407 10 115

Activity
IV.07. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Property, Facilities and Planning; Sustainability
Series Name
Construction Projects
Series ID
407-10-115
Custodians
Campus Planning and Facilities Management for its own projects
University Housing for other projects
Intercollegiate Athletics for other projects
Erb Memorial Union for other projects
Finance and Administration Shared Services for other projects
Any creating until handling CPFM-initiated miscellaneous contracts for payment records
Description

Document construction projects, including new construction, or modification within or addition to a building, corrections of failed or damaged building systems that require significant engineering or re-design or projects that require the services of consultants, including but not limited to an Architect, Engineer or Interior Designer or any project that requires a building permit, including bonded and non-bonded projects. Does not include Certified Payroll or fiscal records related to Capital Project Bonds, or university employee environmental hazard exposure, see Related Series for more information.  

These records found in all media (paper, digital, or other) may include but are not limited to: 

  1. Project Initiation & Planning
  • Design and construction project initiation form
  • Project descriptions, specifications, requirements, and schedules
  • Budget projection and allocation
  • Authorization forms
  • Solicitations or other kinds of requests
  1. Contracts & Legal Documentation
  • Copies of bid documentation
  • Contracts and agreements with:
    • General Contractor
    • Architects
    • Artists
    • Engineers
    • Consultants
    • Vendors
    • Any other related contractors
  • Change orders
  • Final acceptance statements and/or certificates
  • Copies of warranties
  • Maintenance agreements
  1. Design & Drawings
  • Architectural blueprints
  • Preliminary planning drawings and/or design drawings, 
    • Includes schematics or other diagrammatic drawings done early in the design process
  • Plans
    • Building plans
    • Floor plans
    • Site plans (including block plans, grading plans, landscaping plans)
    • Drawings reflecting changes to the original plans
    • Plan/design exceptions
    • Reviews
  • Layouts
  • As-built drawings
  • Sketches or any other type of graphic representation related to buildings, systems, and land
  • Aerial photographs
  • Surveys
  1. Reports & Documentation
  • Environmental Impact Reports or Statements
  • Materials and soils reports
  • Soil test documentation
  • Systems or other kinds of test documentation
  • Progress reports
  • Insurance reports
  • Summary reports
  • Memos
  • Work logs
  • Sign-in sheets 
Retention and Disposal Instructions

(a) Plans, plan and design exceptions, and geotechnical and soil test reports are permanent; in cases involving demolition, transfer these records to University Archives by visiting https://library.uoregon.edu/instructions-transferring-permanent-records-university-archives 

(b) Financial documentation of bond financed construction should be retained per 403-10-110: Capital Projects Bonds; 

(c) University employee environmental hazard exposure records should be retained per 510-40-105: Employee Medical Information; 

(d) Certified payroll records should be retained per 503-10-505: Certified Payroll; 

(e) all other records, 12 years after acceptance, purge. 

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives. 

Citations
ORS 12.135
OAR Predecessors
OAR 166-475-0035 (2) Buildings/Grounds Repair, Maintenance, Remodeling, and Con…
OAR 166-475-0035 (3) Capital Construction Project Records
Related Series
510-40-105: Employee Medical Information
503-10-505: Certified Payroll
409-30-105: Contracts and Agreements
403-10-110: Capital Projects Bonds
407-10-105: Campus Plan