Records > Retention and Disposition

Develop records Retention and Disposition Schedules for preservation-related records.

Archival records  (Permanent records should be transferred to the Archives.  Determine and arrange timing and frequency of records transfer with Archives staff.) Maintain the record copy of documentation concerning major construction and preservation work.

  1. Project descriptions and requirements
  2. Preliminary drawings
  3. Presentation drawings
  4. RFPs (requests for project proposals; bids)
  5. Proposal evaluations
  6. Intermediate drawings
  7. Final working drawings
  8. “As built” drawings
  9. Shop drawings
  10. Repair and alteration drawings
  11. Contract drawings
  12. Project specifications
  13. Space assignment plans
  14. Landscape plans
  15. Lighting plans
  16. Maps
  17. Photographs
  18. Materials and soil reports
  19. Disability access records
  20. Contracts and agreements with architects, artists, engineers, consultants, vendors, and contractors
  21. Budget records
  22. Correspondence that documents decisions made in the design and building processes
  23. Meeting minutes and supporting materials
  24. Reports and analyses

Non-permanent records requiring temporary retention for legal purposes  (Unless otherwise noted, destroy 7 years following active use or fiscal year of creation, whichever is later.)

  1. Inspection records
  2. Permits, approvals, and certificates of occupancy
  3. Hazardous waste or chemical clean-up records. Destroy after 30 years.
  4. Material safety data sheets (MSDS). Destroy 30 years after disposition of substance.
  5. Uncorroborated allegations concerning environmental and occupational health risks. Destroy after 15 months.
  6. Environmental testing and monitoring records
  7. Fire extinguisher certification. Retain until superseded.
  8. Chemical application records, including records documenting use of pesticides and fertilizers.  Destroy after 30 years.
  9. Work records, including maintenance agreements, work logs, service orders, work requests and orders, sign-in sheets, security logs and reports, and equipment and key inventories
  10. Contract support documentation
  11. Correspondence and memoranda concerning routine administrative matters
  12. Non-staff accident and injury reports. Destroy after 10 years.
  13. Public safety employee training records. Destroy 30 years after employee separation.
  14. Records of exposure to radioactive and/or hazardous/toxic substances. Destroy 30 years after employee separation.
  15. Violations
  16. Work logs and sign-in sheets
  17. Utilities systems operating and maintenance records, including equipment operations logs, mechanical readings charts, and equipment maintenance histories
  18. Records concerning the demolition of structures

Routine administrative records  (Destroy following their immediate administrative use.)


Edwards, David L. and Lynn F. Black. Museum Collections in the Information Age [download PDF format file], Museum Issues and Trends , CRM Vol. 23, No.05, 2000

Lein-Hayes, Candace. Records Management Assistance from NARA [download PDF format file], Archives at the Millennium, CRM Vol. 22, No.2, 1999.

Puglia, Steven. Creating Permanent and Durable Information Physical Media and Storage Standards [download PDF format file], Archives at the Millennium, CRM Vol. 22, No.2, 1999.

   © 2002-03 Philip C. Marshall and Preservation Society of Newport County