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College/University Non-Closeout Capital Project Files

RDA Number
SW-U17
Effective Date
Record Series Abstract
Records documenting non-Closeout Capital Projects files. Record series includes but is not limited to: Amendments, Supplements, Change Orders, Addendum, Bid Documents, Certificates of Substantial Completion, Certificate of Insurance, Schedules, Pay Applications, Job Order Contract Projects, Consent of Surety, Requests for Proposals, Notice to Proceed Letters, Field/Observation Reports, Photographs, Construction Progress Report, Designer Cost Estimates, Meeting Notes, Letters, and Transmittal. Capital Project Closeout files should be maintained permanently under SW-U08 University Real Property Files.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Completion of Project
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off at the completion of project, maintained for ten years, and then destroyed. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment.
Agency
Allotment Code
30513
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Date Range
Current
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 Years
System Name
Records Officer shall document system name
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
Agency Records Officer shall document the system location.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
The Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Legacy Revision UUID
2636