6955 Maintenance of Records

  • The maintenance of adequate records is vitally important to the future facilities program within the district and to the resolution of any disputes that may arise regarding a construction project. 

    The superintendent shall keep all reports, documents and plans as they relate to an existing or proposed project. The records shall include copies of all correspondence relating to the project. The superintendent shall require from the architect, engineer, contractor or other parties at least the following, as they become available:

    1. Inspection and progress reports;
    2. Results from tests of material quality and composition, etc.;
    3. Drawings of buildings and sites;
    4. Conveyance records, title search, bond issuance records and any licenses and legal documents issued or executed pursuant to the project;
    5. Guarantees and warranties; and
    6. Other papers relevant to the project, such as the record of board resolutions.

    Cross Reference:
    Board Policy 6570       Data Management 

    Legal References:
    RCW 39.04.020         Plans and specifications – Estimates – Publications – Emergencies
             39.04.040         Work to be executed according to plans – Supplemental plans
             39.04.070         Account and record of cost
             39.04.080         Certified copy to be filed – Engineers' certificate
             39.04.100         Records open to public inspection – Certified copies

    ADOPTED: 05/13/1993
    REVISED: 04/23/98

6000 Policies