Navigation Menu
- Generator Availability Data System (GADS) - Reports & Backup
- U.S. Energy Information Administration (EIA) Reporting
- Production and Generation Trend Reports
- Daily Production Logs
- Operator Logs
- Plant Operating Procedures and Guidelines
- Calibrations
- Process Controls - Programs and Code
- Lubrication Database
- Regulatory Decision Records - Non Permit Related
- Regulatory Correspondence - Non-Permit Related
- Backflow Prevention Program Records
- Primacy Fee Reports and Data
- Data and Other Records Required by Current Environmental Permits
- Air Emission Compliance Tests
- National Pollution Discharge Elimination System (NPDES)
- Non-Permit Required Sampling Results
- Spill Prevention Control and Countermeasure (SPCC) Plan
- Labor Relations Documents (Meet & Confer)
- Attendance Summaries
- Departmental Family Medical Leave (FMLA) Paperwork
- Utility Locate Documents
- Underground Utility Maps
- Utility System One Line Drawings
- Planning, Coordination and Other Utility Maps
- Photos-Historical Value
- Personnel Photos
- Underground Utility Construction, Project and Maintenance Photos
- Departmental Presentations
- Manager/Supervisor Meeting Documents
- Facility/Personnel Security
- Tour Records
- Job Site Safety Inspections & Audits
- Safety Chats/Toolbox Meeting Records (ST-53)
- Job Safety Analysis (JSA)
- Safety Related Permits and Inspections
ITEM NUMBER
ENERGY, COMMODITIES, OPERATIONS & MAINTENANCE
1. Generator Availability Data System (GADS) - Reports & Backup
This reporting is required by the North American Electric Reliability Corporation. The database is used to collect, record, and retrieve operating information for improving the performance of electric generating equipment.
Authorized Retention:
Retain for reference value not to exceed five (5) years; then destroy.
2. U.S. Energy Information Administration (EIA) Reporting
Monthly reports required by the EIA regarding electric generation and fuels.
Authorized Retention:
Retain for reference value not to exceed five (5) years; then destroy.
3. Production and Generation Trend Reports
These reports quantify the daily, monthly and annual production, commodity, and purchased power data for the MU Power Plant, Chilled Water, and Potable Water Wells. These reports also calculate the production efficiencies.
Authorized Retention:
Retain for administrative value; then send to Campus Archives.
Production log sheets, daily totals, etc. that feed into permanent production reports.
Authorized Retention:
Retain for reference value not to exceed one (1) year; then destroy
All operator log books, electronic data, notes, and other documents related to the day to day operation of energy production equipment.
Authorized Retention:
Retain for administrative reference value not to exceed one (1) year; then destroy.
6. Plant Operating Procedures and Guidelines
All documents related to the operation of production equipment, including but not limited to start-up and shut down procedures, dispatch and layup.
Authorized Retention:
Retain until superseded; then destroy.
All records pertaining to the calibration of electronic instruments, scales, and meters which are not related to continuous emissions monitoring equipment covered in 77-134-14 below.
Authorized Retention:
Retain for three (3) years; then destroy.
8. Process Controls - Programs and Code
All electronic and hard copies of process controls including but not limited to program code and ladder diagrams.
Authorized Retention:
Retain until superseded; then destroy.
All data related to current lubrication specifications and requirements for production equipment
Authorized Retention:
Retain until superseded; then destroy.
ENVIRONMENTAL
GENERAL
10. Regulatory Decision Records - Non Permit Related
Final request to and records documenting a decision made regarding environmental compliance made by a regulatory agency.
Authorized Retention:
Retain a copy in department for reference value not to exceed five (5) years; then destroy. Send official copy to Environmental Health and Safety (EHS).
11. Regulatory Correspondence - Non-Permit Related
All correspondence, notes, and calculations leading up to a request for an environmental compliance decision made by a regulatory agency.
Authorized Retention:
Retain copy for reference value not to exceed two (2) years; then destroy.
POTABLE WATER
12. Backflow Prevention Program Records
All documents and electronic records related to the installation, replacement, maintenance, and testing of backflow prevention devices.
Authorized Retention:
Retain a copy in department for five (5) years; then destroy. Record activities in preventative maintenance system and forward original documents immediately to EHS.
13. Primacy Fee Reports and Data
Documents related to the annual primacy fee paid to the èßäapp Department of Natural Resources (MDNR) for potable water testing services.
Authorized Retention:
Retain a copy for reference value not to exceed two (2) years; then destroy. Send official copy to EHS.
AIR
14. Data and Other Records Required by Current Environmental Permits
All documents including but not limited to: Calibrations, accuracy tests, and certifications related to the continuous emissions monitors located in the power plant. Third party air emissions tests, compliance testing, and operational testing. Emergency generator and engine data including fuel records. Fuel analyses. Title V air inspections and opacity observations. Boiler and combustion turbine monitoring reports. Combustion ash analytical test results.
