Facilities Management

Asbestos Records

This series documents surveys and plans to correct asbestos material hazards. This series may include, but is not limited to: surveys; monitoring tests and reports; data forms building plans; correction checklists; and removal records.

Building/Grounds Repair, Maintenance, Remodeling, and Construction Records

Records that document the condition, upkeep, and routine maintenance of the university's buildings and grounds. It also documents remodeling and construction projects with a total expenditure of less than $100,000 over six years. File may include floor plans; specifications; layouts; sketches; maintenance agreements; work logs; sign-in sheets; correspondence; and other related records.

Building Blueprints

No description.

Building Plans and Specifications

No description.

Building Space Inventory and Valuation Records

Records that documents the buildings owned and leased by Emory both on and off campuses. Building space inventory reports are used to project Emory space needs; to identify deferred maintenance; and to provide cost recovery support documentation for units receiving federal money, grants, or private gifts. Records include reports detailing building, type of space, principal use, unit, and area. 

Capital Construction Project Records

Records that document the planning, administration, and implementation of current and potential capital construction projects (projects with a total expenditure of over $100,000). File may include project descriptions and requirements; budget projection and allocation records; budget change orders; plans and reviews; project schedules; contract change orders; bid documentation; contracts and agreements with architects, artists, engineers, consultants, vendors, and contractors; materials and soils reports; progress reports; insurance reports; payment schedules; summary reports; final acceptance statements; architectural blueprints; sketches; aerial photographs; preliminary planning drawings; as built drawings; drawings reflecting changes to the original plans; soil testing maps; any other type of graphic representation produced relating to buildings, systems, and land; correspondence; and other related records.

Chemical Application Records

Records that documents the application of chemicals such as pesticides, herbicides, and fertilizers to Emory property. Information may include date used, weather conditions, application area, chemical applied, mix ratio, coverage rate, and other related information.

Child and Youth Program Participant Records

Records that document the participation of children and youth in programs sponsored by Emory. The file may include applications; enrollment records; progress reports and assessments; immunization records; parental consent forms; activity records; lsits of attendees; and other related records.

Cleaning Logs

No description.

Cleaning Records

No description.

Emergency Generators

No description.

Equipment Inventory Records

Records that document the acquisition, location, transfer, and disposition of Emory-owned property and equipment. File may include equipment inventory lists, lost/stolen property reports, damage or loss property claim, equipment transfer records, correspondence, and other related records. 

Equipment Loan Agreements Records

Records that document the lending of equipment to borrowers conducting research, educational programs, and or other activities consistent with Emory goals and missions. File may include signed loan agreements, correspondence, and other related records.

Equipment Maintenance Records

Records that documents the operation, maintenance, service and repair of university equipment. File may include purchase orders; lease agreements; warranties; instructions and operating manuals; vendor statements; service contracts; charge call bills; fax activity reports; service logs; invoices for equipment repair; purchase request records; and memoranda.

Equipment Records

Records that document the purchase or lease, operation, maintenance, service and repair of equipment. File may include: purchase orders; lease agreements; warranties; inspection records; instructions and operating manuals; vendor statements; service contracts; charge call bills; fax activity reports; service logs; invoices for equipment repair; purchase request forms; memoranda; and other related records.

Identification Card Records

Records that document the issuance of identification cards to university students, staff, and faculty. File may include signature cards; monthly detail reports; and other related records.

Inspection Records

Records that document inspection of the facilities, vehicles, and equipment. 

Inspection Records

This series documents inspections done by various agencies in the course of routine business and is used to correct and analyze safety problems and to document compliance with regulations. This series may include, but is not limited to: inspection sheets which show date of inspection, notation of violations, and suggested corrective measures; and reports acknowledging compliance with regulations.

Inventory Records

Records that document lists of material owned by Emory either purchased with Emory or grant funds. List may include information on equipment, books, furniture, etc. 

Key Insurance Records

Records that document key assignments and deposits (if applicable) for university faculty, staff, students, and others using the university's facilities. File may include key pinning sequence records; key issue approval records; return records; key inventories; and other related records.

Leases

Records that document agreements made by an agency for the transfer of the right to possession and use (but not sale) of goods or property for a specified term. Records may include copies of lease agreements and amendments or addenda. Leases are typically for office space, equipment, real estate, or facilities.

Licensure Records

Records that document the professional and regulatory issuance of credentials to individuals and facilities providing services within the student health center. File may include license applications, inspection reports, individual employee professional licenses, and other related records.

Parking Permit Records

Records that document the issuance of permits for on-campus parking. File may include annual permit cards; temporary permits; parking permits reports; and other related records.

Postal and Shipping Records

Records that document items are that are mailed by units UPS, U.S. Postal Service, Federal Express, or another carrier. Files may include printing and mailing shipping records; parcel mailing order records; and other related records.

Property Disposition Request Records

Records that document the custodial units' requests to change the status of Emory-owned property. A status change may consist of declaring an item surplus, salvage or scrap, lost or stolen, transferred, traded in, or some other classification. File may includes property disposition requests records, correspondence, and other related records.

Room Change Request Records

Records that document room assignments and remodeling done by Facility Management Department. Information may include the building and room; the reason for the change; who requested the change; who approved the change; date the change was requested; source of funds; special approvals needed; date approved and other related information.

Sale Inventory Records

Records that document saleable items in Emory's inventories. File may include inventory reports, correspondence, price listing of items, and other related records.

Surplus Property Records

Records that documents changes in Emory owned property; requests to declare items surplus, salvage, or scrap; removal and sale or disposal of excess equipment and other surplus items including proceeds from sales. File may include surplus property declaration and pick-up requests; quarterly reports of sales to other departments, or private parties; descriptive information; property sale flyers; surplus property sales inventory lists; bills of sale; cash receipts; correspondence; and other related records.

Telephone Records

Records that document telephone line assignments, long distance code assignments, account charges lists, information about telephone systems on campus and other related information.

Utilities Systems Operating and Maintenance Records

Records that document the operations and maintenance of utilities. File may include equipment operations logs, mechanical reading charts, equipment maintenance histories, correspondence, and other related records.

Utility Locate Requests

Records that document the notification of persons anticipating digging on campus property who need to know the locations of underground utility lines. Request information may include date and location of the work; instructions; contact person; and other related information.

Vehicle Records

Records that document the administration of vehicles for accounting and insurance purposes. File may include registrations, vehicle warranties, maintenance agreements, service contracts, vehicle inventories, maintenance and repair logs, maintenance requests and work orders, gas slips, repair notices and authorizations, correspondence, and other related records.

Vehicle Title Records

Records that document Emory ownership of vehicles. File may include title application materials and titles.

Work Orders Records

Records that document request and authorizations for needed services and/or repairs to Emory property and equipment. File may include copy of work order, change orders, maintenance and repair authorizations, and other related records.