Record Retention for Facilities

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Record Retention for Facilities
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Record Retention for Facilities

• Overview
• The laws
• Organizational Policies
• Practical Concerns
• Paper Electronic
• When, Where and How to start
• You are NEVER done
• NEEVVVEEEERRRRR

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Record Retention for Facilities

• Legal
• Family Educational Rights and Privacy Act
• Government Paperwork Elimination Act
• HIPAA, and Sarbanes-Oxley
• DoD 5015.2 and Section 508e.
• Freedom of Information Act
• Occupational Safety Health Administration
• Plus Plus Plus

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Record Retention for Facilities

• Legal
• How do you retrieve
• How do you limit damage
• How do you comply
• Paper vs. Electronic
• Duplication
• Who is responsible

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Record Retention for Facilities

• Organizational Poliicy
• Who is in charge
• Who reviews the policy
• How is it up dated
• What is the criteria for destruction
• Do all departments for the above

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Record Retention for Facilities

• Chain of custody
• Do all your files have chain of custody
• Is the paper as good as the electronic
• How secure are your files

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Record Retention for Facilities

• Facilities Records
• When do you start the retention process
• Do you have guidelines
• What should guidelines look like
• Who has the authority
• What to retain
• How long to retain

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Record Retention for Facilities

• Real Estate
• Phase I II III
• Deeds with history
• Adjacent land ownership
• Photos
• Legal papers

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Record Retention for Facilities

• New Construction
• DAY ONE
• Starts with the memos
• RFP / Contracts
• Drawings (ALL)
• Budgets
• Contractor / Subs / Material
• Shop drawings
• Physical submittals

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Record Retention for Facilities

• New Construction
• RFI / AUA / etc
• Meeting minutes
• Audits
• Special inspections
• Close out docs
• Certificate of Occupancy etc

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Record Retention for Facilities

• Furniture, Fixtures and Equipment
• Brochures
• Estimate
• Invoices
• Operation manuals
• Minutes of meetings
• Contracts
• Warranties

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Record Retention for Facilities

• Maintenance Records
• Life of equipment 5
• What if it is sold?
• Life of the facility 5
• Paper vs. electronic

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Record Retention for Facilities

• Environmental
• Legal Opinion
• Lumber Company

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Record Retention for Facilities

• Personnel
• Go to HR

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Record Retention for Facilities

• Audit
• Must conform if you are..

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Record Retention for Facilities

• Fleet
• Department of motor vehicles
• Federal
• Insurance

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Record Retention for Facilities

• Deposition of Equipment
• Document where if went
• Where it came form

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Record Retention for Facilities

• Others

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Record Retention for Facilities
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Record Retention for Facilities
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Record Retention for Facilities
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Record Retention for Facilities
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Record Retention for Facilities
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Record Retention for Facilities
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Record Retention for Facilities
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Record Retention for Facilities
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Record Retention for Facilities
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Record Retention for Facilities
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Record Retention for Facilities
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Record Retention for Facilities