comes as a confirmation/permission from a doctor.

Director, Environmental Health & Safety

L

CCR Title 8 §3204 (d)(1)(a)

30 years after the separation of the employee

3.12

Personal Exposure Monitoring (Associated with employee exposure to toxic substances or harmful physical agents). These records are partof 3.11 records.

Director, Environmental Health & Safety

CCR Title 8 §3204 (d)(1)(b)

30 years after the separation of the employee

3.13

Radiation & Dosimetry Exposure Reports. Typically comes as a confirmation/permission from a doctor.

Director, Environmental Health & Safety

O,L

10 CFR 20.2106

30 years after the separation of the employee
30 years after the graduation of the student

3.14

Radioactive Material historical inventories; storage and use locations

Director, Environmental Health & Safety

O,L

17 CCR 30293

Originals 3 Years after the transfer or disposal of the radioactive source 
Retain records for 5 years for inspection every five years

3.15

Radioactive Material License and Amendments

Director, Environmental Health & Safety

O,L

17 CCR 30194

Originals 30 Days after expiration. We keep these records permanently

3.16

Radioactive Material, Laser, and Controlled Substance Use Authorizations

Director, Environmental Health & Safety

O, L

CSUF APM 527, 526; ANSI Z 136.1

Permanent

3.17

Agency Inspection Records OSHA, Fire department, State Fire Marshall, City of LB, AQMD

Director, Environmental Health & Safety

O

40 CFR, CCR Title 22, 23, 25, 27 (CSUF)

3-5 years - dependent upon the agency

3.18

Confined Space Entry Permits

Director, Environmental Health & Safety

L

CCR Title 8 §5157(e)(6)

1 year

3.19

Pesticide Monthly Use Reports

Director, Environmental Health & Safety

L

CCR Title 3 §6624 (f)

2 years

3.20

CPR Training Records

Director, Environmental Health & Safety

L

CSU Best Practice

1 year

3.21

Defensive Driver Training

Chief of Police

L

SAM MM07-05 CSU Use of University and Private Vehicles Policy Guidelines pp4-5

4 years

3.22

First Aid training records
These records are part of 3.20 records  

Director, Environmental Health & Safety

L

29 CFR 1910.1030

3 years

3.23

Hazardous waste training records

Director, Environmental Health & Safety

L

CCR Title 22 §66264.16 (e)

As long as employee remains at the facility or for three years following departure.

3.24

Employee training records, excluding hazardous waste training records

Director, Environmental Health & Safety

O

CCR Title 8

3 years

3.25

Student training records

Director, Environmental Health & Safety

O

CSU Best Practice

3 years

3.26

Injury Reports (OSHA 300, 301, 300A)

Director, Environmental Health & Safety

O,L

CCR Title 8 §14300.33(a)

5 years following the end of the calendar year the records cover

3.27

Injury Reports reported to Police

Director, Environmental Health & Safety

L

CSU Best Practice

7 years

3.28

Air Pollution Control District requirements

Director, Environmental Health & Safety

L

Local APCD rules - citation numbers are dependent on the district

5 years

3.29

Respirator Fit Test Records

Director, Environmental Health & Safety

L

CCR Title 8 §5144(m)(2)(B)

Until next fit test is administered. Fit tests are required annually.

3.30

Employee Tenant Asbestos Notifications (annual notification)

Director, Environmental Health & Safety

L

CCR Title 8 §1529(n)(6)

As Long as the Asbestos Containing Material (ACM) is in the building

3.31

Water quality data under Sanitary Sewer Permit

Director, Environmental Health & Safety

L

Non-industrial wastewater discharge permit issued by city

3 years

3.32

Water quality data under Regional Water Quality Control Board Orders

Director, Environmental Health & Safety

L

Waste Discharge Order No. R3-2003-035

Not Specified

3.33

Hazardous Waste Exception Report. Per PPFM 3/17/14, no records of this kind at CSULB

Director, Environmental Health & Safety

L

Title 22, CCR § 66262.40(b)

3 years

3.34

Biennial Report
EPA report

Director, Environmental Health & Safety

L

Title 22, CCR § 66262.40(b)

3 years

3.35

Laboratory analysis results for hazardous waste determinations

Director, Environmental Health & Safety

L

Title 22, CCR § 66262.40(c)

3 years

3.36

Employee "pull" notices (DMV Reports)

Director, Environmental Health & Safety

O

CVC 1808.1 (CSUF)

4 years

3.37

Regulatory Agency required plans

Director, Environmental Health & Safety

L

40 CFR, CCR Title 22, 23, 25, 27 (CSUF)

3 years

3.38

Regulatory Agency permits

Director, Environmental Health & Safety

L

Title 25: 40510 & 44344; Title 22, 23, 27 (CSUF)

3 years

3.39

IIPP periodic inspection records

Director, Environmental Health & Safety

O,L

CCR, Title 8, 3202 (b)(1)

1 year

3.40

Asbestos survey records

Director, Environmental Health & Safety

O,L

40 CFR, Part 763

Life of the building

3.41

Lead inspection/risk assessment records

Director, Environmental Health & Safety

O,L

CCR, Title 17, 36000 (b)

Required: 3 years Recommended: Life of the building.

Notes:

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

Record Values: O – Operational, F – Fiscal, L – Legal, H – Historical, V – Vital

ypical documents may include a variation of standard State forms.

1 Please refer to Coded Memorandum HR 2007-11 (http://www.calstate.edu/HRAdm/pdf2007/HR2007-11.pdf) for further information regarding the "Internet Applicant Rule." CSU's Record Retention policy of 3 or 5 years, depending upon the type of separation, exceeds the 2-year period required by the Office of Federal Contract Compliance Programs (OFCCP) regulations. Accordingly, these records should be retained pursuant to CSU's Record Retention policy.

Revision History

  1. Final:10/10/2007
  2. Revised: 4/11/2017 (CSULB)