OAR Chapter 166 — Secretary of State, Archives Division

Division 1 PROCEDURAL RULES

Or. Admin. R. 166-001-0000 Notice Rule for Rulemaking

Prior to the adoption, amendment, or repeal of any permanent rule, the State Archivist shall give notice of the proposed adoption, amendment, or repeal:

(1) In the Secretary of State’s Bulletin referred to in ORS 183.360 at least 21 days prior to the effective date.

(2) By mailing a copy of the Notice to persons on the State Archivist’s mailing list established pursuant to ORS 183.335(8) at least 28 days before the effective date of the rule.

(3) By mailing or furnishing a copy of the Notice to the following persons, organizations, or publications:

(a) Oregon State Bar Bulletin;

(b) Association of Oregon Counties Bulletin;

(d) Oregon Historical Society.

(e) The Associated Press;

(f) Capitol Press Room; and

(4) By mailing a copy of the Notice to the legislators specified in ORS 183.335(15) at least 49 days before the effective date of the rule.

History

Statutory/Other Authority: ORS 183 & 357.895
Statutes/Other Implemented: ORS 183
OSA 5-2003, f. & cert. ef. 11-24-03
OSA 4-1994, f. & cert. ef. 8-29-94
OSA 3, f. & ef. 11-21-75

Or. Admin. R. 166-001-0005 Model Rules of Procedure

The State Archivist adopts the Attorney General’s Model Rules of Procedure under the Administrative Procedures Act, dated July 1, 2014.

[ED. NOTE: The full text of the Attorney General’s Model Rules of Procedure is available from the office of the Attorney General or Archives Division.]

History

Statutory/Other Authority: ORS 183
Statutes/Other Implemented: ORS 183
OSA 2-2015, f. & cert. ef. 8-3-15
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 4-2006, f. & cert. ef. 10-12-06
OSA 5-2004, f. & cert. ef. 11-1-04
OSA 4-2001, f. & cert. ef. 5-22-01
OSA 3-1994, f. 7-14-94, cert. ef. 7-15-94
OSA 1-1991, f. & cert. ef. 12-5-91
OSA 1-1988, f. & cert. ef. 8-10-88
OSA 2-1986, f. & ef. 3-17-86
OSA 4, f. & ef. 4-21-76

Division 5 POLICY, PURPOSE, AND DEFINITIONS

Or. Admin. R. 166-005-0000 Policy

It is the policy of the State of Oregon to assure the preservation of records essential to meet the needs of the state, its political subdivisions and its citizens and to assure the prompt destruction of records without continuing value. Unlawful destruction of any public record, regardless of medium or physical format, is a crime punishable under the provisions of ORS 162.305. Public records may be created and retained in a variety of media and physical formats, including but not limited to paper, microfilm, sound recordings, video recordings, and electronic media, devices and recordkeeping systems.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192 & 357
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 5, f. 12-30-77, ef. 1-1-78

Or. Admin. R. 166-005-0005 Purpose

The purpose of these rules is to implement the provisions of ORS 192.005 to 192.170, and 357.825 to 357.895, by providing procedures for the orderly retention and disposition of public records, regardless of medium or physical format; specify standards for appropriate use of microforms and electronic records; specify standards for the protection and storage of public records; and specify rules for the use of the State Archives, State Records Center and Security Copy Depository. General Records Retention Schedules published as a part of these rules provide state and local agencies with the lawful authority to destroy or otherwise dispose of commonly occurring public records.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192 & 357
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 5, f. 12-30-77, ef. 1-1-78

Or. Admin. R. 166-005-0010 Definitions for Divisions 5 through 475

As used in these rules, "photocopy", "political subdivision", "public record", "public writings", and "state agency" are defined by ORS 192. As used in these rules unless otherwise required by context:

(1) "Accession" means to take into physical custody a group of records or other materials and to formally document their receipt.

(2) "Agency" when used alone means either a state agency or a political subdivision.

(3) "Exempt records" are public records that do not need to be disclosed under ORS 192.410.

(4) "Excluded records" are records which are excluded from the definition of public records by ORS 192.005(5) or other state or federal laws or rules.

(5) “Hard Copy” means a printout of data stored in a computer.

(6) "Local agency" means any officer, department, board, commission or institution created by or under the jurisdiction of a political subdivision of this state.

(7) "Official copy" is that version of a public record that has been designated by the agency as the record of a transaction or event, and which is subject to the requirements of laws, rules and the records retention schedule authorized by the State Archivist.

(8) "Permanent" public records are those deemed worthy of permanent preservation by the State Archivist and the official copy of permanent records must be retained in paper or in microfilm.

(9) "Records Management" means the planning, controlling, directing, organizing, training, promoting and other managerial activities involving the life cycle of information, including creation, maintenance (use, storage, retrieval) and disposal, regardless of physical form. Records management procedures are used to achieve adequate and proper documentation of state policies and transactions and effective and economical management of agency and organizational operations.

(10) "Records Officer" refers to the person designated by a state agency or political subdivision in accordance with ORS 192.105(2)(a). Records Officers organize and coordinate the agency’s Records Management Program. Records Officers also serve as their agency’s primary liaison with the State Archivist and receive training from the State Archivist in performing their duties. Typical duties include planning, controlling, directing, organizing, training, promoting the program, and other activities involving the life cycle of information including records scheduling, retirement, storage and destruction.

(11) "Record series" is an itemized listing on a records retention schedule which identifies a single record or a group of records for purposes of retention and disposition.

(12) "Records Retention Schedule" means a document produced and approved by the State Archivist listing the length of time a record needs to be kept for administrative, legal, fiscal or historic purposes. For state agencies this time represents both the minimum and maximum length of time a record must be kept. A records retention schedule approved by the State Archivist is an agency’s legal authorization to destroy public records. The State Archivist writes two types of records retention schedules. The first is a special schedule that is written for records unique to an agency, and the second is a general schedule representing those records that are common to most agencies.

(13) "Retention Period" means the length of time a public record must be retained as authorized by an applicable records retention schedule produced and approved by the State Archivist. Retention periods for state agency records are both a minimum and maximum retention meaning that the records must be destroyed when the retention has been met as long as there is no pending litigation and all audit requirements have been satisfied. Retention periods for local governments are required minimums only.

(14) "Security Copy Depository" is a storage and retrieval facility operated by the State Archivist for security copies of microfilm for state and local agencies. The depositing agency maintains custody of the records and all requests for access to the stored records are made through authorized persons of that agency.

(15) “Special District” is any unit of local government other than a city, county, state agency, board, commission, school, school district, educational service district, college, or university.

(16) "State Archivist" is the public employee who serves under the Secretary of State and who administers the Archives Division which operates the State Archives, the State Records Center and the Security Copy Depository (ORS 192 and 357).

