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Schedule Number
PF5000
Primary Title
Building, Municipal, Trade and Vehicles Services
Office of Primary Responsibility
UBCV: Campus and Community Planning; Building Operations
UBCO: Campus Operations and Risk Management – Facilities Management
Description
Records supporting core maintenance of UBC buildings and lands; construction projects under $50,000, maintenance and repair of architectural building systems including building envelope and structural integrity; as well as HVAC systems; custodial services; municipal maintenance such as waste management and landscaping. This primary also includes Stores and Tools Crib.
- For facilities see PF5100: Properties and Facilities Management – Facilities
Vital: No
PIB: No
Authority:
BoG Policy UP12: Land Use Policy
UBC Technical Requirements Landscape Design Requirements
Date Approved: 20220729
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
01 |
Policies and Procedures |
EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |
|
05 |
General |
EV+5Y, D EV=Date superseded or obsolete |
|
Architectural Trades Records supporting operation, maintenance and repair of architectural building systems, including building envelope, and structural integrity. This includes compliance records supporting applicable building codes and regulations. |
EV+7Y, D EV=Date information is superseded or obsolete (building code information) |
|
|
Construction Services Records supporting renovation and construction services using in-house trades for projects valued up to $50,000 organized by work order number. |
EV+7Y, SR EV=Date work is complete SR=Retain final deliverables, all warranties, meeting minutes |
|
|
Custodial Services |
CY+7Y, D |
|
|
Mechanical & Electrical Trade Services Records supporting the operation, maintenance and repair of heating, ventilation and air conditioning (HVAC) systems, lighting, electrical power systems, automated building controls, conveyance devices, and fire/life safety systems in core-funded University buildings. Also includes records supporting compliance with applicable codes and regulations. |
EV+7Y, D EV=Date work is complete or obsolete |
|
|
Municipal – Landscaping Includes Arboriculture, irrigation, maintenance, Landscape design. |
CY+7Y, SR SR=UA will selectively retain records from this series |
|
|
Municipal – Waste Management Records supporting waste management coordination and waste reduction education to the UBC campus community through the coordination of recycling, composting, e-waste, confidential shredding and litter reduction initiatives. |
CY+5Y, D |
|
|
Service Requests |
CY+1Y, D |
|
|
Stores and Tools Crib Includes records supporting UBC access to tools and supplies; stores hardware and safety supplies. |
EV+7Y, D EV=Date superseded or obsolete |
|
|
Vehicle Services and Maintenance Fleet Management and Automotive and equipment maintenance. |
EV+7Y, D EV=Date vehicle is sold or decommissioned |
|
|
45 |
Issues |
CY+5Y, D |
|
60 |
Reports |
CY+5Y, SR SR=UA will selectively retain records from this series |
Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year