04 – REAL AND MOVABLE PROPERTY /
MAINTENANCE AND REPAIR OF REAL AND MOVABLE PROPERTY

04.15

Maintenance and repair of real and movable property

Records relating to the maintenance and repair of the institution’s physical plant, equipment, and real property (general upkeep of buildings, premises, grounds and heating systems, janitorial services, plumbing, electrical, air conditioning, etc.): internal maintenance and repair requisitions and request forms, cost estimates, work descriptions, investigations, work orders, inspection reports, maintenance programs, supplier files for maintenance, repair, installation services, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

X²

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                ( D = Destruction R = Retention )

¹ Retention: Until completion of maintenance and repair work (rejected tenders, requisitions, and other support records should be destroyed after 3 years).
² Retention: 10 years from the date the institution ceases to be the owner of the building or as long as the institution is renting the building (records dealing with minor maintenance and repair work should be destroyed after 10 years).

[   ] = medium --->a = paper b = microfilm c = electronic  d = audio-visual e = other

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  Updated: 14/3/02