Draft 1 - RGU: Master Retention Schedule (MaRS) November 2008 38. Project Management The function of managing projects. The original copy of the records in this section will be held by and. Some records will be held by the Principal s Office and Estates Department where indicated and where appropriate. Please note that project managers and other people involved in the projects must always be consulted before any decision is made based on the recommendations in the Master Retention Schedule. The retention of project records depends on the nature of the project, its impact on the University and if there is any legislation or other requirement governing the retention of particular project documents. Ref Description Retention Ownership Reason Action 38.1-5 Please see 0. General, which relates to the retention of the University s Project Management Strategy, Policy and Procedures 38.6 Project Proposals Approved project proposals project + 10 Rejected or deferred project proposals project + 5 38.7 Project Initiation Document (PID) Project Initiation Document (PID) and supporting documentation, including business cases project + 10 Note: PIDs and supporting documentation, projects, may be retained for a 38. Project Management: page 1 of 6
38.8 Feasibility Studies Feasibility study reports Issue of report + 10 Feasibility study draft reports Last draft report + 2 Feasibility study working Last paper + 2 papers Feasibility study correspondence 38.9 Plans and Specifications Statements of requirements, operational requirements, technical plans and resource project + 5 plans Provisional/proposed plans and specifications Final plans and specifications Variations of plans and specifications project + 10 project + 10 project + 10 Draft 1 - RGU: Master Retention Schedule (MaRS) November 2008 longer period of time or Note: feasibility study records, projects, may be kept for a longer period of time or 38. Project Management: page 2 of 6
Draft 1 - RGU: Master Retention Schedule (MaRS) November 2008 38.10 Contracts and Agreements Contracts under seal Other contracts End of contract + 12 End of contract + 6 Principal s Office Principal s Office Ownership of Title deeds property Estates Department Last paper + 6 Correspondence 38.11 Contractor Records Approved contractor Issue + 1 year nominations Rejected contractor Issue + 1 year nominations When new list is Approved contractor list issued 38. Project Management: page 3 of 6
Draft 1 - RGU: Master Retention Schedule (MaRS) November 2008 Removals/suspensions End of project + 6 38.12 Tender Boards Record of sets of papers End of project Other copies of tender board Last paper + 1 papers year Department Working papers Last paper + 2 Minute of meetings 38.13 Maps, Plans, Drawings and Photographs Master set project + 10 Working copies End of project Other copies 38.14 Financial Documents Financial documents, including investment appraisals project + 6 Note: records projects may be kept for a longer time or 38. Project Management: page 4 of 6
38.15 Records of Equipment and Supplies Equipment and Supplies project + 6 38.16 Land records Allocation Procurement/disposal When land is released for other purposes Date of disposal + 12 Estates Department Draft 1 - RGU: Master Retention Schedule (MaRS) November 2008 38.17 Human Resources Please see 29. Human Resources Management 38.18 Health and Safety Please see 25. Health and Safety Management 38.19 Project Boards and Assessment Meetings Minutes Correspondence Date of last paper + 5 Note: records projects may be kept for a longer period of time or 38.20 Reports (stage assessments, quality reviews, highlight reports and GANTT charts) Interim Issue + 5 38. Project Management: page 5 of 6
Final Issue + 5 Evaluation Issue + 5 Draft End of project 38.21 Project Descriptions Project descriptions project + 5 38.22 Project Operating Manuals 5 Project operating manuals 38.23 Miscellaneous Records Miscellaneous records, including copies of documentation from other projects; information on products, equipment and machinery; training courses and correspondence project + 2 Draft 1 - RGU: Master Retention Schedule (MaRS) November 2008 38. Project Management: page 6 of 6