seriesNo,seriesEntityName,seriesTitle,seriesDateRange,seriesArrangement,seriesDescription,seriesTotRetentDesc,seriesPrimaryClassCode,seriesExtentDesc
2803,Division of Facilities Construction and Management,Director correspondence,1981-,Chronological.,"Business-related correspondence which provide unique information about agency functions\, policies\, procedures\, or programs. These are are from the Director's office and is filed separately from project files.",Permanent. Retain for 5 year(s),Public,
23280,Division of Facilities Construction and Management,Publications,1981-1994.,Chronological.,"This series contains documents created by the agency\, including pamphlets\, reports\, leaflets\, file manuals\, and other published or processed documents. These records include information on administration\, legal matters\, fiscal and financial operations\, buildings\, construction\, planning\, and all other activities of the Division of Facilities Construction and Management. This series consists primarily of isolated publications not part of a more specific series.",,Public,1.00 cubic foot
25769,Division of Facilities Construction and Management,Governors mansion restoration records,1993-1996.,Chronological.,"Includes correspondence\, photographs\, news stories\, conceptual drawings\,etc. brought together and collected by the staffs of DFCM\, DAS\, Archives\, and State Historical Society. This material was used to produce a commemorative book presented to former Governor Michael Leavitt.",,Public,
80414,Division of Facilities Construction and Management,Operations and maintenance manuals,1955-,numerical by project number,"These are DFCM's copy of equipment operation and maintenance manuals. They are used to aid DFCM in the repair of malfunctioning building equipment. These manuals are also used to keep track of equipment maintenance. Information includes schematics\, installation and warranty data\, repair and maintenance instructions and equipment specifications.",Retain for 150 year(s) or until disposition of asset,Public,
80415,Division of Facilities Construction and Management,Non-awarded architectural proposals,1983-,None.,"These are letters of interest submitted by architectural firms upon request for proposed design projects. The proposal with plans and specifications\, brochures\, correspondence\, and statements on their qualifications to do the job are included.",Retain for 1 year(s),Protected,
80390,Division of Facilities Construction and Management,Vendor architectural and engineering proposed plans,1973-2013.,Chronological.,"These are proposals for construction sent to DFCM by bidding contractors for planned construction. These plans were filmed by Dodge/Scam\, Inc. for their specific interests. What the criteria for this interest was\, is unknown. Includes bid specifications and plans.",Permanent. Retain for 5 year(s),Public,
4459,Division of Facilities Construction and Management,Interdepartmental transfers,1989-,None,An accounting document that requests the transfer of funds between agencies for services rendered or materials purchased.,Retain for 3 year(s),Public,
2807,Division of Facilities Construction and Management,Payroll and timekeeping records,1988-,"Alphabetical by employee last name, thereunder chronological by pay period.","These records are used to verify employee hours and leave balances\, and also to verify commuter fringe and mileage reimbursements per pay period. Records may include employee time sheets\, shift differentials\, commuter forms\, mileage reimbursement\, personal leave balance per pay period\, flextime records\, and related records.",Retain for 3 year(s),Public,
17927,Division of Facilities Construction and Management,Unsuccessful leasing proposals,1974-,Alphabetical by department or city.,"These records consist of Requests for Proposals (RFPs) on leased space for all agencies within Utah State Government that were rejected. Information includes cost\, lessor names\, locations\, zoning\, space available\, remarks\, and notarized statement and signature.",Retain for 1 year(s),Public,
80389,Division of Facilities Construction and Management,Policies and procedures for contractors and vendors,1987-,chronological,These are the division's guidelines for contractors and vendors to follow when adhering to state regulations regarding state building maintenance and state construction. These policies and procedures are filed as an administrative rule. This records series also contains internal policies and procedures.,Permanent. Retain for 1 year(s) after superseded,,
80398,Division of Facilities Construction and Management,State building construction plans,1912-,Numerical by index number.,"This record series consists of plans and supporting documentation for every state building as it was approved and built. They are used as a reference for remodeling\, renovation\, and maintenance within the building. They are also used to identify characteristics of each property and delineate property boundaries. Records include drawings\, tracings and blueprints used to identify characteristics of each property\, delineate property boundaries\, and document construction and remodeling of state owned or managed buildings and properties. Specific records include property surveys\, preliminary submittals\, site drawings\, site plans\, review sets\, bid sets\, construction drawings\, stick sets\, and as-built plans.,Final plans and specifications for approved and constructed state buildings.",Permanent. Retain for 50 year(s),Public,