(17) "State Records Center" is a storage and retrieval facility operated by the State Archivist for inactive records of state agencies. The depositing agency maintains custody of the records and all requests for access to the stored records are made through authorized persons of that agency.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2014, f. & cert. ef. 2-25-14
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 1-1986, f. & ef. 3-17-86
OSA 5, f. 12-30-77, ef. 1-1-78

Division 10 STATE ARCHIVES, STATE RECORDS CENTER, AND SECURITY COPY DEPOSITORY SERVICES

Or. Admin. R. 166-010-0000 General

The Archives Division, Office of the Secretary of State, is administered by the State Archivist. The State Archives accepts custody of permanently valuable public records and provides access to those public records in the official custody of the State Archivist. The State Records Center provides storage and retrieval services for inactive records of state agencies. The Archives Division also provides advice and assistance to state and local agencies, and operates the Security Copy Depository which is a storage and retrieval service for security copy microfilm from state or local agencies.

History

Statutory/Other Authority: ORS 192.070, 357.825(2) & 357.895
Statutes/Other Implemented: ORS 357.825, 357.835, 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 5-1992, f. 12-21-92, cert. ef. 1-1-93
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 5, f. 12-30-77, ef. 1-1-78

Or. Admin. R. 166-010-0006 Custody of Records

The Archives Division may accept custody of public records in accordance with ORS 357.825 or 357.835. The ownership of the records, transfers to the State Archivist upon acceptance into the State Archives. The State Archives accessions records in under the following conditions:

(1) Prior approval is required to deposit public records in the State Archives. These deposits will be done according to procedures, criteria and standards established by the State Archivist.

(2) Except as otherwise provided by ORS 357.835(2), official custody of all records of a state agency which is abolished or ceases to operate shall pass to the State Archivist.

(3) When the State Archivist has determined that public records, no longer required for the discharge of duties by the official custodian, are stored where they are no longer available for use or in conditions which endanger the public records, the State Archivist shall requisition them for transfer to the State Archivist’s custody if they are determined by the State Archivist to be of value.

(4) Public records in the State Archives are available for use in the Archives Building Reference room. Records may not be removed from the Archives Building, except as otherwise provided by law. Patrons shall use public records in the Reference Room, observing its rules, OAR 166-010-0015.

(5) When the State Archivist has determined that records in the custody of the State Archivist cease to be of value, the State Archivist may destroy the records.

History

Statutory/Other Authority: ORS 192.070, 357.825(2) & 357.895
Statutes/Other Implemented: ORS 357.825 & 357.835
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 5-1992, f. 12-21-92, cert. ef. 1-1-93
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 5, f. 12-30-77, ef. 1-1-78

Or. Admin. R. 166-010-0015 State Archives Reference Room Rules

Patrons shall observe the following rules for the protection and control of records:

(1) Patrons shall register and shall furnish current and valid government-issued photo identification to use public records in the State Archives.

(2) Patrons shall only use a pencil when making notations, shall not mark public records, and shall maintain the original order of the public records consulted.

(3) No person shall smoke, drink or eat in the Reference Room.

(4) Patrons shall notify the staff when their work is completed.

(5) Patrons shall not remove from the Reference Room public records or other materials in the official custody of the State Archivist.

(6) Patrons shall not alter, mutilate or otherwise deface public records.

(7) Patrons may take paper and research materials into the Reference Room. Personal electronic devices such as laptop computers, cameras and scanners are allowed under the following conditions, but must be removed from any enclosed cases before entering the Reference Room:

(a) Patrons may bring cameras to photograph records, but may not use a flash.

(b) Patrons may use scanners with the following restrictions: the copying surface (platen) must be the same size or larger than the records they plan to scan; the scanner must not cause friction, abrasion, or otherwise damage records; light sources must not generate heat on the records; and equipment surfaces must be clean and dry before being used. Drum and automatic feeder scanners are prohibited.

History

Statutory/Other Authority: ORS 192.005–192.170 & 357.895
Statutes/Other Implemented: ORS 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 1-2002, f. & cert. ef. 1-25-02
OSA 6-2001(Temp), f. & cert. ef. 10-23-01 thru 4-15-02
OSA 3-1992, f. 4-3-92, cert. ef. 4-6-92
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 5, f. 12-30-77, ef. 1-1-78
OSA 2, f. & ef. 11-21-75

Or. Admin. R. 166-010-0016 Archives Division Fees

(1) Legislative records:

(a) The Oregon State Archives collects, preserves, and provides access to the following records created by the Oregon Legislative Assembly:

(A) Committee minutes/audio log records and exhibits (including regular, special and interim sessions);

(B) Committee audio recordings;

(D) Floor audio recordings;

(E) Original bill files;

(F) Signed and enrolled bills;

(G) Emergency Board minutes and audio logs.

(b) The following fees are collected for services provided relating to legislative records listed in subsection (a) above:

(A) Duplication of legislative records:

(i) Duplication performed by Archives staff is $5.00 per record and includes a photocopy or digital scan of the first page. Each page duplicated beyond the first page is an additional $0.75 charge.

(ii) Copies made by the customer on premises using State Archives’ equipment are $0.25 per page.

(iii) This subsection applies only to requests for photocopies or digital scans of legislative records. The fee for duplication of legislative records that are sound recordings is set forth in subsection (1)(b)(B) below.

(B) Sound recording duplication:

(i) Audio cassette tapes copied to digital format - $7.00 per cassette tape.

(ii) Reel-to-reel tapes copied to digital format - $17.00 per side of reel-to reel-tape.

(iii) Sawyer ROLS dictation tapes - $7.00 per tape plus $40.00 per hour fee to monitor the digitization of the tape, charged in 15-minute increments, with no time limit.

(C) Legislative bill tracings researched and compiled by Archives staff: $40.00 per hour, charged in 15-minute increments. Legislative bill tracings show the committees a bill passed through; the dates and the page numbers in the minutes that the bill was discussed; either a listing or a summary of the exhibits submitted in the committees during discussion of the bill; and a listing of the audio tapes, which constitute a verbatim record of discussion.

(2) The following fees are collected for services relating to any record in the State Archives’ holdings:

(a) High-resolution digital images of Historical Trademarks, oversized maps or photographs - $20.00 per image.

(b) Reproduction of archival materials by outside vendor – Vendor and travel costs, when applicable, plus $10.00 handling fee.

(d) Copies of archival records made by the customer on premises using State Archives’ equipment are $0.25 per page.

(3) The Secretary of State shall not refund fees paid in excess of the amount legally due the Division or to which the Division has no legal interest if the amount is $10.00 or less, unless a refund is requested in writing by the person who made the payment or the person’s legal representative. The written request must be received by the Division within three years after the date the payment was made to the Division.

(4) Fulfillment of customer request(s) by Archives staff is dependent upon availability and capacity of staff. In-person research by customers is available by appointment.

History

Statutory/Other Authority: ORS 177.130 & 357.885
Statutes/Other Implemented: ORS 177.130 & 357.885
OSA 1-2023, amend filed 09/25/2023, effective 09/26/2023
OSA 1-2021, amend filed 02/08/2021, effective 02/08/2021
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 4-2002, f. & cert. ef. 7-3-02

Or. Admin. R. 166-010-0018 State Records Center

The State Records Center accepts records for storage under the following conditions:

(1) Only state agencies with approved records retention schedules can store records at the State Records Center.

(2) Official custody of the records transferred to the State Records Center remains with the state agency from which they were received or its legal successor.

(3) Prior approval is required for state agencies to transfer public records to the State Records Center. These transfers will be completed according to procedures, criteria and standards established by the State Archivist which are available on request.

