911½ñÈÕºÚÁÏ

The Property Division have access to the O&M Viewer on Box which contains access copies of all manuals and associated drawings available in digital format dating back to circa 1990’s, with access provided to others internal and external to 911½ñÈÕºÚÁÏ upon request.

Contact the Records & Archives Officer for access

Any manuals retained in hard copy format only can be requested from the archive.

The Estates archive holds over 16,000 drawings relating to building fabric, structure, services and historic campus maps in hard copy, with an increasing quantity available for viewing in pdf format.

To request archive information, contact the Records & Archives Officer with your requirements and a search can be generated on the archives database to provide a schedule of related drawings, documentation and hard copy manuals as applicable to the request

The requester should review the schedule and highlight the records required for viewing.  These can then be delivered via Box in pdf format, scanned/photographed upon request or arrangements made to view the physical documentation.

Other historic documentation may be held in ACRU’s central archive, and requests can be forwarded for their attention as required.

The Records & Archives Officer should be notified of any construction or infrastructure related change or development to ensure that information is retained to comply with legislation (including but not limited to the Building Safety Act) and ongoing maintenance of our campuses.

Project files, using a standardised structure are set up using Box cloud storage to enable the Property Division to collaborate on projects; and can provide access to external project teams where required.

A project number should be registered, and the file set up as soon as records are being created. This should not wait until the project is approved, as early-stage records can hold vital evidence and as such should be retained in a managed system.

Refer to the for further details.

Provision of reliable information on changes to services and infrastructure is essential to ensure continued maintenance to our buildings and provide a background for future renovation works. The issue of record documents – which include Operation & Maintenance Manuals (O&Ms), As-built drawings, asset registers and 3D digital information – is a required deliverable of a construction project and should be issued formally by the Principal Contractor upon completion.  These should be produced to 911½ñÈÕºÚÁÏ agreed standards as per the following documents, which should be included within tender documentation:

Each team within the Division has responsibility for filing and retaining operational information to meet a variety of 911½ñÈÕºÚÁÏ policies and wider legislation.  This tab relates to all business records not related to specific construction projects.

The Records & Archives Officer is responsible for overseeing records processes to ensure their continued accessibility to meet with legislative compliance.  Each member of staff has individual responsibility for the retention of records they create and receive in line with these requirements.

Refer to the for further information; and contact the Records & Archives Officer to arrange induction training for new starters and if any refresher training would be of benefit for your team.

The Records & Archives Officer works closely with ACRU to ensure that project records are retained in line with 911½ñÈÕºÚÁÏ’s retention schedule. 

Manuals, drawings, surveys and other building information required for long term retention are retained in the Estates archive digital repository and hard copy files in designated archive storage areas.

Project filing is transferred to the digital repository upon financial closure.

Any other Property Division records/data of long-term value for business, legislative or cultural/historic value can be transferred to ACRU for retention in their digital repository.  Contact ACRU directly to arrange transfer of records, or alternatively the Records & Archives Officer can assist with any transfers.

Copies of records transferred to archive can be accessed upon request.

Accessing and identifying digital information is reliant on good file naming practice.  Increased use of cloud storage makes this even more essential to ensure files can be accessed across different platforms.

In summary:

• keep files short but meaningful
• use easily identifiable file names
• avoid repetition, multiple sub-folders and redundant characters in file paths
• numbers should include at least two digits (01, 02 etc and not 1,2,3) to enable chronological ordering of files

Refer to the for further details and the Records & Archives Officer can help with any queries on file naming best practice.

The following policy documents have been produced by the Records & Archives Officer to provide guidance on records management best practice and project record requirements.  

• (pdf, Property Division access only)
• (pdf, Property Division access only)
• (pdf, Property Division access only)
• (pdf)
• (pdf)
• (pdf)
• (pdf)

One-to-one or team training, in person or on Teams, can be provided upon request.

All new starters should receive induction on the division’s records requirements and the Property Division Box folder structure.

Contact the Records & Archives Officer to request training/induction or further guidance.