80350,Division of Facilities Construction and Management,Contractor's prequalification documents,1982-,chronological.,These records support the agency's administrative need to ensure that contractors bidding on state projects are qualified in accordance with state laws. Records document contractors' qualifications and include copies of contractors' licenses and letters from qualified bonding companies certifying that contractors are bonded.,Retain for 2 year(s),Public,
23507,Division of Facilities Construction and Management,Prison land and building surveys,ca. 1896.,none.,"These three plans include a county plat survey\, an irrigated land survey\, and a buildings layout drawing for the State Prison in Section 21 T1S R1E SLB&M (known as the Sugarhouse Prison at approximately 1400 East and 2100 South in Salt Lake City). Parley's Canyon creek flowed through the property.",,Public,
23508,Division of Facilities Construction and Management,Kingsbury Hall building plans,1928-1931.,none.,These drawings are construction details of Kingsbury Hall built on the University of Utah campus ca. 1928.,,Public,
29861,Division of Facilities Construction and Management,State-owned real estate general obligation and revenue bonds,1984-,Chronological.,"The division's real estate group manages the lease revenue and general obligation bond programs for most capital facilities. These records are for general obligation and revenue bonds for state-owned real estate\, and may include general obligation bonds\, revenue bonds\, and associated records.",Permanent. Retain for 5 year(s) after final action,Public,
80416,Division of Facilities Construction and Management,Non-awarded proposals for design/construction projects,1985-,numerical by project number,"In some instances a project may include both the design and construction being performed by the same vendor. Under these circumstances\, the unawarded proposals are separated from the general project files and filed separately. INCLUDES proposals\, drawings\, specifications\, and correspondence.",Retain for 1 year(s),,
13982,Division of Facilities Construction and Management,Energy efficiency for state buildings,2006-,Numerical by license number.,"These records relate to the state building energy efficiency program for state wide building energy efficiency projects. They are used for project creation\, development and project management.",Retain for 12 year(s),Public,
24093,Division of Facilities Construction and Management,State owned properties,2002-,Alphabetical by property name.,"This series contains information pertaining to State owned property. These files document the details of the negotiations\, property acquisitions\, condemnation records dealing with the purchase of properties and information on the maintenance of the properties while owned by the state.",Permanent. Retain for 10 year(s),Public,
80361,Division of Facilities Construction and Management,Deeds of state-owned property,1900-,alphabetical by property.,"These are records maintained by the state that document proof of ownership of state property. They are also used in completing statements of capital worth. Some of these deeds are also located in the Lieutenant Governor's Office's vault. These are originals. However\, the various county recorders in the state maintain a copy of these records as well. Included with every deed is a plat map of the property. The plat map is also kept by the counties.",Permanent. Retain until final action,Public,
80363,Division of Facilities Construction and Management,Non-awarded bid proposals for state leases,1984-,Chronological,"These are bid proposals that were not awarded to prospective contractees. INCLUDES proposals\, floor plans\, specifications\, leasing costs\, and services offered.",Retain for 1 year(s),,
26286,Division of Facilities Construction and Management,Hazardous materials project reports,2000-,Alphabetical by project site.,"This series documents abatement and remediation of hazardous materials associated with building renovation or demolition. It contains surveys and assessments of building materials\, project documents and logs for asbestos abatement. It also contains information on lead based paint abatement and universal waste and remediation.",Permanent. Retain for 30 year(s),Public,
27022,Division of Facilities Construction and Management,Activity reports,2008-,Chronological by date.,"Reports documenting work productivity of employees or an office. Includes weekly activity or production reports\, monthly activity reports\, etc.",Retain for 1 year(s),Protected,
30195,Division of Facilities Construction and Management,Capitol dome copper souvenir,1981.,None.,These artifacts are objects that have special historical significance because of their historic or evidentiary value and their association with the function and activity of a governmental entity. Governmental entities work with the Division of Archives to ensure that these historical objects are properly documented and preserved. (Utah Code 63A-12-103(10)(2016),,Public,0.50 cubic foot
80314,Division of Facilities Construction and Management,Maintenance history of inventoried equipment summary reports,1988-,Alphabetical by building,"This is a summary report of all scheduled and nonscheduled maintenance performed by the state's maintenance crews on building equipment. INCLUDES equipment data\, cost of maintenance\, number of days of scheduled maintenance\, number of days of unscheduled maintenance\, and the type of maintenance performed.",Retain for 15 year(s),,