(4) Requests from the depositing state agency for records or information stored at the state Records Center shall be made by mail or fax, and only by authorized personnel. Phone requests are not accepted.

(5) Deliveries to state agencies of public records as requested will be made as follows:

(a) Deliveries will be made through the Central Mail Service of the Department of Administrative Services to state agencies served by that Department.

(b) Postal service will be used for deliveries to state agencies which are not served by the Central Mail Service at the expense of the depositing agency.

(c) Under special circumstances, the agency may make prior arrangements with the staff of the State Records Center to go to the State Records Center to pick up their request.

(5) A state agency may request or authorize the loan or return of public records in its official custody from the State Records Center as follows:

(a) Loans of individual files or boxes may be made and a follow-up system for loaned public records will be observed.

(b) All requests for loan or return of public records in the State Records Center must originate from authorized personnel of the state agency which has official custody of the public records.

(c) A state agency must authorize in writing the State Records Center to loan or transfer public records in its official custody to another agency.

(6) Storage fees for the State Records Center are based on a biennial assessment and are listed in the State Price List.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895
OSA 9-2009, f. & cert. ef. 10-15-09

Or. Admin. R. 166-010-0019 Security Copy Depository Deposits for Storage

The Security Copy Depository operates vault facilities, located in the State Archives Building, for the off-site storage of security microfilm of public records. The Security Copy Depository accepts deposits for storage under the following conditions:

(1) Public records transferred to the Security Copy Depository remain in the official custody of the agency from which they were received. All requests for access to the stored records are made only through that agency.

(2) Prior approval is required to transfer public records to the Security Copy Depository. Transfers will be completed according to procedures, criteria, and standards established by the State Archivist, which are available on request.

(3) Only records with an approved retention period of ten or more years shall be accepted for transfer.

(4) Minimum requirements for the depository are listed in OAR 166-025-0030.

(5) Storage fees for the Security Copy Depository are based on a biennial assessment. Please contact the State Archives, Security Copy Depository (503-378-5250) for current fees.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895
OSA 9-2009, f. & cert. ef. 10-15-09

Division 17 ELECTRONIC RECORDS

Or. Admin. R. 166-017-0005 Purpose

Agencies must ensure access to all public records as defined by ORS 192.410 to 192.505 for the entire length of the retention period approved by the State Archivist. Electronic public records are particularly susceptible to accidental deletion, damage and obsolescence. These rules help to ensure that public records maintained in electronic format are accessible for their scheduled retention period.

History

Statutory/Other Authority: ORS 192.050, 192.060 & 192.105
Statutes/Other Implemented: 357.825(2), 357.855 & 357.895
OSA 1-2016, f. & cert. ef. 5-5-16

Or. Admin. R. 166-017-0010 Definitions

In addition to the definitions contained in OAR 166-005-0010, the following definitions apply to this division:

(1) "AIIM" — Association for Information and Image Management.

(2) "ANSI" — American National Standards Institute.

(3) "ASCII" — American Standard Code for Information Interchange; A standard, seven-bit character set for use by digital computers, which includes 96 displaying symbols (letters, digits, punctuation) and 32 control codes (line feed, newline, tab, etc.).

(4) “Born-digital records” refers to records which originate in a digital form rather than physical formats such as paper or film.

(5) “Cloud storage” is a model of networked enterprise storage where data is stored in virtualized pools of storage which may be hosted by third parties.

(6) "Digitization" means the process of transforming analog material into electronic form, especially for storage and use in a computer.

(7) "DPI" — Dots per inch; refers to the number of pixels contained in a linear inch.

(8) "Electronic record" means any information recorded in a form that requires a machine to process and access the information.

(9) "Electronic records system" is a generic term to indicate any combination of hardware, media or storage, and software used to store electronic records.

(10) "Hybrid micrographic system" means a system that combines a micrographic/microfilm analog system with electronic, digital technology.

(11) “IEC” — International Electrotechnical Commission.

(12) “ISO” — International Organization for Standardization.

(13) "Magnetic media" means any type of storage medium that utilizes magnetic patterns to represent information.

(14) “NIST SP” — National Institute of Standards and Technology Special Publication

(15) "Open format" means a data format that is defined in complete detail and that allows transformation of the data to other formats without loss of information. An open format may be either standards-based or proprietary.

(16) "Optical media" means a platter used to store large quantities of data that can be read using light.

(17) "WORM” — Write once, read many; refers to a type of optical disk which cannot be erased or amended.

History

Statutory/Other Authority: ORS 192.005-192.170 & ORS 357.805-357.895
Statutes/Other Implemented: ORS 192.005-192.170 & ORS 357.805-357.895
OSA 1-2026, amend filed 01/06/2026, effective 01/06/2026
OSA 1-2016, f. & cert. ef. 5-5-16
OSA 2-1994, f. 1-28-94, cert. ef. 4-1-94

Or. Admin. R. 166-017-0015 General Requirements

(1) Agencies must ensure that all public records in all formats or mediums, including electronic, are maintained in accordance with an applicable records retention schedule approved by the State Archivist.

(2) Agencies must develop policies and procedures and perform periodic reviews to monitor compliance to agency policies regarding access, use, retention, and disposition of electronic records.

(3) In accordance with their contracting authority, agencies may contract with external vendors for the storage or management of electronic records. The vendors must comply with all rules in OAR 166, Division 17. Agencies must not enter into a contract with any person or entity if the contract will impair the right of the public to inspect or copy the agency's nonexempt public records, including contracts where the custody of the records is transferred, either purposefully or inadvertently, from the agency to the hosting entity.

(4) Contracting agencies must ensure that vendors manage agency records in compliance with all rules in OAR 166, Division 17. Contracts for the storage of electronic records by external vendors must require the vendor to comply with OAR 166, Division 17 and to return all electronic data files and indexing information to the agency at the expiration of the contract or upon vendor failure to comply with OAR 166, Division 17.

(5) Agencies must ensure that electronic public records are accessible to the public for their entire authorized retention period and that non-permanent records are destroyed at the end of their authorized retention period. Agencies must also maintain confidentiality for electronic public records that are exempt from public disclosure.

History

Statutory/Other Authority: ORS 192.050, 192.060 & 192.105
Statutes/Other Implemented: 357.825(2), 357.855 & 357.895
OSA 1-2016, f. & cert. ef. 5-5-16

Or. Admin. R. 166-017-0035 Digitization Standards

Agency electronic records systems that maintain official copies of public records must meet the following minimum requirements for digitization of paper or microfilm records into the system (as stated in OAR 166, Division 25):

(1) Documents containing fonts ten-point or larger, and containing no signatures, must be scanned at a minimum density of 200 DPI (dots per inch), when converting paper or microfilm records to electronic records.

(2) Documents containing fonts smaller than ten-point, signatures, architectural and engineering drawings, maps and line art must be scanned at a minimum density of 300 DPI.

(3) Cancelled checks must be scanned at a minimum density of 240 DPI grayscale and meet the requirements of ANSI X9.100-140 — Specifications for an Image Replacement Document.

(4) Digitized documents must be verified for accuracy and completeness after digitization and prior to the destruction of the paper or microfilm original.

