Records documenting security Retain from last action on Do not transfer breaches or incidents, and action incident + 1 year taken. Records documenting leasing-out Retain from expiry of lease Transfer to arrangements for properties. + 12 years Archive when no longer required in department or faculty Records documenting the conduct Retain from completion of Do not transfer and outcomes of space audits. subsequent audit + 5 years Facilities Management The function of managing the University's facilities. RECORDS ACTION TO BE TAKEN ACTION IN IN ARCHIVES DEPARTMENT/FACULTY (PAPER RECORDS) Records documenting the Retain until superseded + Transfer to development and establishment of 10 years Archive when no the institution's facilities strategy, longer required in policy and procedures: key records. department or faculty Records documenting the Retain from of Do not transfer development and establishment of strategy, policy or the institution's facilities strategy, procedure + 1 year policies and procedures: working papers. Records documenting the Retain from completion of Transfer to specification of requirements for + 15 years Archive when no facilities. longer required in department or Records documenting the faculty development of interior design and fit-out schemes. Records documenting the carrying out of interior decoration and works. Records documenting the carrying out of major maintenance works within facilities. Records documenting routine Retain from the completion Do not transfer inspections of facilities. of two subsequent inspections Records documenting the carrying Retain from current Do not transfer out of maintenance works calendar year + 5 years within facilities.
Records documenting security breaches or incidents, and action taken. Retain from last action on incident + 1 year Do not transfer Records documenting leasing-out arrangements for properties. Retain from expiry of lease + 12 years Transfer to Archive when no longer required in department or faculty Records documenting the conduct and outcomes of space audits. Retain from completion of subsequent audit + 5 years Do not transfer Facilities Management The function of managing the University's facilities. RECORDS ACTION TO BE TAKEN IN DEPARTMENT/FACULTY ACTION IN ARCHIVES (PAPER RECORDS) Records documenting the development and establishment of the institution's facilities strategy, policy and procedures: key records. Retain until superseded + 10 years Transfer to Archive when no longer required in department or faculty Records documenting the development and establishment of the institution's facilities strategy, policies and procedures: working papers. Retain from of strategy, policy or procedure + 1 year Do not transfer Records documenting the specification of requirements for facilities. Records documenting the development of interior design and fit-out schemes. Records documenting the carrying out of interior decoration and works. Records documenting the carrying out of major maintenance works within facilities. Retain from completion of + 15 years Transfer to Archive when no longer required in department or faculty Records documenting routine inspections of facilities. Retain from the completion of two subsequent inspections Do not transfer Records documenting the carrying out of maintenance works within facilities. Retain from current calendar year + 5 years Do not transfer