80316,Division of Facilities Construction and Management,Maintenance work orders,1987-,"alphabetical by agency, thereunder chronological","These are requests sent in from agencies for repair of building equipment\, minor construction\, or painting. INCLUDES work requested\, location\, date\, cost center number\, authorizing signature\, maintnenance scheduling data\, and cost data.",Retain for 3 year(s),,
30304,Division of Facilities Construction and Management,Governor's Mansion history publications,1987-,Chronological by publication year.,"These records document the organization and reorganization of governmental entities. Information includes history\, functional information\, geographical boundaries\, organizational files and related records.",,Public,0.35 cubic foot
80355,Division of Facilities Construction and Management,Special project research files,1963-2013.,"alphabetical by agency, subject, location.","These are recurring and one time project files dealing with such projects as property appraisals\, soil analysis\, and topographical surveys. Most of these files are created when a project is started. They are not filed by date so retreival of certain files by date will be difficult. It is recommended that the filing scheme be changed to reflect some sort of chronological order.",Permanent. Retain for 4 year(s),Public,
80323,Division of Facilities Construction and Management,Preventive maintenance schedules,1986-,chronological,"These are worksheets of preventive maintenance schedules to be performed by maintnenance workers. They are not used by the state anymore as the functions are now becoming automated. INCLUDES name of building\, name of piece of equipment\, date\, and type of maintenannce to perform.",Retain for 1 year(s),,
83331,Division of Facilities Construction and Management,Construction specifications,i 1985-2013.,numerical,"These are the construction specifications that are prepared by the contracted architectual firms and reviewed by the State's architects and engineers for compliance to statute. Information includes name of architectural firm; date of drafting; name of drafter; building details; building material\, electrical\, plumbing and hardware requirements; and measurements.",Permanent. Retain for 16 year(s),Public,2.00 cubic feet
10574,Division of Facilities Construction and Management,Temporary personnel files,1985-2015.,Alphabetical by employee's surname.,"Files intended for personnel who are not paid through the state payroll system (i.e. volunteers\, contract personnel\, board members\, etc.). Records may include copies of correspondence\, forms\, agreements\, or other documents related to employment with the State.",Retain for 1 year(s) after separation,Private,
24085,Division of Facilities Construction and Management,Thrift property records,1997-2002.,Numerical by case number.,"The Department of Facilities and Construction Management (DFCM) is responsible for selling certain real property assets that had been held by financial institutions. DFCM sold the properties and delivered funds to the General Fund of the State of Utah. These files contain the details of each property\, the history of each property\, the negotiations surrounding each property and sale of each property. These records document the State's role in the Thrift's Settlement Financing. Some files contain operation and maintenance costs of each property while held by the State of Utah. Other information includes real estate deeds\, title reports\, closing statements\, property tax notices\, purchase offers and additional data related to foreclosure on each property\, addresses\, previous owners and Thrift Property.",Retain for 16 year(s),Public,
80324,Division of Facilities Construction and Management,Construction project files,1912-,Alphanumerical by agency and project number.,"These records support the agency's function to construct state facilities. Case files document all building projects sponsored by the state and may include construction proposals\, contracts\, modifications\, contract change orders\, certificates of substantial completion\, and any related correspondence.,Case files documenting the construction of new buildings and the renovation of rented buildings for state use.",Permanent. Retain for 16 year(s) after case is closed,Public,125.6 cubic feet
17926,Division of Facilities Construction and Management,Expired leases,1974-,Alphabetical by department or city.,"These records verify leased space for the various government agencies in the state of Utah. This series is compiled when the leases are terminated. Information includes lessee\, lessor\, addresses\, costs\, lease terms\, and payment schedule.",Retain for 7 year(s),Public,
30071,Division of Facilities Construction and Management,Service contracts,2007-,Chronological.,"These are service contracts between the State and other companies for building maintenance across the state\, such as janitorial services\, snow removal service\, and trash removal service.",Retain for 7 year(s) after expiration of contractual agreement,Public,
30194,Division of Facilities Construction and Management,Capitol projects and events photographs,1978-ca. 1981.,Generally chronological.,"These records document the organization and reorganization of governmental entities. Information includes history\, functional information\, geographical boundaries\, organizational files and related records.",,Public,0.20 cubic foot