Project Files

Function

Facilities

PIB

RRSDA Number

2009-016

Department

Facilities Services

Description, purpose and use of records

Records documenting the planning, design, and execution of new construction projects, renovations, expansions, alterations, refits, and relocations, relating to University infrastructure and real property, as well as special event set-ups.

Records include, but are not limited to, correspondence, meeting minutes, project initiating forms, bids, tenders, contracts and agreements (including specifications and working drawings), work orders, budgets, cost estimates and schedules, copies of invoices, copies of insurance policies, bonds, site instructions, technical notes (e.g., worksheets, design calculations), design information, change orders, deficiencies, notice of project completion forms, and documentation relating to move in, window coverings, furniture, voice and data, audio visual, and security. Records also include electronic entries in a project management database, which track labour and financial details for each project.

This RRSDA does not cover the following project-related records, which are filed separately from the documentation described above (see departmental file classification plan). These records will be scheduled under separate RRSDAs at a later date:

Substantive facilities reports (e.g., geotechnical, seismic, etc.), facilities condition assessments, warranties and guarantees, building permits, specifications, code equivalencies, progress photographs, operations and maintenance manuals, transmittal records, final drawings (e.g., paper and/or electronic consultant drawings, record/as-built drawings, and utility drawings), land surveys, maps, and key plans.

Retention periods

Records	Active Retention	Semi-Active Retention	Total retention	Final disposition
Completed, canceled or deferred projects that include contracts and/or agreements:	Project Closed + 2 years	4 years	Project Closed + 6 years	Destruction
Cancelled or deferred projects that do not include contracts and/or agreements:	Project Closed + 2 years	4 years	Project Closed + 6 years	Destruction
Projects involving asbestos-containing materials:	Project Closed + 6 years	4 years	Project Closed + 10 years	Destruction

Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments

Authorities

These records are created, used, retained and managed in accordance with the following authorities:

University Act (RSBC 1996, c. 468)
Limitation Act (RSBC 1996, c. 266)
SFU Policy AD 13-1, Annual Capital Allowance Projects
SFU Policy AD 13-2, Minor Capital Project Requests (Total Cost Over $1500)
SFU Policy B 10-11, Signing Authorizations
Workers Compensation Act (RSBC 1996, c. 492)
Occupational Health and Safety Regulation (B.C. Reg. 296/97)
Limitation Act (SBC 2012, c. 13)

Retention rationale

The total recommended retention periods for project files are based on reference to statutory records retention obligations. See the BC Limitation Act, Section 3(5) and the Occupational Health and Safety Regulation, Section 6.32.

Retention and filing guidelines

This schedule applies to major projects, minor projects, energy saving projects, Facilities Management (FM) capital projects, FM operations projects, and the related electronic records retained in a project management database.

Most project files created by Facilities Services include contracts and/or agreements. A contract or agreement is key in setting retention periods for project files because these instruments create obligations between SFU and another party that are enforceable by law. The challenge in applying the retention periods outlined in this RRSDA is to correctly identify the contract or agreement with the lengthiest active life span and then to run the total retention period from the date of the expiration of that contract or agreement. Often contracts and agreements include ancillary or related documents such as warranties that may have a lengthier life span than the parent contract. For example, construction warranties often run for "useable lifetime of a building" which is typically defined as 20 to 25 years. In this case, the retention periods outlined in this RRSDA would run from the expiration of the warranty as the instrument that defines the lengthiest legal obligation. Therefore, "contracts and/or agreements" should be interpreted broadly to include all ancillary or related documents that enshrine legal obligations.

Status

RRSDA is in force

Approval Date

23 Dec 2010

Last Revised Date