Notice:
The information contained on this schedule is the minimum State-required retention period for the specified categories. This does NOT authorize disposal action. State approval is expressly required prior to each disposal of records, regardless of format or volume, unless the documents are specifically categorized as non-records. Contact the RIMS office to initiate a records disposal or for the State approved retention period of any items not listed below.
RIMS recommends that no record be held for more than one (1) year beyond its listed mandatory minimum retention period and that they only be retained for longer if there is a legitimate business need to do so. However, if your records are subject to a legal hold or pending legal action, you will need to follow the retention recommended by legal counsel. RIMS should be notified of any decisions to keep records past their minimum retention.
Upon completion of the retention period for capital projects records they will either be deleted, destroyed, or transferred to the University Archives. Before the retention period expires, please follow the records storage guidelines. For questions or more clarification about the correct process for these actions, please contact the RIMS office.
The Notes column includes pertinent information about the documents, if known, such as the Office of Record and System of Record. If you have a document that does not appear below or if you have further information about the Office of Record or System of Record, please contact RIMS.
A PDF version of this retention schedule is available. Download.
The categories of capital projects records are:
Project drawings and specifications include but are not limited to drawings, project manuals, and related documents created to be used together to outline work needed for original construction, additions, major remodels or other capital projects. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).
| Drawings, as built |
100 years after the date of the report, then transfer to University Archives |
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| Project manuals and specifications, as-built |
100 years after the date of the report, then transfer to University Archives
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| Drawings, preliminary |
Until superseded or for the life of the building or infrastructure, whichever occurs first, then obtain State approval to dispose |
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| Project manuals and specifications, preliminary |
Until superseded or for the life of the building or infrastructure, whichever occurs first, then obtain State approval to dispose |
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Project Files consist of documentation of the various phases of capital
projects from conceptualization to completion including but not limited to (A) artist
renderings, project approvals, budgets, presentations, meeting minutes, final
lien/waiver/payment documentation, Program Statements, and related
correspondence; (B) unsuccessful bids; and (C) project execution documents such
as the Project Procurement File, change orders, emergency contact information,
project schedules, punchlists, and related correspondence. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).
| Asbestos abatement files |
10 years after the date of the report, then transfer to University Archives
|
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| Art in Architecture program files |
10 years after the date of the report, then transfer to University Archives
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| Audit files |
10 years after the date of the report, then transfer to University Archives
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| Project budgets |
10 years after the date of the report, then transfer to University Archives
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| Correspondence, significant |
10 years after the date of the report, then transfer to University Archives
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| Files for design presentations and booklets |
10 years after the date of the report, then transfer to University Archives
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| Files for final liens, waivers, and payment documentation |
10 years after the date of the report, then transfer to University Archives
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| Meeting minutes |
10 years after the date of the report, then transfer to University Archives
|
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Files for "Owner's Cost"
|
10 years after the date of the report, then transfer to University Archives
|
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| Photographs, renderings, and 3-D models |
10 years after the date of the report, then transfer to University Archives
|
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| Presentations |
10 years after the date of the report, then transfer to University Archives
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| Program statements |
10 years after the date of the report, then transfer to University Archives
|
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| Files for project approvals |
10 years after the date of the report, then transfer to University Archives
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| Files for program site selections, including maps |
10 years after the date of the report, then transfer to University Archives
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| Files for site development |
10 years after the date of the report, then transfer to University Archives
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| Files for unsuccessful bids |
2 years after date of submission, then obtain State approval to dispose
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| Files for unsuccessful Professional Services Consultant submittals |
2 years after date of submission, then obtain State approval to dispose
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| Files for award basis |
3 years after financial closeout of the project, then obtain State approval to dispose
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| Files for change orders |
3 years after financial closeout of the project, then obtain State approval to dispose
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| Files for claims |
3 years after financial closeout of the project, then obtain State approval to dispose
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Contractor terms and general conditions
|
3 years after financial closeout of the project, then obtain State approval to dispose
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Correspondence, routine
|
3 years after financial closeout of the project, then obtain State approval to dispose |
