Records Management - University Records Retention Schedule


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Records Retention Schedule - Estate Management
Ref
Description
Retention
Citation
Action
Official Copy Holder
27
ESTATE MANAGEMENT (Estates & Buildings)
Managing the University's real property - 'real property' means land and buildings or other fixed structures on land.

27.6
Property Acquisition
       
  Records of the acquisition of ownership of properties Ownership of property Internal guidance Archive  
  Deeds & certificates of title for University properties Ownership of property JISC guidance Transfer to new owner with property  
  Records of negotiations for properties where the property was not acquired Closure of negotiations +6 years 1980 c.58 Destroy  
  Records of the acquisition of use of properties by lease or rental Disposal of property +6 years Internal guidance Archive  
           
27.7
Property Development
       
  Records of the development of properties Ownership of property JISC guidance Transfer to new owner with property  
  Records of the restoration of contaminated land Ownership of land JISC guidance Transfer to new owner with land  
           
27.8
Property Maintenance
       
  Records of the inspection, maintenance & repair of properties Completion of work +5 years S.I. 1997 / 1840

Internal guidance
Destroy  
  Records of major maintenance works on properties Ownership of property JISC guidance Transfer to new owner with property  
  Records of inspections to assess whether asbestos is (or is liable to be) present in a building or on land Review of assessment* S.I. 2002 / 2675 Destroy  
  Records documenting the removal of hazardous materials from properties Removal of material +5 years JISC guidance Destroy  
  Records of monitoring the condition of asbestos in premises Removal of asbestos +5 years OR subsequent inspection +5 years S.I. 2002 / 2675 Destroy  
           
27.9
Property Disposal
       
  Records of the disposal of properties Disposal of properties +6 years Internal guidance Archive  
           
27.10
Property Compliance Management
       
  Records of the conduct & results of inspections of properties by the enforcing authorities, & action taken to address issues raised. Completion of subsequent inspection JISC guidance Destroy  
  Fire certificates (Student Bars) Issue of new certificate JISC guidance Destroy  
           
27.11
Property Security Management
       
  Records of the conduct & results of security inspections of properties, & action taken to address issues raised Completion of next inspections JISC guidance Destroy  
  Records of property access controls to secure areas (eg access registers, key registers, security data logs) Creation +2 years JISC guidance Destroy  
  Records of security passes issued to visitors Expiry of pass +1 year JISC guidance Destroy  
  Records of security passes issued to employees, other staff & students Expiry of pass +1 year JISC guidance Destroy  
  Records of the conduct of routine security surveillance of properties Creation +1 month JISC guidance Destroy  
  Records of security breaches or incidents & action taken Last action on incident +1 year JISC guidance Destroy  
           
27.12
Property Leasing-Out
       
  Records of leasing-out arrangements for properties End of lease +6 years Internal guidance Archive  
           
27.13
Facility Development
       
  Records of the specification of requirements for facilities Next fit-out +1 year Internal guidance Archive  
  Records of the development of interior design & fit-out schemes Next fit-out +1 year Internal guidance Archive  
  Records of carrying out interior decoration & fitting-out works Next fit-out +1 year JISC guidance Destroy  
           
27.14
Facility Maintenance
       
  Records of the conduct & results of inspections of facilities, & action taken to address issues raised Completion of next inspection JISC guidance Destroy  
  Records of carrying out planned preventive maintenance works within facilities Current year +1 year JISC guidance Destroy  
  Records of carrying out repairs to interior decoration, fixtures & fittings Current year +1 year JISC guidance Destroy  
           
27.15
Facility Security Management
       
  Records of the conduct & results of security inspections of facilities & action taken to address issues raised Completion of next inspection JISC guidance Destroy  
  Records of the conduct of routine surveillance of facilities Creation +1 month JISC guidance Destroy  
  Records of occurrences of unauthorised access to facilities, & action taken Last action on incident +1 year JISC guidance Archive  
           
27.16
Facility Compliance Management
       
  Records of the conduct & results of inspections of facilities by enforcing authorities & action taken to address issues raised Completion of next inspection JISC guidance Longer retention periods may be required by enforcing authorities concerned with particular types of facilities  
           
27.17
Facility Relocation Management
       
  Records of plans for the relocation of facilities within buildings or to other buildings Completion of relocation +10 years Internal guidance Archive  
  Records of the physical relocation of facilities Completion of relocation +2 years Internal guidance Archive