CIP Files Discussion

Agenda

Convenience vs. Master for CIP Project Files

Proposing to treat current CIP project files as master project files similar to hallway files and 
  personnel files

• There can be more than one master copy in two different offices.
• Different files are maintained by System, CPFM, Accounting.
• Office consistency with multiple users/doc owners

Storage Space on Meridian

Possible archiving after completion end date is set; Nicole to manage incoming docs

 Official Project End Date and Process

+ 11 years

Master Only Designation in Meridian, if needed

Minutes

Attendees: Shannon, Beth, Anissa, Nicole

Meridian storage and backup capacity?

Building construction project files – contracts no longer being signed by Pat.

Paper records considered the Master. Going forward, we have only convenience copies.

System and CPFM keep their Building Construction Project files for 11 years + substantial completion date.

Andy Gordon – substantial completion dates

Maryrose and archived IRS docs à still being archived? Accessing them once they’ve been archived?

None of invoice itself kept now – if for some reason the IRS didn’t have a document, Anissa could go into OFPC’s system and reprint. Unknown how long OFPC keeps theirs.

Date IRS started scanning: 1998 or 1999