(5) Scanners must be monitored for quality control. Documentation describing each inspection must be maintained for each digital imaging system and must include the date of inspection, name of inspector(s), group of documents inspected, and sample size (if applicable). Policies and procedures must conform to ANSI/AIIM MS44-R1993, Recommended Practice for Quality Control of Image Scanners and ANSI/AIIM TR25-1995 — The Use of Optical Disks for Public Records which are incorporated by reference and are available from the Association for Information and Image Management, 1100 Wayne Avenue, Suite 1100, Silver Spring, MD 20910.

(6) Targeting for converting microforms to electronic images must be done in accordance with ANSI/AIIM MS44-R1993. Technical targets used must be the IEE Std 167A-1987, Facsimile Test Chart, AIIM Scanner Test Chart #2, and for color images, the Process Ink Gamut Chart. These Charts are available from the Association of Information and Image Management, 1100 Wayne Avenue, Suite 1100, Silver Spring, MD 20910 or from the Archives Division.

(7) A hybrid micrographic system (system combining a micrographic/microfilm analog system with electronic technology) that conforms to OAR 166-025-0021 may be used.

History

Statutory/Other Authority: ORS 192.050, 192.060 & 192.105
Statutes/Other Implemented: 357.825(2), 357.855 & 357.895
OSA 1-2016, f. & cert. ef. 5-5-16

Or. Admin. R. 166-017-0045 Electronic Record as Official Copy of a Public Record

Electronic records (including digitized records) may serve as the official copy of a public record under the following conditions:

(1) Public records with a scheduled retention period of less than 100 years may be maintained exclusively in electronic format provided that the standards and requirements specified in OAR chapter 166 Division 17 are met.

(2) Public records with a scheduled retention period of 100 years or more and those whose retention period is reasonably expected to exceed 100 years (such as records related to physical infrastructure and other series where retention is tied to the life span of a person or structure/object) may be retained exclusively in electronic format provided that they are maintained in file formats listed in section (4) of this rule, and stored within systems which comply with the Secretary of State Archives Division’s “Electronic Recordkeeping System Requirements.” Additionally, such records must comply with all other standards and requirements specified in OAR chapter 166 Division 17.

(3) If agencies are unable to meet the requirements in section (2) and section (4) of this rule they must additionally retain the records in hard copy or on microfilm for the entire scheduled retention period, and in compliance with OAR chapter 166. This includes born-digital records which meet the description in section (2) of this rule.

(4) Born-digital records may be created and utilized in a wide variety of file formats, however records described in section (2) of this rule must be converted to and retained in one of the following file formats upon becoming inactive as determined by the agency, or after 10 years, whichever comes first:

(a) Textual data

(A) Extensible Markup Language (XML)

(B) OpenDocument Text Format (ODT)

(D) Portable Document Format (PDF) and its variants

(E) Rich Text Format (RTF)

(b) Still images

(A) JPEG File Interchange Format (JPEG or JFIF)

(B) Portable Network Graphics (PNG)

(A) MPEG-2 Video (MP2)

(B) MPEG-4 (MP4)

(d) Audio recordings

(A) MPEG Audio Layer III (MP3)

(B) Waveform Audio File Format (WAVE)

(e) Email messages

(A) Extensible Markup Format (XML)

(B) Internet Message Format (EML)

(D) Microsoft Outlook Item Message Format (MSG)

(E) Portable Document Format (PDF) and its variants

(f) Structured data

(A) Comma Separated Value (CSV)

(B) OpenDocument Format Spreadsheet (ODS)

(g) Web and social media records

(A) Portable Document Format (PDF) and its variants

(B) JavaScript Object Notation (JSON)

[ED. NOTE: To view attachments referenced in rule text, click here to view rule.]

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 2-2026, minor correction filed 01/06/2026, effective 01/06/2026
OSA 1-2026, amend filed 01/06/2026, effective 01/06/2026
OSA 6-2025, temporary amend filed 09/15/2025, effective 09/21/2025 through 03/01/2026
OSA 1-2025, temporary amend filed 03/25/2025, effective 03/25/2025 through 09/20/2025
OSA 1-2016, f. & cert. ef. 5-5-16

Or. Admin. R. 166-017-0055 Security Standards

Agency electronic records systems that maintain official copies of public records must meet the following minimum security requirements:

(1) Provide a method for all authorized users of the system to retrieve desired records.

(2) Provide an appropriate level of security to ensure the integrity of the records. Security controls must include, at a minimum, physical and logical access controls, backup and recovery procedures, file integrity monitoring and training for custodians and users.

History

Statutory/Other Authority: ORS 192.050, 192.060 & 192.105
Statutes/Other Implemented: 357.825(2), 357.855 & 357.895
OSA 1-2016, f. & cert. ef. 5-5-16

Or. Admin. R. 166-017-0065 Interoperability Standards

Agency electronic records systems that maintain official copies of public records must meet the following minimum interoperability requirements:

(1) Identify the open format or standard interchange format when necessary to permit the exchange of records on electronic media between agency electronic records systems using different software/operating systems and the conversion or migration of records on electronic media from one system to another. For text records in the absence of other conversion capabilities, the word processing or text creation system must be able to import and export files in the ASCII format as prescribed by Federal Information Processing Standard Publication (FIPS PUB) Number 1-2; entitled Coded Character Sets - 7-Bit American National Standard Code for Information Interchange (7-Bit ASCII) (1986, R2002), which is hereby incorporated by reference, and made a part of this rule. This publication is available from the National Technical Information Service (NTIS), 5285 Port Royal Road, U.S. Department of Commerce, Springfield, VA 22161.

(2) Provide for the disposition of the records including, when appropriate, transfer to the Oregon State Archives in the format requested by the State Archivist.

(3) Electronic records must remain accessible during their entire authorized retention period.

History

Statutory/Other Authority: ORS 192.050, 192.060 & 192.105
Statutes/Other Implemented: 357.825(2), 357.855 & 357.895
OSA 1-2016, f. & cert. ef. 5-5-16

Or. Admin. R. 166-017-0075 Maintenance and Backup Standards

Agency electronic records systems must meet the following minimum requirements to ensure the ongoing maintenance of electronic records:

(1) Electronic storage media must be maintained in an environment with a constant temperature from 65 to 75 Degrees Fahrenheit not to fluctuate more than +/- 5 Degrees and relative humidity not to exceed 50% (ANSI/AIIM TR 25-1995).

(2) Electronic records stored on magnetic media must not be stored closer than 2 inches from sources of magnetic fields, including generators, elevators, transformers, loudspeakers, microphones, headphones, magnetic cabinet latches and magnetized tools. They must not be stored in metal containers unless the metal is non-magnetic.

(3) Storage containers must be resistant to impact, dust intrusion and moisture.

(4) Official copies of electronic records must be maintained by personnel properly trained in the handling of records and associated equipment.

(5) Written policies and procedures must be established and adopted by the agency for external labeling of the contents of disks, tapes, flash or hard drives or other storage media so that all authorized users can identify and retrieve the stored information.

(6) Storage media must be converted, as necessary, to provide compatibility with the agency's current hardware and software, ensuring that information is not lost due to changing technology or deterioration of storage media. Before conversion of information to different media, agencies must determine that authorized disposition of the electronic records can be implemented after conversion.

