OAR 166-475-0035
Facilities and Property Records
(1)
Building Space Inventory and Valuation Records Records document the buildings owned and leased by the various institutions within the Oregon University System both on and off campuses. Building Space Inventory reports are used to project institutional space needs; to identify deferred maintenance; and to provide cost recovery support documentation for major research universities receiving federal money, grants, or private gifts. The inventories are kept at the individual institutions with periodic updates being provided to the Board’s Offices of Facilities Services. Records include but are not limited to computer generated reports with details by building (SP440-01), type of space (SP450-01), principal use (SP455-01), department (SP460-01), and area. Records may also include various summary reports such as Institution Summary by Building (SP445-01). All computerized reports are updated at least annually. OUS Facilities Services holds system-wide record copy of Space Inventory reports. Building Valuation Reports are used for State Insurance Fund (formerly State Restoration Fund) purposes and include building name, building number, location, capitalized value, and insured value. The report is prepared annually by the Controller’s Division and distributed to the institutions. All updates, additions, and deletions are prepared at the institution level and reported to the Controller’s Division. (Retention: (a) Permanent for summary space inventory reports and building valuation reports (b) 10 years for all other records, destroy)(2)
Buildings/Grounds Repair, Maintenance, Remodeling, and Construction Records Records document the condition, upkeep, and routine maintenance of the institution’s buildings and grounds. It also documents remodeling and construction projects with a total expenditure of less than $100,000 over six years. This series may include but is not limited to floor plans; specifications; layouts; sketches; maintenance agreements; work logs; sign-in sheets; and related documentation and correspondence. (Retention: (a) Permanent for floor plans, layouts, sketches, and specifications (b) 6 years for all other records, destroy)(3)
Capital Construction Project Records Records document the planning, administration, and implementation of current and potential capital construction projects on campus (projects with a total expenditure of at least $100,000 over six years); to project needs for projects; and as a reference to projects once they have been completed. The series also provides a record of the funding of current capital construction projects on campus and to prepare budgets and allocations for capital construction projects. This series may include but is not limited to project descriptions and requirements; plans; plan reviews; project schedules; contract change orders; bid documentation; contracts and agreements with architects, artists, engineers, consultants, vendors, and contractors; materials and soils reports; progress reports; insurance reports; payment schedules; summary reports; memos; final acceptance statements; architectural blueprints; sketches; aerial photographs; preliminary planning drawings; as built drawings; drawings reflecting changes to the original plans; soil testing maps; any other type of graphic representation produced relating to buildings, systems, and land. The series also includes project descriptions; budget projection and allocation records; budget authorization forms; budget change orders; final acceptance statements; and related documentation and correspondence. (Retention: (a) Permanent for plans, plan/design exceptions, soil tests (b) 10 years for all other records, destroy)(4)
Chemical Application Records Records document the application of chemicals such as pesticides, herbicides, and fertilizers to institutional property. Information usually includes date used; weather conditions; application area; chemical applied; mix ratio; and coverage rate. (Retention: 30 years, destroy)(5)
Classroom and Laboratory Utilization Reports Records document the utilization of classroom and laboratory space. This series includes preliminary and final reports which contain class number, time of the class, and the number of students in the class. (Retention: (a) 5 years for final utilization reports, destroy (b) 2 years for preliminary utilization reports, destroy)(6)
Faculty and Staff Reports Records document the number of full time equivalent (FTE) positions in instruction, research, administration, public service, fellowships, and classified staff. This series consists of forms from departments showing FTE positions (including staff identification numbers) and office space required. The summaries include department total FTE for each of the principal activity categories listed above. (Retention: (a) Permanent for summaries (b) 5 years for all other records, destroy)(7)
Land Inventory Records Records document real property owned and leased by the various institutions within the Oregon University System and lists each parcel that has been acquired through ownership or under some form of lease agreement. Records include but are not limited to Land Inventory Reports, the OUS Land Inventory manual, records pertaining to permanent land and deed filings with the state, and related documentation and correspondence. Information in the Land Inventory Reports includes from who the land was acquired, date of acquisition, use of the land, source of revenue used to acquire, acreage, capitalized value, and where the transaction is recorded in the Board minutes. OUS Facilities Services holds system-wide record copy and annual reports are provided to the institutions. (Retention: (a) Permanent for the OUS Land Inventory Manual, records relating to deeds, correspondence, and every fifth year of Land Inventory Reports (b) Until superseded or obsolete for all other Land Inventory Reports, destroy)(8)
Property Tax Exemption Claim Records Records document claims for exemptions from institutions paying property taxes in Oregon and other states due to the educational use of the property. Exemptions are typically made on an annual basis. Records may include applications for exemption and related documentation and correspondence. (Retention: 6 years, destroy)(9)
Room Change Requests Forms Records document room assignments and room remodeling done by facilities services units. Information on the change request forms may include but is not limited to the building and room; the reason for the change; who requested the change; who approved the change; date the change was requested; source of funds; special approvals needed and date approved. (Retention: 5 years, destroy)(10)
Utilities Systems Operating and Maintenance Records Records document the operations and maintenance of institutional utilities. This series may include but is not limited to equipment operations logs; mechanical readings charts; equipment maintenance histories; and related documentation and correspondence. (Retention: (a) 4 years after equipment is no longer in service for equipment maintenance histories, destroy (b) 10 years for all other records, destroy).
Source:
Rule 166-475-0035 — Facilities and Property Records, https://secure.sos.state.or.us/oard/view.action?ruleNumber=166-475-0035.