POLICY 9-3
CONSTRUCTION PROJECT FILES - MAINTENANCE AND MANAGEMENT

• Issued: 7-24-98
• Revised: 2-03
• Approved:
  

I. PURPOSE

To assure completeness of information and documentation for all construction projects, including Capital Construction, Controlled Maintenance, Emergency Maintenance and Fort Lewis College funded projects.

II. RESPONSIBILITIES

Original documents related to construction projects are generated by college staff members and various outside sources, including, but not limited to, architects, engineers, consultants, contractors, vendors and other governmental entities. These documents are normally routed to the Director of Physical Plant Services or other members of the Project Management staff for their review, action and/or approval. The Project Management staff is responsible for filing the documents in the appropriate section of the project files in accordance with the attached Project Filing Chart.

III. POLICY

College staff members who receive or generate documents related to current construction projects will ensure they are routed to Physical Plant Services Project Management office. The Project Management staff will maintain in their office the files for all active projects and completed projects. Completed projects that are no longer of current interest will be delivered to the archivist to be catalogued and stored. All documentation related to construction projects and capital acquisitions will be filed in accordance with the Fort Lewis College Records Management Manual by the archivist. The Fort Lewis College Records Management Manual may be accessed on the Internet at:

http://www.fortlewis.edu/acad-aff/swcenter/rmmanual/htm