Office of the Provost / Academic Affairs

Records Management

Equipment and Maintenance Records

EQUIPMENT USAGE RECORDS (SCHEDULE GS1-S ITEM 104)
This record series consists of hours worked, equipment cost per hour, materials, etc., used for cost figures.

RETENTION:

1. Record copy. 3 fiscal years provided applicable audits have been released.
2. Duplicates. Retain until obsolete, superseded or administrative value is lost.

FUEL USE REPORTS (SCHEDULE GS1-S ITEM 213)
This record series consists of annual or monthly reports consisting of totals of gasoline, diesel and oil used.

RETENTION:

1. Record copy. 3 fiscal years provided applicable audits have been released.
2. Duplicates. Retain until obsolete, superseded or administrative value is lost.

MAINTENANCE RECORDS: EQUIPMENT (SCHEDULE GS1-S ITEM 21)
This record series consists of information reflecting individual history of major equipment repair and maintenance, i.e. work orders, dates, locations, cost of parts, etc. Also, this series includes electronic equipment and devices that require program changes and repair.

RETENTION:

1. Record copy. 1 year after disposition of equipment provided applicable audits have been released.
2. Duplicates. Retain until obsolete, superseded or administrative value is lost.

MAINTENANCE RECORDS: VEHICLE (SCHEDULE GS1-S ITEM 53)
This record series consists of maintenance records including; oil change forms, charge back slips from the maintenance shop, notices of annual maintenance, and warranty work. See also "VEHICLE RECORDS", MAINTENANCE RECORDS: EQUIPMENT", and/or "EQUIPMENT USAGE RECORDS".

RETENTION:

1. Record copy. 3 fiscal years provide applicable audits have been released.
2. Duplicates. Retain until obsolete, superseded or administrative value is lost.

VEHICLE LOGS (SCHEDULE GS1-S ITEM 224)
This record series consists of activity of vehicle used by agency personnel for daily routine business. This log shows the name of the driver, destination, stops (such as for gas) and total trip mileage. The log may also include a record of when and where a vehicle is fueled.

RETENTION:

1. Record copy. 1 calendar year
2. Duplicates. Retain until obsolete, superseded or administrative value is lost.

WORK ORDERS (SCHEDULE GS1-S ITEM 141)
This record series consists of information reflecting the individual history of major or minor maintenance or services requiring a work order request. The work order includes dates, locations, cost of labor, hours worked, equipment cost per hour, material used and cost, and other pertinent details. This item does not include equipment maintenance records. See "MAINTENANCE RECORDS: EQUIPMENT."

RETENTION:

1. Record copy. 3 fiscal years provided applicable audits have been released.
2. Duplicates. Retain until obsolete, superseded or administrative value is lost.