Common Schedule - Capital Assets

Financial Services, Capital Asset Management, is the Office of Record for all authorization, transactional and destruction records pertaining to Capital Assets. Unique records pertaining to the strategic planning and implementation of large scale capital projects, such as systems, facilities, and major renovations, will be found in multiple offices and should be retained by all stakeholders.

Click here for a printable version of the Capital Assets Common Schedule. All documents referenced on this webpage are available in alternate formats, upon request.  Please contact us at, or 204-474-7559.

Management of Capital Assets
Projects and Planning

ASSETS-010 (Management of Capital Assets)

This series contains records related to the management of physical assets, including buildings, furniture, keys and permanent fixtures. Records can be divided into the following sub-sets:


ASSETS-011: Copies of legal documents related to the purchase, transfer and sale of assets; lease or rental agreements; policy and procedures; plans and specifications.

Retention for ASSETS-011: Obsolete + 1 Year, then Destroy

Example: The lease for a piece of equipment within your department ended on April 1, 2010 but it continued to be used until November 15, 2013 when it was replaced by new equipment. The records pertaining to the obsolete equipment, including the lease records, can be confidentially destroyed on November 16, 2014.

Download a Requisition to Destroy Records (RDR) form for ASSETS-011.

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ASSETS-012: Maintenance records documenting service and repairs; minor office/room renovations; current and future plans; asset inventories (not including IT equipment).

Retention for ASSETS-012: Completion, End of Use, End of Warranty, or Replacement of Asset + 3 Years, then Destroy

Example: Minor repairs took place within an office, which created work orders and other maintenance records. Three years after the minor repairs were completed, these records can be confidentially destroyed.

Download a Requisition to Destroy Records (RDR) form for ASSETS-012.

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ASSETS-013: Routine records related to the day-to-day operation and management of assets, including key and room allocations, furniture deployment and permanent fixtures.

Retention for ASSETS-013: Completion of Academic Year + 2 Years, then Destroy

Example: Your office maintains an electronic or paper list of keys allocated throughout the department for the 2013-2014 academic year. The list (whether electronic or paper) can be destroyed or deleted at the end of August 2016.

Download a Requisition to Destroy Records (RDR) form for ASSETS-013.

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ASSETS-020 (Projects and Planning)

This series contains records related to the planning and development of new capital assets in terms of new buildings, new systems and infrastructure, whether the project was completed or not. The series also includes planning for major (building wide) renovations for existing infrastructure, as well as project management documentation for the approved projects.

Retention for ASSETS-020: Completion or Termination of the Project + 10 Years, then Transfer to Archives for selection

Example: All project management records and related documents for the renovation of a building on campus can be transfered to Archives for selection 10 years after the completion date of the project.

Download a Requisition to Transfer Records (RTR) form for ASSETS-020.

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Last Updated: August 8, 2017

Click on the links below to view the detailed schedule description and retention period:

Capital Assets - Management of Capital Assets, Projects and Planning

Community Life - University or Faculty Events

External Relations and Services - Marketing and Promotional Materials, Donor, Vendor, Publicity and Patient Files

Finance - Supplies, Grants and Awards, Endowment Administration and General Accounting

Governance and Administration - Governance, Accreditation, Committee Files, Department Process Manuals

Human Resources - Personnel Files, Recruitment, Promotion and Tenure, Staffing Management and Payroll Authorization

Legal - Contracts and Agreements, Legal Advice, Standard Waivers, University Forms

Student Services - Faculty/Department/Program Student Files, Criminal Records Check

Teaching and Learning - Exam Administration, Course and Curriculum Files, Academic Planning, Outreach and Training, Teaching Evaluations and SEEQs