04 - REAL AND MOVABLE PROPERTY / REAL PROPERTY

04.01

Property management – Electronic records

Copy

Unit

Active

Semi-active

Inactive

primary  [ c ]

unit responsible

X¹

D²

Notes :                                                                             ( D =  Destruction R = Retention )

¹ Retention: as long as the institution is owner or tenant of the building or property.
² Destruction: Research value ensured by retention of paper versions of annual profiles of the institution’s real property assets (see schedule 04.02).

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Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / REAL PROPERTY

04.02

Property management

Records relating to the description, inventory and evaluation of the institution’s buildings, premises and land: plans, specifications and inventories of real property assets, physical descriptions, protection of cultural properties, municipal assessments, lists of sports facilities and other physical resources.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

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

¹ Archives selection: Retention of inventories providing annual profiles of the institution’s real property (buildings, land, premises, etc.). Retention of official records dealing with the protection of cultural real property held by the institution.

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Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / REAL PROPERTY

04.03

Facilities management and development - Electronic  records

Data used in overseeing the institution’s building construction projects or refitting of its spaces: drawings and specifications, architectural designs, renovations, redevelopments and relocations, building management contracts, signage control, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

D²

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

¹ Retention: As long as data are used in the management and oversight of these activities (construction, renovation, redevelopment, relocation).
² Destruction: Research value ensured by the retention of paper records substantively documenting the institution’s major construction and redevelopment projects (see schedule 04.04).

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Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / REAL PROPERTY

04.04

Facilities management and development

Records relating to the institution’s building construction projects, refits, relocation activities and signage: construction permits, specifications, tenders, plans and drawings, contracts and related records, surveyors’ and architects’ certificates, leases, correspondence, minutes of job meetings, relocation and signage management files, etc.

copy

Unit

active

semi-active

inactive

primary [ a ]

unit responsible

X¹

X²

R³

secondary [ a ]

other units concerned

X¹

D

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

¹ Retention: Until end of project (rejected tenders should be destroyed after 3 years).
² Retention: 10 years from the date the institution ceases to own the building (records dealing with minor refits, relocations and signage should be destroyed after 10 years). 
³ Archives selection: Retention of records that substantively document major construction and renovation work on the institution’s real property assets (tenders accepted, specifications, plans and drawings, contracts and related records, surveyors’ and architects’ certificates, etc.).

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

04 – REAL AND MOVABLE PROPERTY / REAL PROPERTY

04.05

Space allocation – Electronic records

Data relating to space management the use, assignment, distribution, rentals and reservations of the institution’s buildings, land and premises.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

2 years

D¹

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

¹ Destruction: Research value ensured by the retention of the following records on paper: inventories providing an annual status profile of the institution’s real property assets (schedule 04.02).

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / REAL PROPERTY

04.06

Space allocation

Records relating to the use, assignment, distribution, rentals and reservations of the institution’s buildings, land and premises for the purposes of teaching, research, innovation, social and cultural activities, meetings, colloquiums, conferences, etc.: lists of premises, lists of courses or events by location, reservation forms, user identifications, allocation requests, occupancy schedules, rental contracts for classrooms, auditoriums and theatres, laboratories, sports facilities, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

5 years

D

secondary [ a ]

other units concerned

2 years

D

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  Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / REAL PROPERTY

04.07

Parking – Electronic records

Data used to manage the use of parking lots administered by the institution: entrance registrations, allocation of parking stickers, statistics, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

2 years

D

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

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / REAL PROPERTY

04.08

Parking

Records relating to the management of the institution’s parking lots (operation, management, maintenance, repair): parking permits, receipts for parking stickers, parking slips (showing hour of vehicle entrance and departure), daily parking reports, client lists, requisitions and invoices for towing illegally-parked vehicles, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

2 years

5 years

D

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

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / MOVABLE PROPERTY

04.09

Movable property management – Electronic records

Data used to monitor the inventory and management of the institution’s movable property: supply and equipment inventory controls, purchasing, ordering, deliveries, supplier relations, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

5 years

D

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

¹ Retention: 2 years after end of transaction or as long as data are in effect (orders filled, end of transactions with suppliers, expiry of  warranties, updating of movable asset inventories, etc.).

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / MOVABLE PROPERTY

04.10

Movable property management

Records relating to the management of the institution’s movable property (supplies and equipment): asset inventories, proofs of purchase, needs analyses, purchase or service requisitions and approvals (locksmiths, printers, shops, etc.), orders, tenders accepted, invoices, delivery orders, delivery location lists, acknowledgements of receipt of goods, supplier files, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

5 years

D

secondary [ a ]

other units concerned

2 years

D

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

¹ Retention: 2 years after conclusion of transaction or as long as records are in effect (orders filled, end of transactions with suppliers, expiry of warranties, updating of movable asset inventories, etc.).

PREVIOUS SCHEDULE | NEXT SCHEDULE

  Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / MOVABLE PROPERTY

04.11

Movable property allocation – Electronic records

Data used in monitoring the use and disposition of the institution’s movable property (loans, rentals and sales of supplies and equipment).

