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Facilities Services Records

Institutional Records Management

This Schedule applies to records in all media, unless otherwise specified.

  • Items - a sample listing of items found within a series. Other related records not listed may also be part of a series.
  • Disposition - all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.
  • Destruction - takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.
  • Original and Reference Copy -original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

No destruction of records may take place if litigation or audits are pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.


  • GU50 Blueprints, Plans and Drawings
  • GU51 Building Maintenance, Housekeeping
  • GU52 Capital Improvement Proposals
  • GU53 Capital Improvements
  • GU54 Insurance
  • GU55 Non-Capital Improvements

Facilities Services Records

Series # Series Title Series Description Items Disposition
GU50 Blueprints, Plans and Drawings Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications. drawings, blueprints, floor plans, surveys, property maps, renovation plans, building plans Original: Transfer to University Archives when administrative value ends.
Reference: Destroy in office when reference value ends.
GU51 Building Maintenance, Housekeeping Day to day housekeeping and maintenance. correspondence, work schedules, maintenance log Original: Destroy in office after 1 year after work completed.
Reference: Destroy in office when reference value ends.
GU52 Capital Improvement Proposals Proposals submitted by architects for new university building projects. Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications. correspondence, architectural drawings, cost estimates, procedures, specifications, bids Transfer files concerning the successful bidder to the appropriate Capital Improvement File after the contract is awarded. Destroy in office files pertaining to unsuccessful project proposals 2 years after contract has been awarded.
GU53 Capital Improvements Building projects on campus, including new buildings, renovations and additions. Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications. accepted architect's proposal, change orders, reference copies of financial accounts, correspondence, bid tabulation sheet, progress reports, architects' and engineers' pay applications, budget reports Original: Transfer to University Archives 5 years after completion of project.
Reference: Destroy in office upon completion of project.
GU54 Insurance Insurance and liability coverage for university property and agents of the university. correspondence, insurance policies, verifications of cover, claims, accounting records, torts Destroy in office policies and other records 6 years after termination of policy.
GU55 Non-Capital Improvements Repair and renovations to existing facilities. Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications. correspondence, memorandums, names of architects and engineers, costs, materials involved Destroy in office 5 years after completion or termination of project.