407 30 105

Activity
IV.07. FINANCE, ADMINISTRATION AND INFRASTRUCTURE/Property, Facilities and Planning; Sustainability
Series Name
Equipment and Vehicles Maintenance and Repair
Series ID
407-30-105
Custodians
Any creating unit
Description

Document the maintenance, service and repair of university owned equipment and vehicles, including such as golf carts/utility vehicles, automobiles, vans, and trucks.

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

  • annual vehicle inspections;
  • annual inspections;
  • asset maintenance form;
  • charge call bills;
  • inspections;
  • instructions and operating manuals;
  • invoices for equipment repair;
  • lease agreements;
  • purchase orders;
  • purchase requests;
  • service contracts;
  • service logs;
  • vendor statements;
  • warranties;
  • related documentation and correspondence. 
Retention and Disposal Instructions

2 years after disposition of equipment, 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
49 CFR 396.3 - Inspection, repair, and maintenance
OAR Predecessors
OAR 166-475-0030 (3) Equipment Maintenance Records
OAR 166-475-0030 (16) Vehicle Records
OAR 166-475-0105 (2) Annual Vehicle Inspection Records