5.3.1 Easements Chancellor's Office - CPDC L CSU Practice Forever while owned by the CSU
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1 California State University, Long Beach RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE Capital Planning, Construction and Record 5.1 Architecture & Engineering Project Design & Architectural agreements, amendments, extra services L SUAM Section XII 9832 ; Latent Defects - "CA CCP " 10 years following issuance project)*; Latent Defects Other project design agreements 5.2 Construction Management Contract Documents [includes construction documents] Other construction agreements AS-BUILTS and Operating & Maintenance Manuals 5.3 Land Use Planning L SUAM Section XII 9832 ; Latent Defects - "CA CCP " 10 years following issuance project)* L SUAM Section XII years following issuance project)* L SUAM Section XII years following issuance project)* O CSU Practice For the life of the building, facility, or system* Easements Chancellor's Office - CPDC L CSU Practice Forever while owned by the CSU
2 5.3.2 Supporting correspondence to easements Deeds, title policy, PWB resolution authorizing the acquisition; transfer of jurisdiction from DGS to CSU. 5.4 Environmental Planning Chancellor's Office - CPDC L CSU Practice Forever while owned by the CSU Chancellor's Office - CPDC L CSU Practice Forever while owned by the CSU Environmental Planning Chancellor's Office - CPDC O, L Statute for 30-day limitation: PRC (g) and Section 15075(f) of CEQA guidelines in CCR title 14, Ch. 3; title 14, Ch. 3, Art. 8 (time limits), section (Statutes of Limitation) 5.5 Energy Contracts (All) Associate Vice President, Financial Management Monthly energy reports Associate Vice president, Energy Efficiency Partnership Agreement (06/08) CSU Practice Five years after BOT approval 10 years from 'Effective Date' or Start Date Originals held by CS&P O,F CSU Practice Electronically forever while owned by CSU
3 5.5.4 Energy Efficiency Partnership 06/08 Project Files Energy Efficiency Partnership Agreement (04/05) Energy Efficiency Partnership 04/05 Project Files 5.6 Utilities Utility bills Associate Vice President, Financial Management O,F Public Utilities Commission 10 years 5.7 Federal Disaster Assistance Federal Disaster Assistance records As-Buildings associated with repairs and/or changes made with federal disaster assistance funds Risk Manager F,L OMB A133; 44CFR 14.1, 14.2 and 206, 207(c); Stafford Act 318 and 705 See also: FEMA 322 "Public Assistance Guide" and FEMA Policy Digest 3 years after date of OES letter transmitting FEMA's letter stating project is "Closed", OES letter will state the records are to be kept 3 years and that the Applicant (i.e. campus) is subject to audit during that time. O CSU Practice For the life of the building or facility
4 5.7.3 Federal EPA, State CEQA, Costal Community, etc. documents associated with Federal Disaster Assistance 5.8 Vehicle Records Vehicle Acquisition - Includes requisitions leases, purchase orders, contracts, quotes Vehicle Maintenance Records - Includes campus and external maintenance, vehicle inspection, equipment modification and accessory purchases Vehicle Operations Records - Includes trip logs, mileage logs, driver approvals, driver usage logs, accident and incident records (CSULB: No driver approval records in facilities) Vehicle Operations Records - accident and incident records Chancellor's Office - CPDC O,L See CEQA above See CEQA above L Ed Code / CSU Policy #207 (Contracting and Procurement Model) 5 years from the closing of the vehicle purchase file L Ed Code years after disposal of vehicle L
5 5.8.4 Vehicle Disposition - Includes transfer documents, notices to state, sales records, survey records Fuel Usage Records L O Ed Code / CSU Policy #601 / 603 (Contracting and Procurement Model) 7 years after disposal of vehicle Fuel Usage Log In Records O Voyager Fuel Card Records 5.9 Key Issue Records 5.10 Sealed Bids Notes: * In those instances where a project is bond funded, campuses are required to keep all contractual and financial records. This information is to be retained for the life of the bond plus five years, typically 35 years. Italic indicates CSU Long Beach, campus specific, modifications to this schedule. * Typical documents may include a variation of standard State forms.
6 **Indicates CSU Long Beach, campus specific, modifications to this schedule. Record s: O Operational, F Fiscal, L Legal, H Historical, V Vital
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