| 200834 |
Building Maintenance/Management: ADA Compliance Records
|
This series documents contacts regarding, and evaluations of, potential Americans with Disabilities Act (ADA) compliance issues pertaining to state-owned or -operated facilities and/or state-owned infrastructure. This series may include, but is not limited to: correspondence, evaluations, reports, and assessments. |
Retain 5 year(s) after closed |
Confidential Destruction |
|
9/10/2026 |
| 012223 |
Building Maintenance/Management: Custodial Records
|
Documents the supervision of custodial activities including but not limited to assignments, work responsibilities, checklists, inspections, reports and other related documents except fiscal and payroll. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 012226 |
Building Maintenance/Management: Elevator Inspections
|
Verifies the completion of required elevator inspections. |
Retain 3 year(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 100616 |
Building Maintenance/Management: Grounds Keeping Records
|
Documents the supervision of grounds keeping activities including but not limited to assignments, work responsibilities, checklists, inspections, reports and other related documents except fiscal and payroll. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 200809 |
Building Maintenance/Management: Inspections
|
This series documents the inspection of state or agency owned property and installed equipment not covered by another records series. This series may include, but is not limited to: inspections, photographs, recommended actions, and follow-up notes. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 100617 |
Building Maintenance/Management: Installed Equipment
|
Documents the installation, maintenance, service and history of building installed equipment. |
Retain until after equipment, facility, or property sold or no longer in use |
Non-confidential Destruction |
|
9/10/2026 |
| 012229 |
Building Maintenance/Management: Parking Records
|
Documents the assignment, control and use of parking spaces. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 100618 |
Building Maintenance/Management: Repair/Service Records
|
Documents requests for building repair or service work, including call records, work orders, actions and other related documentation except on installed equipment. |
Retain 3 year(s) after project completion |
Non-confidential Destruction |
|
9/10/2026 |
| 012232 |
Building Maintenance/Management: Space Utilization
|
Documents the assignment, control and use of offices, floor space, rooms or other facilities within assigned buildings, excluding fiscal records. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100619 |
Building Maintenance/Management: Warranty Files
|
Documents the manufacturer's/vendor's warranty to replace and/or repair defective materials or equipment. |
Retain 1 year(s) after expiration |
Non-confidential Destruction |
|
9/10/2026 |
| 200961 |
Construction Stormwater Permit Compliance and Inspections: Record Copy
|
This series documents the agency's record copy of responsibilities pertaining to compliance with Construction Stormwater General and Individual Permits permitted by the Virginia Department of Environmental Quality. This series may include, but is not limited to, inspections, correspondence, and compliance documentation. |
Retain 5 year(s) after expiration |
Non-confidential Destruction |
|
9/10/2026 |
| 012234 |
Environmental Protection: Hazardous Waste Reports
|
Documents preparation and filing of reports required by Virginia Administrative Code, 9VAC20-60-305. |
Retain 3 year(s) after event |
Non-confidential Destruction |
9VAC20-60-305
|
9/10/2026 |
| 012237 |
Environmental Protection: Medical Waste Records
|
Documents the authorized and proper disposal of medical waste as required by Virginia Administrative Code, 9VAC20-120-305. |
Retain 3 year(s) after event |
Non-confidential Destruction |
9VAC20-120-305
|
9/10/2026 |
| 012236 |
Environmental Protection: Other Waste Disposal Records
|
Documents any activities related to waste disposal not otherwise listed on this schedule. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 200848 |
Environmental Protection: Title V Air Emissions Permits
|
This series documents participation in the Title V Operating Permits Program as part of the Clean Air Act. This series includes, but is not limited to: applications, air permits, maintenance and monitoring reports, improvement plans, and supporting documentation. 40 CFR 64.9(b)(1); 9VAC5-80-110 |
Retain 5 year(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 012235 |
Environmental Protection: Transportation Manifests
|
Documents the authorized and proper transportation of hazardous waste as required by Virginia Administrative Code, 9VAC20-60-430. |
Retain 3 year(s) after event |
Non-confidential Destruction |
9VAC20-60-430
|
9/10/2026 |
| 012240 |
Equipment Maintenance: Maintenance Reports
|
Documents the status of equipment in use by the agency. |
Retain until after event |
Non-confidential Destruction |
|
9/10/2026 |
| 100620 |
Equipment Maintenance: Repair and Service Records
|
Documents the repair and service history of non-automotive and non-installed equipment owned by the agency.. |
Retain until after equipment, facility, or property sold or no longer in use |
Non-confidential Destruction |
|
9/10/2026 |
| 012239 |
Equipment Maintenance: Technical Reference and Maintenance Publications
|
Collects technical reference material needed to use, maintain, supply and repair agency owned equipment. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 012242 |
Equipment Maintenance: Warranty Files
|
Documents the manufacturer's/vendor's warranty to replace and/or repair defective equipment. |
Retain 1 year(s) after expiration |
Non-confidential Destruction |
|
9/10/2026 |
| 200962 |
Erosion and Sediment Control and Stormwater Management: Certifications (Record Copy)
|
This series documents certification of persons in accordance 9VAC25-850 -Virginia Erosion and Sediment Control and Stormwater Management Certification Regulations. This series may include, but is not limited to, certificates and correspondence. |
Retain 1 year(s) after expiration |
Non-confidential Destruction |
|
9/10/2026 |
| 200816 |
Property Usage and Lease Agreements
