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Facilities management encompasses the operation and maintenance of buildings or other facilities, including residential facilities, owned or leased by New York State.  Facilities management includes fixed (capital) assets management, building and grounds maintenance, space planning and allocation, and parking assignment and control.

Records Not Covered:  Records created by the Office of General Services (OGS) that document its facility management or records created by the Office of the State Comptroller (OSC) in the performance of audits related to fixed assets management.  Records that document the construction and major rehabilitation of buildings and other structures are also not covered by this schedule and must be scheduled separately.

*90274  Fixed Assets Inventory Files 
Agency copies of records documenting purchase and ownership of property meeting criteria for fixed (capital) assets as defined by the Statewide Fixed (Capital) Assets Accounting System under Section 2.2 of Public Lands Law.  Fixed assets include but are not limited to

  • all land
  • land improvements costing over $100,000
  • all buildings
  • all building renovations costing over $100,000
  • equipment costing over $40,000
  • infrastructure costing over $1,000,000.

This series typically includes all input forms supplied by agencies to OGS, or, when data is supplied in electronic form, copies of data input documents, as well as copies of purchase orders, vouchers, surplus property forms, or other records related to the purchase and disposition of property.

Minimum Retention and Disposition:  Destroy 3 fiscal years after disposal of associated property.

Justification:  The Statewide Fixed Assets Accounting Systems Procedures Manual requires that agencies retain these records until the disposition of the associated property plus an additional 3 years to conform with normal accounting procedures.  This retention period satisfies OSC audit requirements.

90275  Agency Copies of Fixed Assets Update Reports
Agency copies of computer-generated reports sent by OGS to agencies documenting changes to assets under the Statewide Fixed Assets Accounting System.

Minimum Retention and Disposition:  Destroy after receipt of updated Fixed Assets Report from OGS.

Justification:  These records have no value to an agency once superseded by an updated report.

90276  Agency Copies of Fixed Assets Reinventory Reports 
Reports issued by OGS to agencies every 2 years detailing all agency fixed assets currently documented in the Statewide Fixed Assets Accounting System.

Minimum Retention and Disposition:  Destroy 3 years after report is superseded by new report.

Justification:  These reports may be used by OSC during audits of agency fixed assets management programs.

*90277  Facility Maintenance Work Order Files and Logs 
Agency records documenting requests from facility tenants (both within and outside of the agency) for facility and physical plant system (heating, ventilation, air conditioning) maintenance work and records of work completed.

Minimum Retention and Disposition:  Destroy 3 years after completion of work.

Justification:  This retention period ensures that these files will be available in the event of personal injury actions.
 
Note:  Before disposing of these records, agencies must ensure that no legal actions have been initiated which might require access to them.  If a case-by-case review of files is impractical, the Office of the Attorney General advises retaining the records an additional 3 months beyond the minimum retention period.

90278  Applications for Use of Facilities and Schedules
Agency records documenting requests to use facilities (e.g., meeting rooms) and the schedules resulting from those requests.

Minimum Retention and Disposition:  Destroy at end of calendar year.

Justification:  Applications and schedules have no administrative value after facility has been used.

*90279  Physical Plant Maintenance/Operations Reference Drawings and Files 
Copies of architectural and engineering drawings and fixed equipment manuals used for reference in building operation and maintenance.

Minimum Retention and Disposition:  Destroy 3 years after superseded or after the replacement or disposal of the equipment.

Justification:  This retention period ensures that these records will be available in the event of personal injury actions.

Records Not Covered:  Original or unique copies of as-built and shop drawings that document construction and major rehabilitation of structures should be separately scheduled by the responsible program unit.  While OGS holds official plans and designs of most state facilities, individual agencies may hold some unique records warranting long-term retention or transfer to the State Archives.

Note:  Before disposing of these records, agencies must ensure that no legal actions have been initiated which might require access to them.  If a case-by-case review of files is impractical, the Office of the Attorney General advises retaining the records an additional 3 months beyond the minimum retention period.

*90280  Tenant Records
Agency records documenting negotiations for and completion of leases for office space and other facilities, records of subsequent communications with landlords, and other records related to tenancy.  These records typically include copies of leases, correspondence, lease approvals from control agencies, copies of fiscal documents, and requests for maintenance or repairs.