(7) Electronic records systems must be backed up on a regularly scheduled basis according to written agency policies and procedures to safeguard against the loss of information due to equipment malfunctions or human error.

(8) Backups must be stored and maintained in off-site storage areas meeting the requirements of 166-020-0015, 166-020-0045 and 166-017-0075(1), and must be located in buildings separate from the location of the records that have been copied.

History

Statutory/Other Authority: ORS 192.050, 192.060 & 192.105
Statutes/Other Implemented: 357.825(2), 357.855 & 357.895
OSA 1-2016, f. & cert. ef. 5-5-16

Or. Admin. R. 166-017-0085 Records Retention Requirements

Agencies must develop and adopt policies and procedures to ensure that electronic records are retained and managed as specified in a records retention schedule approved by the State Archivist (166-030-0026 or 166-030-0027). These retention policies and procedures must include provisions for:

(1) Scheduling the retention and disposition of all electronic records, as well as related access documentation and indexes, in accordance with approved records retention schedules developed and authorized by the State Archivist.

(2) Identifying, maintaining and protecting essential records and essential records systems (OAR 166-020-0045).

(3) Establishing procedures for regular recopying, reformatting, and other necessary maintenance to ensure the retention and usability of the electronic records throughout their authorized retention period so that the records remain accessible.

(4) Ensuring that electronic records specified in OAR 166-030-0026(4) are not destroyed without the written permission of the State Archivist.

History

Statutory/Other Authority: ORS 192.050, 192.060 & 192.105
Statutes/Other Implemented: 357.825(2), 357.855 & 357.895
OSA 1-2016, f. & cert. ef. 5-5-16

Or. Admin. R. 166-017-0090 Records Destruction Requirements for Electronic Records

Agency electronic records may be destroyed only in accordance with the provisions of a records retention schedule approved by the State Archivist. Each agency must ensure:

(1) Electronic records which are confidential by law and negotiable instruments (even when cancelled or satisfied in writing) and records that contain sensitive, proprietary, or security information must be destroyed so that the image and confidential metadata are irreversibly non-retrievable, either through electronic or physical destruction as specified below:

(a) Electronic records stored on magnetic media must be degaussed or "bulk erased" and then irreversibly reformatted to ensure the data/information cannot be retrieved.

(b) Electronic records held on optical media may be destroyed by cutting, crushing, shredding, or other physical means of destruction. Rewritable optical disks must be irreversibly reformatted before being disposed of or re-used.

(c) Electronic records stored on hard drives or flash drives of personal computers and servers must be irreversibly reformatted before computers are disposed of. If the agency is unable to determine whether a hard drive or flash drive has been irreversibly reformatted, it must be physically destroyed.

(d) For additional guidance on data sanitation and destruction, refer to NIST SP 800-88, Guidelines for Media Sanitization and DoD 5220.22-M.

(2) Expungement of digital images stored on WORM optical media must conform to the Expungement of Information Recorded on Optical Write-Once-Read-Many (WORM) Systems (TR28-1991) which is incorporated by reference and is available from Association of Information and Image Management, 1100 Wayne Avenue, Suite 1100, Silver Spring, MD 20910 or the State Archives.

History

Statutory/Other Authority: ORS 192.050, 192.060 & 192.105
Statutes/Other Implemented: 357.825(2), 357.855 & 357.895
OSA 1-2016, f. & cert. ef. 5-5-16

Or. Admin. R. 166-017-0095 Use of Alternate Formats and New Technologies for Public Records

(1) If adopting new formats or new technologies for public records, such as text messages, social networking sites, and alternate private email accounts, agencies must ensure all actions comply with the requirements of the Oregon Revised Statutes and the rules found in OAR 166 will be met.

(2) If an agency utilizes private records storage facilities such as cloud storage, the agency must ensure that they maintain ownership of all of the agency’s stored public records.

History

Statutory/Other Authority: ORS 192.050, 192.060 & 192.105
Statutes/Other Implemented: 357.825(2), 357.855 & 357.895
OSA 1-2016, f. & cert. ef. 5-5-16

Division 20 THE PROTECTION AND STORAGE OF PUBLIC RECORDS

Or. Admin. R. 166-020-0005 Purpose

This Division defines storage and conditions that are acceptable for the use, storage, and protection of public records in Oregon, ensuring that the informational content is protected for the entire length of the authorized retention period of the public record.

History

Statutory/Other Authority: ORS 357
Statutes/Other Implemented: ORS 357.825(2), 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 5, f. 12-30-77, ef. 1-1-78
OSA 2, f. & ef. 11-21-75

Or. Admin. R. 166-020-0007 Definitions

In addition to the definitions contained in OAR 166-005-0010 and 166-017-0011, the following definitions apply to this division:

(1) “Essential electronic records system” means a records system which requires a computer to process and contains records that are essential to the continued functioning or reconstitution of an agency during and after an emergency, and those records that are essential to protect the rights and interests of that agency and of the individuals directly affected by its actions. Essential records are sometimes called vital records.

(2) “Essential records” means records that are essential to the continued functioning or reconstitution of an agency during and after an emergency, and those records that are essential to protect the rights and interests of the agency and of the individuals directly affected by its actions. Essential records are sometimes called vital records.

(3) “Records system” means an organized collection of data captured, processed, maintained, transmitted or disseminated in accordance with defined procedures (automated or manual).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192, 357.825(2), 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 2-1996, f. 4-9-96, cert. ef. 4-15-96

Or. Admin. R. 166-020-0010 Duties of Public Records Custodians

Public records custodians are charged with protecting and providing access to public records:

(1) The term “public records” as used in statutes and rules pertaining to disposition of public records means records which are the property of the public. Alienation of public records is prohibited by public policy and statute (ORS 192.001). Custodians of public records are specifically charged by statute with the responsibility of protecting them, and, except as expressly provided by statute, furnishing reasonable opportunities for inspection and examination of them by any person (ORS 192.430(1)).

(2) State and local agencies are responsible for public records in their custody, wherever deposited, until the public records have been transferred to the custody of the State Archivist or otherwise disposed of as authorized by an approved records retention schedule produced by the State Archivist

(3) Pursuant to ORS 357.875, no state agency or local government shall enter into or renew an agreement with any records storage entity that restricts the access or inspection of Oregon public records by the State Archivist.

(4) When a state agency is abolished or ceases to operate, its public records shall be deposited in the official custody of the State Archivist, except as otherwise provided by ORS 357.835(2).

(5) Public records deposited in the State Records Center or Security Copy Depository remain in the official custody of the agency which deposited them.

History

Statutory/Other Authority: ORS 357
Statutes/Other Implemented: ORS 357.825(2), 357.835, 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 5, f. 12-30-77, ef. 1-1-78
OSA 2, f. & ef. 11-21-75

Or. Admin. R. 166-020-0015 Storage Area Standards

Safe storage of public records requires compliance with the following standards:

(1) Public records should be stored in secure, fire-resistant structures and in areas in which the temperature and humidity are maintained at the levels required to ensure optimum longevity of the paper, film or medium on which they are recorded. Adequate light and access should be provided to permit retrieval of public records. Adequate ventilation and protection against insect or mold invasion should be provided. Steam, water, and sewer pipes, other than fire-control sprinkler systems, pose extreme hazard to records. No public records of enduring value should be stored where heat, breaks, drips or condensation from pipes could damage them; where windows, doors, walls or roofs are likely to admit moisture; or where they will be exposed to sunlight or extreme temperature variations.

