My Web
Skip to Main Content

Records Retention Schedules

This guide shows record retention schedules for every department based on the requirements of Oklahoma state law.

Maintenance

7-1           Pending Work Orders File 

Description:        

Work orders submitted to Maintenance Office. 

Disposition:         

Retain in office until task is completed, then transfer to Completed Work

Orders File, (Series 7-2).

 

 

7-2           Completed Work Orders File 

Description:            

Work orders for repairs and maintenance services on university building and facilities. File may also include invoices. 

Disposition:            

Retain in office until one (1) year after all audits have been completed and all  applicable  audit  reports  have  been  accepted  and  resolved  by  all applicable federal and state agencies and provided no legal actions are pending, then destroy.  If legal action is pending, destroy two (2) years after exhaustion of all legal remedies.

 

 

7-3           Maintenance Services File 

Description:            

Records concerning maintenance services performed on university buildings and  facilities.    File  may  include  reports,  correspondence,  and  related records. 

Disposition:            

Retain in office five (5) years, then destroy provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Amended April 13, 1988

 

 

7-4           Fire and Safety Inspections File 

Description:         

Completed reports of fire and safety inspections conducted by Maintenance

Office/Physical Plant. 

Disposition:            

Retain in office five (5) years, then destroy provided no legal action is pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Language Correction April 15, 1987

 

7-5           Energy Conservation File

Description:            

Records concerning energy conservation measures at the university.   File may include reports, suggestions and related material. 

Disposition:         

Retain in office five (5) years, then destroy.

Amended April 13, 1988

 

 

 

7-6           Energy Management System File

Description:         

Records concerning the university energy management system.

Disposition:                            

Retain in office five (5) years, then destroy.

Amended April 13, 1988

 

 

 

7-7           Energy Consumption Reports File

Description:         

Reports of fuel and electricity consumption for university.

Disposition:                            

Retain in office five (5) years, then destroy.

Amended April 13, 1988

 

 

 

7-8           Safety Program File 

Description:         

Records concerning the university safety program. 

Disposition:            

Retain in office five (5) years, then destroy provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Amended April 13, 1988

 

 

 

7-9           OSHA Inspection Reports File 

Description:         

Complete OSHA inspection reports for the university. Office of record is OSHA. 

Disposition:            

Retain in office five (5) years, then destroy provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Amended April 13, 1988

 

 

7-10         Plant Operator's Reports File 

Description:            

Reports of the costs and amounts of water, oil, gas and electricity utilized in the operation of the University. 

Disposition:            

Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.   If legal action is pending, destroy two (2) years after the exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Language Correction April 15, 1987

 

 

7-11         Blueprints, Plans, and Drawings File  (Essential Record)

Description:         

Blueprints plans and drawing of university buildings and facilities.

Disposition:                            

Retain one (1) copy in office and transfer one (1) copy to Institutional Archives for security preservation.

 

 

7-12         Surplus Property File

Description:            

Records concerning all university surplus property and its disposition.  File may include inventories and disposition records. 

Disposition:            

Retain in office five (5) years after disposition of property, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.   If legal action is pending, destroy two (2) years after the exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Language Correction April 15, 1987