Capital Projects Records Retention Schedule

Notice:

The information contained on this schedule is the minimum State-required retention period for the specified categories. This does NOT authorize disposal actionState 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 Files

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).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Drawings, as built 100 years after the date of the report, then transfer to University Archives  
Project manuals and specifications, as-built 100 years after the date of the report, then transfer to University Archives
 
Drawings, preliminary Until superseded or for the life of the building or infrastructure, whichever occurs first, then obtain State approval to dispose
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  

Back to Top

Project Files

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).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Asbestos abatement files 10 years after the date of the report, then transfer to University Archives
 
Art in Architecture program files 10 years after the date of the report, then transfer to University Archives
 
Audit files 10 years after the date of the report, then transfer to University Archives
 
Project budgets 10 years after the date of the report, then transfer to University Archives
 
Correspondence, significant 10 years after the date of the report, then transfer to University Archives  
Files for design presentations and booklets 10 years after the date of the report, then transfer to University Archives
 
Files for final liens, waivers, and payment documentation 10 years after the date of the report, then transfer to University Archives
 
Meeting minutes 10 years after the date of the report, then transfer to University Archives
 
Files for "Owner's Cost"
10 years after the date of the report, then transfer to University Archives
 
Photographs, renderings, and 3-D models 10 years after the date of the report, then transfer to University Archives
 
Presentations 10 years after the date of the report, then transfer to University Archives
 
Program statements 10 years after the date of the report, then transfer to University Archives
 
Files for project approvals 10 years after the date of the report, then transfer to University Archives
 
Files for program site selections, including maps 10 years after the date of the report, then transfer to University Archives
 
Files for site development 10 years after the date of the report, then transfer to University Archives
 
Files for unsuccessful bids 2 years after date of submission, then obtain State approval to dispose
 
Files for unsuccessful Professional Services Consultant submittals 2 years after date of submission, then obtain State approval to dispose
 
Files for award basis 3 years after financial closeout of the project, then obtain State approval to dispose
 
Files for change orders 3 years after financial closeout of the project, then obtain State approval to dispose
 
Files for claims 3 years after financial closeout of the project, then obtain State approval to dispose
 
Contractor terms and general conditions
3 years after financial closeout of the project, then obtain State approval to dispose
 
Correspondence, routine
3 years after financial closeout of the project, then obtain State approval to dispose  
Files for division contracts 3 years after financial closeout of the project then obtain State approval to dispose
 
Files for emergency contact information 3 years after financial closeout of the project, then obtain State approval to dispose
 
Files for evaluation materials 3 years after financial closeout of the project, then obtain State approval to dispose
 
Invitations for construction bid
3 years after financial closeout of the project, then obtain State approval to dispose
 
Liens/waivers (excluding final liens/waivers)
3 years after financial closeout of the project, then obtain State approval to dispose
 
MAFBE and subcontractor Information
3 years after financial closeout of the project, then obtain State approval to dispose
 
Payment records (excluding final payment)
3 years after financial closeout of the project, then obtain State approval to dispose
 
Prequalification records
3 years after financial closeout of the project, then obtain State approval to dispose
 
Procurement bulletin documentation
3 years after financial closeout of the project, then obtain State approval to dispose
 
Files for procurement records 3 years after financial closeout of the project, then obtain State approval to dispose
 
Project schedules 3 years after financial closeout of the project, then obtain State approval to dispose
 
Punchlists 3 years after financial closeout of the project, then obtain State approval to dispose
 
Reports (routine, weekly, monthly)
3 years after financial closeout of the project, then obtain State approval to dispose
 
Requests for information (RFI)
3 years after financial closeout of the project, then obtain State approval to dispose
 
Score sheets
3 years after financial closeout of the project, then obtain State approval to dispose
 
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
 
Signed contracts and agreements
3 years after financial closeout of the project, then obtain State approval to dispose
 
Files for successful bid proposals 3 years after financial closeout of the project, then obtain State approval to dispose
 
Files for successful Professional Services Consultant submittals 3 years after financial closeout of the project, then obtain State approval to dispose
 

Back to Top

Equipment and Material Files

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).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Concrete compression tests
40 years after the life of the material, then obtain State approval to dispose  
Product samples 40 years after the life of the material, then obtain State approval to dispose
 
Files for fire suppression system calculations Life of the equipment system or material, then obtain State approval to dispose  
HVAC system test & balance report
Life of the equipment system or material, then obtain State approval to dispose
 
Files for moveable equipment Life of the equipment system or material, then obtain State approval to dispose
 
Operation and maintenance manuals
Life of the equipment system or material, then obtain State approval to dispose
 
Shop drawings
Life of the equipment system or material, then obtain State approval to dispose
 
Specification sheets
Life of the equipment system or material, then obtain State approval to dispose
 
Files for structural calculations Life of the equipment system or material, then obtain State approval to dispose
 
Structural test reports Life of the equipment system or material, then obtain State approval to dispose
 
System test and balance reports
Life of the equipment system or material, then obtain State approval to dispose
 
Warranties Life of the equipment system or material, then obtain State approval to dispose
 
Water system test & balance report
Life of the equipment system or material, then obtain State approval to dispose
 

Back to Top

Primary Audience

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

Contributors

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