Authorized Retention:
Retain in Energy Management for five (5) years; then destroy.
15. Air Emission Compliance Tests
All test data required by regulatory agencies and/or permit requirements.
Authorized Retention:
Retain a copy in department for reference value not to exceed five (5) years; then destroy. Official copy to EHS for 25 years.
STORMWATER
16. National Pollution Discharge Elimination System (NPDES)
All stormwater sampling results and reports related to MU NPDES permit for the Power Plant site.
Authorized Retention:
Retain a copy in department for reference value not to exceed two (2) years; then destroy. Send official copy to EHS.
17. Non-Permit Required Sampling Results
All stormwater sampling results not required by NPDES permit.
Authorized Retention:
Retain for reference not to exceed two (2) years; then destroy.
18. Spill Prevention Control and Countermeasure (SPCC) Plan
SPCC plan and required records required by the plan such as training and inspections. (Official Copy EHS)
Authorized Retention:
Retain superseded copy for three (3) years; then destroy.
HUMAN RESOURCE
19. Labor Relations Documents (Meet & Confer)
Notes, e-mails, and copies of official Meet and Confer documents.
Authorized Retention:
Keep copies for reference value not to exceed three (3) years; then destroy.
Electronic and hard copy records of attendance summaries and leave balances.
Authorized Retention:
Retain for three (3) years; then destroy.
21. Departmental Family Medical Leave (FMLA) Paperwork
Copies of all FMLA paperwork kept for reference within the department. These files do not include employee medical information.
Authorized Retention:
Destroy department copy after leave is over - original in Human Resource Dept.
UTILITY DISTRIBUTION MAPPING
E-mails, hard copies, logs and other documents pertaining to underground utility locates
Authorized Retention:
Retain for one (1) year; then destroy.
All electronic and hard copy maps detailing underground utilities
Authorized Retention:
Retain until superseded - keep one copy for future reference and send one copy to Archives.
24. Utility System One Line Drawings
All electronic and hard copies of one-line system drawings used for operations and maintenance activities.
Authorized Retention:
Retain until superseded; then destroy.
25. Planning, Coordination and Other Utility Maps
All electronic and hard copy planning utility maps.
Authorized Retention:
Retain for reference value not to exceed five (5) years; then destroy.
PHOTOS, PRESENTATIONS & OTHER RECORDS
All digital and hard copy photos that are of historical value to MU.
Authorized Retention:
Retain for administrative value; then send to Campus Archives.
All digital and hard copy photos of employees that have worked for Campus Facilities - Energy Management.
Authorized Retention:
Retain for reference value not to exceed one (1) year after employees leave; then send to Campus Archives.
28. Underground Utility Construction, Project and Maintenance Photos
All digital photos or hard copy photos of underground utilities.
Authorized Retention:
Retain for one (1) year after life of utility or equipment; then send to Campus Archives.
29. Departmental Presentations
All presentation materials prepared by Campus Facilities - Energy Management staff, including hard copies, electronic files, and other electronic media.
Authorized Retention:
Retain for administrative value; then send to Campus Archives.
30. Manager/Supervisor Meeting Documents
These records document meetings held by department managers and supervisors to pass on routine department and University information to staff. These records may include but not limited to notices of upcoming training topics and dates, budget updates, reminders to complete activities or follow departmental procedures and updates on current performance numbers.
Authorized Retention:
Retain for reference value not to exceed five (5) years, then destroy.
31. Facility/Personnel Security
All records pertaining to the security inspections and surveillance equipment.
Authorized Retention:
Retain for reference value not to exceed two (2) years; then destroy.
All records pertaining to tours of Campus Facilities - Energy Management facilities.
Authorized Retention:
Retain for reference value not to exceed two (2) years; then destroy.
SAFETY RECORDS
33. Job Site Safety Inspections & Audits
Job site safety inspection forms and notes performed by Campus Facilities - Energy Management staff.
Authorized Retention:
Retain for one (1) year; then destroy.
34. Safety Chats/Toolbox Meeting Records (ST-53)
All ST-53 safety training forms and backup materials used for safety chats, meetings, etc.
Authorized Retention:
Retain copy for one (1) year; then destroy. Official copy at Campus Facilities – Administration.
Job safety analyses prepared by Campus Facilities - Energy Management staff.
Authorized Retention:
Retain copy for one (1) year; then destroy. Official copy at Campus Facilities – Administration.
36. Safety Related Permits and Inspections
All permits and inspection forms related to hot work, confined space, energized work, lock out tag out, scaffolds, lift trucks, Ariel lifts, cranes, etc. which are related to official MU policy.
Authorized Retention:
Retain for two (2) years; then destroy.
Reviewed 2019-08-05