Facilities Management Records UK

Description of Business Function

The function of managing the organisation’s indoor and outdoor facilities.

Basis of Retention and Disposition

Unless there are specific statutory obligations – such as the Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 – the retention period for Facilities Management Records is derived from the appropriate limitation period for legal action (including latent damage for actions relating to property) where the work is undertaken by external contractor or there is a health, safety or environmental consideration. Where the work is of a rouine internal nature then perhaps base retention upon the peirod that records would need to be kept for internal audit purposes.

At the end of the retention period after they are superseded, then securely destroy unless there is any current or pending Legal, Compliance or Tax Hold to which they relate. However, consider keeping indefinitely for any enduring reference value or evidence of process.

Please see also the rules for Estates Management records.

Please see also the rule for Health and Safety equipment monitoring.

Please also see the CCTV Records page of the wiki.

Retention Rules Per Record Type

Record Type Minimum Retention Period Rationale
External Contractor Maintenance, Repairs Contract End + 15 years (20 years in Scotland) 15 years long stop within the Limitation Act 1980 (c. 58, s. 14B) for latent damage for actions relating to property or The Prescription and Limitation (Scotland) Act 1973
Routine Internal Repairs – Preventative Maintenance Plans Current Year + 3 years Based on business need for reference and a typical internal audit requirement to keep for 3 years
Routine Internal Repairs – Works Orders Work completed + 3 years Based on business need for reference and a typical internal audit requirement to keep for 3 years
Routine Internal Records – Security and surveillance records Current Year + 3 years Based on business need for reference and a typical internal audit requirement to keep for 3 years
Routine Internal Records – Catering records Current Year + 3 years Based on business need for reference and a typical internal audit requirement to keep for 3 years
Plant and Equipment Tests – Air Life of equipment + 6 years Good practice based on Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period
Plant and Equipment Tests – Alarms Life of equipment + 6 years Good practice based on Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period
Plant and Equipment Tests – Dry risers Life of equipment + 6 years Good practice based on Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period
Plant and Equipment Tests – Electrical Life of equipment + 6 years Based on Electricity at Work Regulations 1989 plus standard 6 year legal limitation period
Plant and Equipment Tests – Emergency lighting Life of equipment + 6 years Good practice based on Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period
Plant and Equipment Tests – Fire extinguishers Life of equipment + 6 years Good practice based on Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period
Plant and Equipment Tests – Fireman’s switches Life of equipment + 6 years Good practice based on Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period
Plant and Equipment Tests – Gas Life of equipment + 6 years Good practice based on Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period
Plant and Equipment Tests – Lift Life of equipment + 6 years Based on Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period
Plant and Equipment Tests – Lightning protection Life of equipment + 6 years Good practice based on Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period
Plant and Equipment Tests – Roof fans Life of equipment + 6 years Good practice based on Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period
Plant and Equipment Tests – Sprinklers Life of equipment + 6 years Good practice based on Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period
Plant and Equipment Tests – Tropical Plants Life of plant + 6 years Good practice based on Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period
Plant and Equipment Tests – Water hygiene, temperature and humidity Life of equipment + 6 years Good practice based on Electricity at Work Regulations 1989 and Lifting Operations and Lifting Equipment Regulations 1998 plus standard 6 year legal limitation period

Citations

Please also see Buildings records retention and disposal schedule published by The National Archives http://www.nationalarchives.gov.uk/documents/information-management/sched_buildings.pdf

Health & Safety executive, ‘Memorandum of guidance on the Electricity at Work Regulations 1989’, “69 Records of maintenance, including test results, preferably kept throughout the working life of an electrical system will enable the condition of the equipment and the effectiveness of maintenance policies to be monitored. Without effective monitoring, dutyholders cannot be certain that the requirement for maintenance has been complied with”

Lifting Operations and Lifting Equipment Regulations 1998 s.11 Keeping of information, “(2) The employer shall ensure that the information contained in— (a)every report made to him under regulation 10(1)(b) is kept available for inspection— (i)in the case of a thorough examination under paragraph (1) of regulation 9 of lifting equipment [before being put into service] other than an accessory for lifting, until he ceases to use the lifting equipment; (ii)in the case of a thorough examination under paragraph (1) of regulation 9 of an accessory for lifting, for two years after the report is made; (iii)in the case of a thorough examination under paragraph (2) of regulation 9 [safety of lifting equipment depends on the installation conditions], until he ceases to use the lifting equipment at the place it was installed or assembled; (iv)in the case of a thorough examination under paragraph (3) of regulation 9 [exposure to conditions causing deterioration ], until the next report is made under that paragraph or the expiration of two years, whichever is later; (b)every record made under regulation 10(2) [inspection records] is kept available until the next such record is made.”

Limitation within UK aside from Scotland:

Limitation Act 1980, c. 58, s. 14 (b) (1), Actions in respect of latent damage not involving personal injuries i.e. relating to property and work of contractors: “An action for damages for negligence, other than one to which section 11 of this Act applies, shall not be brought after the expiration of fifteen years from the date (or, if more than one, from the last of the dates) on which there occurred any act or omission— (a)which is alleged to constitute negligence; and (b)to which the damage in respect of which damages are claimed is alleged to be attributable (in whole or in part)”.

There are similar limitation periods within the The Limitation (Northern Ireland) Order 1989 – 6 years for a simple contract within section 4, and 12 years for an instrument under seal within section 15, and 15 years for Overriding time limit for negligence actions not involving personal injuries in section 12.

Limitation Within Scotland:

The Prescription and Limitation (Scotland) Act 1973, SCHEDULE 1, Obligations Affected by Prescriptive Periods of Five Years under Section 6, “1Subject to paragraph 2 below, section 6 of this Act applies—S (a)to any obligation to pay a sum of money due in respect of a particular period— (i)by way of interest; (ii)by way of an instalment of an annuity; (iii)by way of feuduty or other periodical payment under a feu grant; (iv)by way of ground annual or other periodical payment under a contract of ground annual; (v)by way of rent or other periodical payment under a lease; (vi)by way of a periodical payment in respect of the occupancy or use of land, not being an obligation falling within any other provision of this sub-paragraph; (vii)by way of a periodical payment under a land obligation, not being an obligation falling within any other provision of this sub-paragraph;”

The Prescription and Limitation (Scotland) Act 1973, “7 Extinction of obligations by prescriptive periods of twenty years. S(1)If, after the date when any obligation to which this section applies has become enforceable, the obligation has subsisted for a continuous period of twenty years— (a)without any relevant claim having been made in relation to the obligation, and (b)without the subsistence of the obligation having been relevantly acknowledged, then as from the expiration of that period the obligation shall be extinguished” “2)This section applies to an obligation of any kind (including an obligation to which section 6 of this Act applies), not being an obligation [to which section 22A of this Act applies or an obligation] specified in Schedule 3 to this Act as an imprescriptible obligation [or an obligation to make reparation in respect of personal injuries within the meaning of Part II of this Act or in respect of the death of any person as a result of such injuries.]”

See also the Estates and Engineering section within the NHS Code of Practice for Records Management

See also The National Archives Records Management retention scheduling for Building Records

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