|
This series documents the temporary transfer of the use of agency property to another agency or the lease of agency property to private individuals or entities, including agency recommendations and Governor approvals. This series may include, but is not limited to, agreements, leases, and correspondence |
Retain 15 year(s) after closed |
Confidential Destruction |
COV 2.2-1155
|
9/10/2026 |
| 100621 |
Real and Rental Property: Construction Contract Administration
|
This series documents agency actions in supervision of construction or renovation contracts. This series may include, but is not limited to, correspondence and supporting documentation. |
Retain 5 year(s) after decision |
Non-confidential Destruction |
|
9/10/2026 |
| 012222 |
Real and Rental Property: Construction Plan Reviews
|
This series documents an agency's actions to prepare for construction or renovation projects. This series may include, but is not limited to, preliminary plans, drawings, and specifications. |
Retain 1 year(s) after project completion |
Non-confidential Destruction |
|
9/10/2026 |
| 012230 |
Real and Rental Property: Construction Project - Requests, Justifications, and Rankings
|
This series documents the agency's actions to obtain authorization and funding for Capital Outlay Projects. This series may include, but is not limited to, correspondence and supporting documentation. |
Retain 5 year(s) after project completion |
Non-confidential Destruction |
COV 2.1-51.31
|
9/10/2026 |
| 012228 |
Real and Rental Property: Leases
|
This series documents an agency's attempts to negotiate a lease. This series may include, but is not limited to, correspondence and supporting documentation. |
Retain 5 year(s) after expiration |
Confidential Destruction |
|
9/10/2026 |
| 012221 |
Real Property: Construction As-Built Plans, Specification, Drawings, Plans and Maps
|
Documents the end result of agency construction and renovation projects. Refer to the Construction and Professional Services Manual, issued by the Department of General Services, for further instructions. |
|
Permanent, Archives |
|
9/10/2026 |
| 012224 |
Real Property: Deeds - Recorded
|
Documents ownership of real property. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 012225 |
Real Property: Deeds - Unrecorded
|
Documents ownership of real property. |
|
Permanent, In Agency |
|
9/10/2026 |
| 012233 |
Real Property: Surplus Property Disposal
|
Documents the reporting and disposal of surplus real property. |
Retain 3 year(s) after last action |
Non-confidential Destruction |
COV 2.1-505
|
9/10/2026 |
| 100622 |
Reproduction: Mailing Lists
|
Documents creation of special purpose mailing lists for routine distribution of printed materials. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 012246 |
Reproduction: Management Files
|
Documents the routine management of an agency printing/duplication shop. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 100623 |
Reproduction: Printing Masters, Art Works, Specifications and Layouts
|
Documents the planning and layout of complex printing requirements. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 012245 |
Reproduction: Printing/Duplication Job Orders - Requestor Copy
|
Documents agency requests for printing/duplication, either internal or external, excluding purchase orders. |
Retain 1 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 012243 |
Reproduction: Printing/Duplication Job Orders - Shop Copy
|
Documents work requested of and/or completed by an agency run printing or duplication shop. Series includes printing order, planning files, receipt documents and other supporting material. Refer to General Records Retention and Disposition Schedule No. GS-102, Fiscal Records for retention guidelines on payment records. |
Retain 1 year(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 012247 |
Risk Management: Insurance Claims
|
Documents the filing of claims by the agency or against the agency's insurers. |
Retain 2 year(s) after event |
Non-confidential Destruction |
|
9/10/2026 |
| 012248 |
Risk Management: Insurance Policies
|
Documents the insurance status of an agency. |
Retain 5 year(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 201007 |
Security: Security and Surveillance Recordings
|
This series documents the monitoring of buildings and government-owned vehicles or areas for security purposes. This series may include, but is not limited to, audio or video recordings in electronic or magnetic format. |
Retain 1 year(s) after event |
Non-confidential Destruction |
|
9/10/2026 |
| 200734 |
Security: Visitor Access Control Records
|
This series documents visitor access to specific buildings, departments, rooms, or areas. This series may include, but is not limited to: access lists, sign-in sheets, logs, registers, screenings, instruction books, and emergency contacts. |
Retain 6 month(s) after no longer administratively useful |
Confidential Destruction |
|
9/10/2026 |
| 012249 |
Stockroom/Warehouse: Issue/Delivery Records
|
Documents the issue or delivery of supplies to users within the agency. |
Retain 6 month(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 012250 |
Stockroom/Warehouse: Receiving Records - Accounting Copy
|
Documents the receipt of goods from vendors and/or common carriers. |
Retain until after decision |
Non-confidential Destruction |
|
9/10/2026 |
| 100624 |
Stockroom/Warehouse: Receiving Records - Other Copies
|
Documents the receipt of goods from vendors and/or common carriers. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 012251 |
Stockroom/Warehouse: Signature Card/Authority Files
|
Documents the authority of an individual to receive, accept and sign for supplies and equipment for internal units of the agency. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 012252 |
Stockroom/Warehouse: Stock Control/ Usage Records
|
Documents the on-hand balances, status, usage, issuance and reorder of stocks of supplies stored for issue by the stockroom or warehouse. |
Retain 6 month(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 012253 |
Stockroom/Warehouse: Stock Locator Records
|
Document the assignment of and location of stocks of inventories maintained on hand by the stockroom or warehouse. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
