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California State University, Long BeachCalifornia State University, Long Beach

Information Security

5.0 Facilities

Capital Planning, Construction and Facilities Management

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

 5.1

Architecture & Engineering

 5.1.1

Project Design & Architectural agreements, amendments, extra services

Associate Vice president, Physical Planning and Facilities Management

L

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

Associate Vice president, Physical Planning and Facilities Management

L

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]

Associate Vice president, Physical Planning and Facilities Management

L

SUAM Section XII 9832

10 years following issuance of Notice of Completion (of project)*

5.2.2

Other construction agreements

Associate Vice president, Physical Planning and Facilities Management

L

SUAM Section XII 9832

10 years following issuance of Notice of Completion (of project)*

5.2.3

AS-BUILTS and Operating & Maintenance Manuals

Associate Vice president, Physical Planning and Facilities Management

O

CSU Practice

For the life of the building, facility, or system*

5.3

Land Use Planning

5.3.1

Easements

Chancellor's Office - CPDC

L

CSU Practice

Forever while owned by the CSU

5.3.2

Supporting correspondence to easements

Chancellor's Office - CPDC

L

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

L

CSU Practice

Forever while owned by the CSU

5.4

Environmental Planning

5.4.1

Environmental Planning

Chancellor's Office - CPDC

O, L

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)

Associate Vice President, Financial Management

CSU Practice

10 years from 'Effective Date' or Start Date Originals held by CS&P

5.5.2

Monthly energy reports

Associate Vice president , Physical Planning and Facilities Management

O,F

CSU Practice

Electronically forever while owned by CSU

5.5.3

Energy Efficiency Partnership Agreement (06/08)

Chancellor's Office - CPDC

O,F,L

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

O,F,L

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

O,F,L

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

O,F,L

Partnership Agreement

10 years From 'Contract End Date' as determined by CPUC Ruling

5.6

Utilities

5.6.1

Utility bills

Associate Vice President, Financial Management

O,F

Public Utilities Commission

10 years

5.7

Federal Disaster Assistance

5.7.1

Federal Disaster Assistance records

Risk Manager

F,L

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

Associate Vice President , Physical Planning and Facilities Management

O

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

O,L

See CEQA above

See CEQA above

5.8

Vehicle Records

5.8.1

Vehicle Acquisition - Includes requisitions leases, purchase orders, contracts, quotes

Associate Vice President , Physical Planning and Facilities Management

L

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

Associate Vice President , Physical Planning and Facilities Management

L

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)

Associate Vice President , Physical Planning and Facilities Management

5.8.3.1

Vehicle Operations Records - accident and incident records

Associate Vice President , Physical Planning and Facilities Management

L

5.8.4

Vehicle Disposition - Includes transfer documents, notices to state, sales records, survey records

Associate Vice President , Physical Planning and Facilities Management

L

 Ed Code 89048 / CSU Policy #601 / 603 (Contracting and Procurement Model)

7 years after disposal of vehicle

5.8.5

Fuel Usage Records

Associate Vice President , Physical Planning and Facilities Management

O

 

5.8.6

Fuel Usage Log In Records

Associate Vice President , Physical Planning and Facilities Management

O

 

5.8.7

Voyager Fuel Card Records

5.9

Key Issue Records

Associate Vice President , Physical Planning and Facilities Management

5.10

Sealed Bids

Associate Vice President , Physical Planning and Facilities Management

* 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.

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

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