(2) Aisle space in public records storage areas should be kept free of obstruction and no public records should be stacked or piled directly on the floor of any storage area. All public records should be shelved above initial flood level of any bursting pipe, leaky roof, sprinkler system or other source of water.

(3) Additional storage area standards are specified in these rules for public records stored in electronic format (OAR 166, Division 17), and in microforms (OAR 166, Division 25).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 357.825(2), 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 5, f. 12-30-77, ef. 1-1-78
OSA 2, f. & ef. 11-21-75

Or. Admin. R. 166-020-0045 Essential Records Systems, Identification and Storage

(1) Agencies shall, with the advice and assistance of the State Archivist, identify their essential records, regardless of medium or physical format.

(2) Agencies shall store security copies of essential electronic records systems off the premises where the system is used, along with any system documentation necessary to enable recovery of the system in the event of an emergency.

(3) Agencies shall comply with the following storage requirements for security copies of essential electronic records systems:

(a) Off-site storage conditions shall have temperatures no less than 60 degrees or greater than 80 degrees Fahrenheit, and shall have a relative humidity no greater than 50 percent.

(b) Off-site storage shall be in secure facilities with fire suppression systems. Facilities must provide adequate ventilation and protection against insect and mold infestation. No essential records systems shall be stored where heat or moisture can damage them.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192, 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 2-1996, f. 4-9-96, cert. ef. 4-15-96

Division 25 MICROFILM STANDARDS

Or. Admin. R. 166-025-0005 Purpose and Application of Microfilm Standards Rules

The authority for these rules is found in ORS 192.070, 357.825(2), and 357.895. State agencies and political subdivisions shall comply with these rules for microfilming public records. These rules contain the measures necessary to insure that the informational content of public records is protected for the life of the record.

History

Statutory/Other Authority: ORS 192.070, 357.825(2) & 357.895
Statutes/Other Implemented: ORS 357.825(2), 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 5-1992, f. 12-21-92, cert. ef. 1-1-93

Or. Admin. R. 166-025-0010 Definitions

In addition to the definitions contained in OAR 166-005-0010, 166-017-0011 and 166-020-0007, the following definitions apply to this division:

(1) “AIIM” refers to the Association for Information and Image Management.

(2) “ANSI” refers to the American National Standards Institute.

(3) “Aperture card” means a card with a rectangular opening into which microfilm may be inserted.

(4) “Certification (Certificate of Legality)”means the confirmation that images recorded on microfilm are accurate, complete, and unaltered reproductions of the original records. It is sometimes referred to as a “Camera Operator’s Certificate.”

(5) Computer Output Microfilm (COM) Computer Output Microfilm is a process for copying data from electronic media on computers onto microfilm or microfiche using a high-speed recorder which transfers machine-readable digital data onto human-readable microfilm/fiche using laser technology and a processor, which develops the microfilm after it is exposed to the light source. COM is most often used for large reports that do not need to be edited or manipulated.

(6) “Density” means the light-absorbing or light-reflecting characteristics of a photographic medium.

(7) “Generation” means one of the successive duplicates of a photographic master. The camera original is the first-generation film. A duplicate made from the master is a second-generation copy; a duplicate made from the second-generation copy is third-generation, and so on.

(8) “Hybrid system” means a system that combines a micrographic/microfilm analog system with a electronic, digital technology)

(9) “Image” means any representation of a document or data produced by radiant energy.

(10) “Jacket” means a transparent plastic carrier with channels into which film may be inserted.

(11) “Light box” or “light table” means a back-lit translucent surface used for film inspection.

(12) “Loupe (lupe)” means a small, hand-held optical magnifying device used in conjunction with a light box for the inspection of microfilm.

(13) “Methylene blue test” is a test used to measure the amount of residual thiosulphate ion (hypo) remaining on the film following washing.

(14) “Microfiche” is a piece of film with images arranged in a grid pattern. Computer- Output-Microfilm is usually produced in this format.

(15) “Planetary camera” is a type of microfilm camera that photographs a document as it lies stationary as it is being photographed. The document lies on a plane surface and the camera itself is suspended above the document.

(16) “Processing” means the steps necessary to render a latent image visible, usable and permanent (fixed). These steps are development, fixing, washing and drying.

(17) “Reduction ratio” is the relationship between the dimensions of the original document and the dimensions of the microimage of that document.

(18) “Resolution” is the ability of microfilm or a photographic system to record fine detail.

(19) “Retakes” means refilming of documents.

(20) “Roll microfilm” means film that is wound on a reel, spool or core.

(21) “Rotary camera” is a type of microfilm camera that photographs the document as it is being moved by some sort of a transport mechanism. The document transport mechanism is connected to a film transport mechanism, and the film also moves during exposure.

(22) “Security copy” means a silver duplicate or first-generation microfilm which is stored under strictly controlled environmental conditions and used solely as a back-up or duplication master.

(23) “Security Copy Depository” means the section of the Archives Division which offers storage of security microfilm.

(24) “Source document microfilming” means the conversion of paper records to microfilm. It is differentiated from Computer Output Microfilm, which converts digitally encoded data to microfilm.

(25) “Splice” means the joining of two pieces of film so that they function as one piece.

(26) “Target, Informational” is a chart or document which is photographed in order to assist in identifying the content of the microfilm.

(27) “Target, Technical” is an aid to technical control of the photographic system which is photographed on the film preceding or following the body of documents.

(28) “Unitized microfilm” means film that is formatted in discreet units of information, e.g. microfiche, jackets, or aperture cards.

(29) “Working copy” is a copy of microfilm which is distributed for end user use and not for security purposes.

History

Statutory/Other Authority: ORS 192.070, 357.825(2) & 357.895
Statutes/Other Implemented: ORS 357.825(2), 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 5-1992, f. 12-21-92, cert. ef. 1-1-93

Or. Admin. R. 166-025-0015 Technical Specifications for First-Generation 16 mm, 35 mm, and 105 mm Silver-Gelatin Source Document Roll Microfilm for Permanent and Long-Term Oregon Public Records

(1) Microfilm Specifications: All security microfilm for long-term or permanent records shall be 16 mm, 35 mm, or 105 mm negative non-perforated silver gelatin type on a polyester base, as described in ANSI IT9.1-1996; Imaging Media (Film) — Silver Gelatin Type — Specifications for Stability. The film shall be at least 0.13 mm thick.

(2) Reels: Processed film shall be on storage reels which are chemically inert, in compliance with ANSI IT9.2-1998; For Imaging Media — Photographic Processed Films, Plates, and Papers — Filing Enclosures and Storage Containers, are sturdy, and have dimensions which conform to ANSI/AIIM MS34-1990; Dimensions for Reels Used for 16 mm and 35 mm Microfilm. The film shall be stored with the start target at the outer end in accordance with ANSI/AIIM MS23-2004P; Practice for Operational Procedures/Inspection and Quality Control of First-Generation Silver Gelatin Microfilm of Documents.

