Facilities

Type: General Class of Records

Description: Records relating to internal initiatives intended to ensure effective construction and renovation of Hospital property, including buildings and other structures, through analysis of, and compliance with, all issues that may affect the actual work.

This is performed prior to the construction or renovation work actually being undertaken. May include information on floor load capacity, space planning, need for ventilation, and other design requirements.

Documents may include project proposals, structural investigation reports, feasibility studies, preventative maintenance studies, noise and signage studies, consultant selection criteria, staffing layout plans, detailed needs analysis reports, and copies of capital budget statements.

Division: Facilities

Retention and disposal: To be determined.

Type: General Class of Records

Description: Records relating to construction and renovation of Hospital properties. Documents may include renderings for specification guidelines, reports, commentary, guidelines, architectural and engineering drawings, consultant reports, land appraisals, photographs, material and environment testing reports, and building phase reports.

May also include copies of contracts, building permits, and insurance damage claims.

Division: Facilities

Retention and disposal: To be determined.

Type: General Class of Records

Description: Records relating to the ongoing and scheduled maintenance of Hospital buildings and property. May include such things as information on property maintenance services and building and elevator inspections, inspection reports, preventive maintenance reports, maintenance logs, copies of work orders, copies of contracts and supporting agreements, and correspondence.

Division: Facilities

Retention and disposal: To be determined.

Type: General Class of Records

Description: Records relating to determining workplace space requirements, planning and implementing moves of office equipment and employees to different locations, and designing and implementing workplace consolidation initiatives.

May include information relating to space allocation, and corporate organizational moves. Documents may include reports and statistics concerned with current and future space accommodation requirements, expansion plans, space inventories, move schedules, floor plans for all move stages, detailed needs analyses of client groups impacted by moves, copies of committee minutes and agendas, and all supporting correspondence.

Division: Facilities

Retention and disposal: To be determined.

Type: General Class of Records

Description: Records relating to the physical security of Windsor Regional Hospital properties and facilities. Security measures are intended to guard against damage and unauthorized intrusion and to ensure personal safety.

May include information on identification tags, security and alarm systems, authorized use of keys and access cards, Guard Daily Activity reports, fire plans and safety documentation, Code occurrence reports and security supervisor reports.

Division: Facilities

Retention and disposal: To be determined.

Type: General Class of Records

Description: Video surveillance records relating to the physical security of Hospital buildings, properties, land, and facilities.

Video recordings are used to guard against damage, unauthorized intrusion, and to ensure personal safety. This class of records includes only the video recordings (regardless of medium) themselves.

Division: Facilities

Retention and disposal: Electronic records only: 7 days then destroyed.

Type: General Class of Records

Description: This class governs records tracking or logging video surveillance recordings. The physical security of Windsor Regional Hospital buildings, properties and facilities uses video recordings to guard against damage, unauthorized intrusion, and to ensure personal safety.

This class of records includes only the logbooks, inventories, and accompanying control data, e.g., from tracking systems.

Division: Facilities

Retention and disposal: To be determined.

Type: General Class of Records

Description: Records relating to obtaining and issuing leases, which convey the right to use, possess, or control property belonging to another party in exchange for financial compensation. Leases allow the Hospital to use properties, facilities, and vehicles belonging to external organizations on a temporary or ongoing basis. Also includes information on the Hospital leasing out its own properties to other parties.

Documents may include copies of financial arrangements, draft and approved lease agreements, applications for property transfer, memoranda of understanding, and supporting correspondence.

NOTE: Leases do not convey permanent ownership rights. .

Division: Facilities

Retention and disposal: To be determined.

Type: General Class of Records

Description: Records relating to studies of environmental issues and impacts. These assessments are required by legislation and are responsible for determining the state of the current environment and the impacts that development activities might have on it.

Includes information relating to soil, water, air, and other environmental issues. Documents include studies and reports, environment planning documents, engineering plans, and correspondence.

Division: Facilities

Retention and disposal: To be determined.

Type: General Class of Records

Description: Records relating to the operations and administration of Hospital parking areas. May include information on disabled parking spot reservations, fire routes and parking facilities.

Division: Facilities

Retention and disposal: To be determined.