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

5 years

D

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

¹ Retention: 2 years following conclusion of transaction (date of sale, end of rental or return of borrowed equipment).

PREVIOUS SCHEDULE | NEXT SCHEDULE

 Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / MOVABLE PROPERTY

04.12

Movable property allocation

Records relating to the monitoring of the use and disposition of the institution’s movable property (loans, rentals and sales of supplies and equipment).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

5 years

D

secondary [ a ]

other units concerned

2 years

D

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

¹ Retention: 2 years following conclusion of transaction (date of sale, end of rental or return of borrowed equipment)

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / MOVABLE PROPERTY

04.13

Vehicles

Records relating to the purchase, inventory, maintenance, repair, licensing, alteration and replacement of the institution’s vehicles (automobiles, trucks, etc.).

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

3 years

D

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

¹ Retention: 1 year from the date the vehicle is deemed to be no longer in use or the property of the institution. Records relating to vehicle use (fuel consumption, travel or routing orders, mileage, reservations, operating logs, etc.) should be destroyed after 1 year.

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

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

04.14

Maintenance and repair of real and movable property –
Electronic records

Data used in monitoring the maintenance and repair operations of the institution’s buildings, premises, grounds, equipment and physical plant: building and equipment upkeep and maintenance schedules, parts and equipment catalogues, work logs, parts and labour invoices, preventive maintenance, fuel consumption, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

5 years

D

¹ Retention: 2 years or as long as data are used to monitor maintenance and repair work.

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

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).

PREVIOUS SCHEDULE | NEXT SCHEDULE

  Updated: 14/3/02

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

04.16

Water, electricity, heat

Records relating to the monitoring of water quality and consumption and supply of energy resources necessary for the operation of the institution’s mechanical and technical systems (electricity, natural gas, gasoline, etc.): reports of power disruptions, requests to shut off power, reports of power outages, water flow and quality analyses, periodic generator unit tests, meter readings of electricity, oil, natural gas, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

3 years

D

secondary [ a ]

other units concerned

1 year

D

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

PREVIOUS SCHEDULE | NEXT SCHEDULE

  Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / SECURITY

04.17

Security – Electronic records

Data used in managing prevention and security activities in the institution’s buildings, premises and grounds (protection of people and real and movable property): emergency planning, prevention activities, supervision of security staff, access to buildings and premises, locks, protection of equipment, found objects, hazardous products, security equipment inventories, first aid programs, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ c ]

unit responsible

X¹

D²

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

¹ Retention: 2 years or as long as data are in effect..
² Destruction: Research value ensured by retention of emergency measures plans on paper (schedule 04.18).

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / SECURITY

04.18

Prevention activities and security measures

Records relating to the planning and organization of the institution’s prevention activities and security measures (protection of people and real and movable property): security services programs and reports, emergency measures, evacuation plans and exercises, organization and training of first aid teams, management of lost and found objects, security systems (fire protection, alarm systems, electronic surveillance) etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

3 years

R²

secondary [ a ]

other units concerned

X¹

D

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

¹ Retention: 2 years or as long as records, programs or plans are in effect.
² Archives selection: Retention of emergency measures plans. Destruction of support records.

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / SECURITY

04.19

Security activities

Records relating to actions taken as a result of infractions, crimes, thefts, acts of vandalism, accidents, hazardous product spills, bomb alerts, alarm system triggerings (intrusion, fire) and other security problems arising in the institution’s buildings, premises and grounds: reports, inquiry files, complaint and alarm logs, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

8 years

D

secondary [ a ]

other units concerned

1 year

D

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

¹ Retention: 2 years following the intervention or closing of file.

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

04 – REAL AND MOVABLE PROPERTY / SECURITY

04.20

Access to buildings and premises

Records relating to the control of access to the institution’s buildings, premises and grounds: building passes, visitor registration logs, key orders, key control registers and tags, authorizations to open locks or cut padlocks, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

D

secondary [ a ]

other units concerned

X¹

D

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

¹ Retention: 3 years or as long as records are in effect (key distribution controls).

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

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

04 - REAL AND MOVABLE PROPERTY / SECURITY

04.21

Hazardous products

Records relating to the analysis, use, transport, storage and disposition of hazardous materials used on premises: radioactive matter (radio-isotopes), chemical substances, toxic wastes, etc.

Copy

Unit

Active

Semi-active

Inactive

primary [ a ]

unit responsible

X¹

8 years

D²

secondary [ a ]

other units concerned

X¹

D

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

¹ Retention: 2years or until closing of file.
² Destruction (Destruction of records dealing with the acquisition and use of radioactive matter may require a preliminary clearance from atomic energy control authorities.

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

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

04 – REAL AND MOVABLE PROPERTY / SECURITY

04.22

copy

Unit

Active

Semi-active

Inactive

primary [ a ]

X¹

D

secondary [ a ]

X¹

D

¹ Retention: 3 years or as long as records are in effect.

PREVIOUS SCHEDULE | NEXT SCHEDULE (To 05 – Student Affairs)

Updated: 14/3/02

End of Category: 04 – Real and movable property