(3) Restrainers: Only acid-free, button tie paper bands in compliance with ANSI IT9.2-1998; For Imaging Media — Photographic Processed Films, Plates, and Papers — Filing Enclosures and Storage Containers shall be acceptable to restrain film on its reel.

(4) Enclosures: Film enclosures (containers) shall be inert black plastic.

(5) Quality Control-Inspection: Inspection and quality control data shall be recorded at the time the film is processed. A film inspection form is available from the Archives Division. First-generation (camera) film shall be inspected frame-by-frame for visible defects and missing documents. Inspection may be performed on a light table using an eye loupe for the frame-by-frame inspection and under a microscope for the inspection of resolution. The inspector shall wear clean, white, lint-free cotton gloves when handling the film. All inspection shall be performed in accordance with ANSI/AIIM MS23-2004P; Practice for Operational Procedures/Inspection and Quality Control of First-Generation Silver Gelatin Microfilm of Documents, Section 8. Security copies of film shall be free from scratches, gouges, blemishes, dust, dirt, or fingerprints.

(6) Residual Thiosulfate: All film shall meet the requirements for residual thiosulfate ion concentration as specified in ANSI IT9.1-1996; For Imaging Media (Film) — Silver-gelatin type- Specifications for Stability, Section 6.4. The maximum allowable thiosulfate ion concentration is .014 grams per square meter. Testing for residual thiosulfate ion concentration shall be done by using the Methylene Blue method in accordance with ANSI/ASC PH4.8-1985; For Photography (Chemicals)-Residual Thiosulfate and Other Chemicals in Films, Plates and Papers- Determination and Measurement, Section 5. This test shall be conducted within two weeks of film processing and may be performed at the processing site or by an independent laboratory. All test results shall be documented.

(7) Target Density: The aim point density shall be 1.00 ± .10. The acceptable density range on targets shall be .80 - 1.25. There shall not be more than a .20 density shift on targets in a single roll. Any roll which falls outside the acceptable .80 - 1.25 density range on targets shall be re-filmed. Density variation shall not be greater than .15 across a target. The plain white pages or acceptable density target photographed at the beginning and end of each roll of film shall be used as the primary density measurement targets.

(8) Reduction Ratio: The reduction ratio used shall approximately fill the image area across the width of the film as seen on the camera’s projected image area; the ratio shall not be less than 8:1. All edges of the document shall be visible in the image area. (See ANSI/AIIM MS23-2004P; Practice for Operational Procedures/Inspection and Quality Control of First-Generation Silver-Gelatin Microfilm of Documents, Section 3.6.) Reduction ratio changes within the same record series shall be avoided. If they are necessary, however, the change in ratio shall be identified by an informational target filmed immediately before each change.

(9) Resolution: Each roll of first-generation film shall be evaluated for resolution by viewing the standard ISO Resolution test chart (see OAR 166-025-0020 on Targets and Certifications) at 100X magnification. The smallest distinguishable test pattern must correspond to the correct reduction ratio as seen in Figure 1:

Figure 1

Reduction Ratio — Smallest ISO Test Chart Pattern Read — Resolving Power

8:1 — 10.0 — 80

12:1 — 9.0 — 108

15:1 — 7.1 — 106

16:1 — 7.1 — 114

17:1 — 6.3 — 107

20:1 — 5.6 — 112

21.2:1 — 5.6 — 119

24:1 — 5.0 — 120

28:1 — 4.5 — 126

30:1 — 4.5 — 135

33.9:1 — 4.0 — 136

36:1 — 4.0 — 144

42.4:1 — 3.2 — 136

(10) Splicing: There shall be no more than six splices on security copies of film. Retakes shall include at least two pages preceding and following the pages to be refilmed. There shall be no splices between the technical target and the text. All splices shall conform to ANSI/AIIM MS18-1992(R1998); Splices for Imaged Film — Dimensions and Operational Constraints.

(11) Targets and Certification: All microfilm shall conform to the standards for targets and certifications set forth separately in these rules.

[ED. NOTE: Publications referenced are available from the agency.]

History

Statutory/Other Authority: ORS 192.070, 357.825(2), 357.855 & 357.895
Statutes/Other Implemented: ORS 357.825(2), 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 5-1992, f. 12-21-92, cert. ef. 1-1-93

Or. Admin. R. 166-025-0020 Targets and Certifications

The following informational and technical targeting and certification shall be included in all public records on roll microfilm. All targets are available from the Archives Division:

(1) At the beginning of each roll there shall appear:

(a) A minimum of 24 linear inches of exposed and, processed blank film;

(b) Followed immediately by three exposures of clean, blank white paper or the density target;

(c) Followed by a planetary camera or rotary camera technical target of the type specified by the American National Standards Institute and the Association for Information and Image Management (hereafter ANSI/AIIM) in standards ANSI/AIIM MS19-1993; Recommended Practice for the Identification of Microforms and ANSI/AIIM MS23-2004P; Practice for Operational Procedures/Inspection and Quality Control of First-Generation Silver Gelatin Microform of Documents for the laboratory measurement of resolution and reduction ratio;

(d) Followed immediately by a “Start” target;

(e) Followed by a target indicating roll number;

(f) Followed immediately by a title sheet containing name of agency creating the records, series title of the records, starting identification (first records number, etc.) and reduction ratio. All missing documents or records shall be so identified with an appropriate target.

(2) At the end of each roll there shall appear:

(a) A target sheet including series title of the records filmed, ending identification (last record number, etc.);

(b) A Certificate of Legality and Authenticity, including the name and signature of the camera operator;

(d) Followed by an “End of Reel” target;

(e) Followed by three exposures of clean, blank white paper or the density target;

(f) Followed by 24 inches of exposed and processed blank film.

(3) See the Archives Division Micrographics Manual for instructions on use of these and other informational targets.

[ED. NOTE: Publications referenced are available from the agency.]

History

Statutory/Other Authority: ORS 192.070, 357.825(2) & 357.895
Statutes/Other Implemented: ORS 357.825(2), 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 5-1992, f. 12-21-92, cert. ef. 1-1-93

Or. Admin. R. 166-025-0021 Hybrid Systems

The use of hybrid systems (system that combines a micrographic/microfilm analog system with an electronic, digital technology) may be used provided the following conditions have been met:

(1) Electronic Imaging to Microfilm-for records with a retention period of 100 years or greater

(a) The microfilm copy produced is a silver halide microfilm that meets all of the requirements for microfilm outlined in OAR 166 Division 25.

(b) Each roll of film produced from an electronic imaging system carries the required targets for both electronic imaging systems (166-017-0031) and for microfilm (166-025).

(c) Each roll of film that will be deposited into the Security Copy Depository shall be polysulfide treated according to OAR 166-025.

(d) Documents shall be scanned using a resolution of not less than 200 dpi and can be transferred to either 16mm or 35mm rolls of microfilm. However, documents containing fonts smaller than six-point, architectural and engineering drawings, maps, and line art shall be scanned at a minimum density of 300 dpi. In addition, documents containing fonts smaller than six-point, architectural and engineering drawings, maps, and line art shall be recorded on 35 mm roll silver halide film only.

