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.

Category

Facilities Management

Maintainer

Campus Services

Retention Period

Permanent for final reports and budget, specifications, as built drawings, annotated drawings, architectural blueprints, aerial photographs, sketches, and other graphic representation produced relating to the building. Retain all other records eleven years after the completion of the project then dispose of.

Citation

O.C.G.A. 51-1-11

Disposition Instructions

Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.

Last Updated: December 31, 2008