Minimum Retention and Disposition:  Destroy 6 years after expiration of lease or final payment, whichever is later.

Justification:  This retention period satisfies the statute of limitations on litigation involving contracts (Section 213 of the Civil Practice Law and Rules).

Note:  Before disposing of these records, agencies must ensure that no legal actions have been initiated which might require access to them.  If a case-by-case review of files is impractical, the Office of the Attorney General advises retaining the records an additional 3 months beyond the minimum retention period.

*90281  Lease Files
Leases for agency-owned property leased to public or private organizations and individuals and records of administration of the terms of the leases.  These records typically include copies of leases, related correspondence, copies of fiscal documents, and requests for maintenance or repairs.

Minimum Retention and Disposition:  Destroy 6 years after expiration of lease or final payment, whichever is later.

Justification:  This retention period satisfies the statute of limitations on litigation involving contracts (Section 213 of the Civil Practice Law and Rules).

Note:  Before disposing of these records, agencies must ensure that no legal actions have been initiated which might require access to them.  If a case-by-case review of files is impractical, the Office of the Attorney General advises retaining the records an additional 3 months beyond the minimum retention period.

90282  Space Allocation Planning Files 
Agency space allocation plans and related documentation, including copies of requests, estimates of space, justification of needs, specifications, copies of building diagrams, floor layouts, and supporting documentation from agencies to OGS for allocation of space in facilities operated by OGS.

Minimum Retention and Disposition:  Destroy when space plan is implemented, revised, or cancelled.

Justification:  Records are no longer needed after space allocation plans have been implemented, revised, or cancelled.

*90283  Space Assignment Files 
Agency copies of requests for space from program units, specifications, building diagrams, floor layouts, justifications, records of actual assignment of space to program unit, and master building directories.

Minimum Retention and Disposition:  Destroy when a space assignment is terminated.

Justification:  Records of space assignments are not needed after space has been reassigned.

90284  Parking Permit Application Files
Applications for agency-controlled parking spaces and waiting lists.

Minimum Retention and Disposition:  Destroy 6 months after parking space is assigned and the employee is registered.

Justification:  These records should be retained for the indicated period in case of employee grievances.

90285  Parking Permit Assignment Records
Records of assignments of agency-controlled parking spaces, including name of authorized user, permit number, and location of assigned space.

Minimum Retention and Disposition:  Destroy 6 months after permit is cancelled or superseded by a new permit.

Justification These records should be retained for the indicated period in case of employee grievances.

*90286  Physical Plant Systems Monitoring and Inspection Records 
Records documenting the operation and inspection of facility heating, ventilation, energy consumption and monitoring, fire suppression, air conditioning, water, electrical, and mechanical systems, including but not limited to meter readings, steam pressure logs, fixed equipment (e.g., elevators and mechanical doors) inspection reports, and heating fuel consumption recordings.

Minimum Retention and Disposition:  Destroy 3 years after creation.

Justification:  These records may be required for program audits by the Office of the State Comptroller.  Also, they may be required for use as evidence in personal injury suits related to system failure or malfunction (Section 214 of the Civil Practice Law and Rules).

Note:  Before disposing of these records, agencies must ensure that no legal actions have been initiated which might require access to them.  If a case-by-case review of files is impractical, the Office of the Attorney General advises retaining the records an additional 3 months beyond the minimum retention period.

90287  Facility Management Subject Files 
Records used to support agency facility management programs, arranged by subject, and consisting of correspondence, memoranda, reports, manuals, copies of policies and procedures, and related records pertaining to maintenance and use of facilities.

Minimum Retention and Disposition:  Destroy when obsolete or superseded.

Justification:  These records have no legal or fiscal value.

Note:  Agencies should not use this item for records which are covered by separate authorizations in this schedule.

*90375  Contractors’ Certified Payrolls
Records of certified payrolls filed with state agencies by contractors and sub-contractors relating to public-work projects, including correspondence and associated documents.

Minimum Retention and Disposition:  Destroy 3 years after contract completion.

Justification:  These records must be retained for the indicated period pursuant to Section 220 (3-a) of Labor Law.

Last updated
Wed, 2015-10-07 14:34