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| Files for division contracts |
3 years after financial closeout of the project then obtain State approval to dispose
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| Files for emergency contact information |
3 years after financial closeout of the project, then obtain State approval to dispose
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| Files for evaluation materials |
3 years after financial closeout of the project, then obtain State approval to dispose
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Invitations for construction bid
|
3 years after financial closeout of the project, then obtain State approval to dispose
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Liens/waivers (excluding final liens/waivers)
|
3 years after financial closeout of the project, then obtain State approval to dispose
|
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MAFBE and subcontractor Information
|
3 years after financial closeout of the project, then obtain State approval to dispose
|
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Payment records (excluding final payment)
|
3 years after financial closeout of the project, then obtain State approval to dispose
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Prequalification records
|
3 years after financial closeout of the project, then obtain State approval to dispose
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Procurement bulletin documentation
|
3 years after financial closeout of the project, then obtain State approval to dispose
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| Files for procurement records |
3 years after financial closeout of the project, then obtain State approval to dispose
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| Project schedules |
3 years after financial closeout of the project, then obtain State approval to dispose
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| Punchlists |
3 years after financial closeout of the project, then obtain State approval to dispose
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Reports (routine, weekly, monthly)
|
3 years after financial closeout of the project, then obtain State approval to dispose
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Requests for information (RFI)
|
3 years after financial closeout of the project, then obtain State approval to dispose
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Score sheets
|
3 years after financial closeout of the project, then obtain State approval to dispose
|
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Files for selection process for Architect/Engineer (A/E) or
Construction Manager (CM) or Professional Services Consultant (PSC) |
3 years after financial closeout of the project, then obtain State approval to dispose
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Signed contracts and agreements
|
3 years after financial closeout of the project, then obtain State approval to dispose
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| Files for successful bid proposals |
3 years after financial closeout of the project, then obtain State approval to dispose
|
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| Files for successful Professional Services Consultant submittals |
3 years after financial closeout of the project, then obtain State approval to dispose
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Equipment and Material Files consist of documents containing specific
information about installed equipment systems and building materials used for a
project such as operation & maintenance manuals, specifications sheets, warranties,
shop drawings, calculation and test reports, and product samples submitted from
general contractors to the University. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).
Concrete compression tests
|
40 years after the life of the material, then obtain State approval to dispose |
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| Product samples |
40 years after the life of the material, then obtain State approval to dispose
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| Files for fire suppression system calculations |
Life of the equipment system or material, then obtain State approval to dispose |
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HVAC system test & balance report
|
Life of the equipment system or material, then obtain State approval to dispose
|
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| Files for moveable equipment |
Life of the equipment system or material, then obtain State approval to dispose
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Operation and maintenance manuals
|
Life of the equipment system or material, then obtain State approval to dispose
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Shop drawings
|
Life of the equipment system or material, then obtain State approval to dispose
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Specification sheets
|
Life of the equipment system or material, then obtain State approval to dispose
|
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| Files for structural calculations |
Life of the equipment system or material, then obtain State approval to dispose
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| Structural test reports |
Life of the equipment system or material, then obtain State approval to dispose
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System test and balance reports
|
Life of the equipment system or material, then obtain State approval to dispose
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| Warranties |
Life of the equipment system or material, then obtain State approval to dispose
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Water system test & balance report
|
Life of the equipment system or material, then obtain State approval to dispose
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This schedule will specifically help those with federal and state compliance requirements and particularly individuals from the following areas:
- Campus Construction Unit
- Facilities & Services
- Capital Programs Offices
Our many thanks to the following contributors who worked with us to create this schedule through discussion, collaboration, input, and consensus:
- UIUC OBFS Capital Programs & Real Estate Services - Mary White
- UIUC Facilities Information Resources - Beth Leitz
- UIC Office of Capital Planning and Project Management - Stephanie Belk
- (formerly of) UIUC OBFS Capital Programs & Real Estate Services - Joe Vitosky
- UIS Facilities and Services – Chuck Coderko
- University Counsel – Laura Clower
- UIC University Archivist – Scott Pitol
- UIS University Archivist – Tom Wood
- UIUC University Archivist – Bill Maher