(e) One-hundred percent of the scanned images shall be verified for completeness and accuracy prior to the destruction of the original record. The verification of images shall include the inspection of images on the microfilm.

(2) For records with a retention period of less than 100 years, documents shall be scanned using a resolution of not less than 200 dpi; documents containing fonts smaller than six-point, architectural and engineering drawings, maps, and line art shall be scanned at a minimum density of 300 dpi, and one-hundred percent of the scanned images shall be verified for completeness and accuracy prior to the destruction of the original record.

(3) Microfilm to Electronic Imaging

(a) A duplicate of the microfilm shall be made prior to scanning the microform.

(b) One-hundred percent of the scanned images shall be verified for completeness and accuracy.

(c) Microfilm with a retention period of less than 100 years may be destroyed once one-hundred percent of the scanned images are verified for completeness and accuracy.

(d) Microfilm with a retention period of greater than 100 years may not be destroyed unless written permission has been obtained from the State Archivist.

(4) Targeting and certification shall be completed according to the requirements of 166-025-0022.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895
OSA 9-2009, f. & cert. ef. 10-15-09

Or. Admin. R. 166-025-0022 Target and Certifications (Hybrid Systems)

The following informational and technical targeting and certification shall be included in all public records on hybrid systems. All targets are available from the Archives Division:

(1) At the beginning of each roll there shall appear:

(a) 24” of processed leader

(b) One blank sheet of white paper

(d) Title sheet that includes series title, roll number, agency name, reduction ratio and dpi

(2) At the end of each roll there shall appear:

(a) Certificate of legality and authenticity (required information: Name of record creating agency, series title, date(s) of filming, name of scanner operator, signature of scanner operator, date signed.

(b) One blank sheet of white paper

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895
OSA 9-2009, f. & cert. ef. 10-15-09

Or. Admin. R. 166-025-0025 Storage of Security Microfilm

Custodians of microfilm which contains long-term or permanent records shall provide off-site storage for silver security microfilm. This storage shall be at the appropriate temperature and relative humidity as specified in ANSI IT9.11 — (1998) American National Standard for Imaging Media — Processed Safety Photographic Film — Storage. Security microfilm shall be stored in acceptable containers and on acceptable reels. (See OAR 166-025-0015; Technical Specifications for Roll Microfilm)

[ED. NOTE: Publications referenced are available from the agency.]

History

Statutory/Other Authority: ORS 192.070, 357.825(2) & 357.895
Statutes/Other Implemented: ORS 357.825(2), 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 5-1992, f. 12-21-92, cert. ef. 1-1-93

Or. Admin. R. 166-025-0030 Security Copy Depository

The Archives Division operates the Security Copy Depository. The following are requirements for deposit of microfilm in Depository:

(1) Microfilm with an approved retention period between 10 and 99 years:

(a) Microfilm will be inspected for evidence of deterioration only on request of the depositor. Depositors shall be charged for all inspections.

(b) Microfilm for deposit shall be silver gelatin film, but may be unitized formats (e.g., microfiche, aperture cards). Non-silver films will not be accepted.

(2) Microfilm with an approved retention period of 100 years or greater:

(a) Microfilm must have received approved, polysulfide treatment prior to acceptance into the Depository.

(b) Use of the Depository satisfies the off-site storage requirements of OAR 166-025-0025, Storage of Security Microfilm;

(c) Film transferred to the Security Copy Depository with a retention of 100 years or more will be inspected upon receipt for compliance with OAR 166-025-0015.

(d) The Archives Division shall require remedial action and/or image stabilization treatment on microfilm in the Security Copy Depository with a retention of 100 years or more and accepted prior to 1999. Depositors shall be charged for image stabilization and/or remedial treatments. Depositors who do not wish to have their film treated, will have their film returned to them.

(e) All microfilm in the Security Copy Depository with a retention of 100 years or more shall be on 16 mm, 35 mm, or 105 mm polyester based wet-processed silver gelatin roll film only;

(f) All microfilm in the Security Copy Depository with a retention of 100 years or more shall be enclosed in inert plastic containers in accordance with ANSI IT9.2-1991; For Imaging Media — Photographic Processed Films, Plates, and Papers — Filing Enclosures and Storage Containers. Containers shall be labeled in compliance with the requirements in the Oregon State Archives Division Micrographics Manual.

(g) All microfilm in the Security Copy Depository with a retention of 100 years or more shall be accompanied by a valid transmittal at the time of transfer;

(h) Non-silver films will not be accepted.

[ED. NOTE: Publications referenced are available from the agency.]

History

Statutory/Other Authority: ORS 192.070, 357.825(2) & 357.895
Statutes/Other Implemented: ORS 357.825(2), 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 5-1992, f. 12-21-92, cert. ef. 1-1-92

Or. Admin. R. 166-025-0035 Microfilm as Official Copy of Public Record

Microfilm may be substituted for any paper or machine readable record if it is made according to the following conditions:

(1) A security copy of microfilm of public records which has a required minimum retention period of 100 years or longer must be made and stored in accordance with OAR 166-025-0005 to 166-025-0030. A security copy must be reserved and used solely as a backup security copy or as a master for making working copy duplicate film when required.

(2) Working copies of microfilm, and microfilm of public records with a minimum retention period of less than 100 years, may be made in accordance with agency standards and requirements for the retention period of the public records, including the option of using any film, processing system, or storage containers the agency may select.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895
OSA 9-2009, f. & cert. ef. 10-15-09

Division 30 RECORDS MANAGEMENT PROCEDURES PROGRAMS

Or. Admin. R. 166-030-0005 Purpose

This Division specifies requirements for agency records management programs, and specifies the lawful authority and methods to destroy or otherwise dispose of public records. They apply to all public records, regardless of medium or physical format, created and stored by state and local agencies.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192 & 357
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 5, f. 12-30-77, ef. 1-1-78
OSA 2, f. & ef. 11-21-75

Or. Admin. R. 166-030-0016 Appointment of Records Officer

To establish a records management program that ensures the orderly retention and disposition of all public records, and to ensure the preservation of public records of value, each state or local agency shall designate a Records Officer. Records Officers organize and coordinate the agency’s Records Management Program, serve as their agency’s primary liaison with the State. Typical duties include planning, controlling, directing, organizing, training, promoting the program, and other activities involving the life cycle of information including records scheduling, retirement, storage and destruction. The State Archivist will provide training and assistance for Records Officers.

History

Statutory/Other Authority: ORS 357.855 & 357.895
Statutes/Other Implemented: ORS 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 2-1987, f. & ef. 2-6-87
OSA 5, f. 12-30-77, ef. 1-1-78

Or. Admin. R. 166-030-0019 Written Policies

State Agencies must develop and implement written policies that set forth the agency’s use, access, retention and ownership of public records. These policies, including any subsequent amendments, must be submitted to the State Archivist for approval per ORS 192.018. Model policies are available from the State Archivist. Although not required, the State Archives recommends the use of such policies by all agencies, including local governments.

History

Statutory/Other Authority: ORS 192 & ORS 357
Statutes/Other Implemented: ORS 357.855 & 357.895
OSA 1-2016, f. & cert. ef. 5-5-16

Or. Admin. R. 166-030-0021 Inventory and Appraisal (State Agencies)

To ensure accurate identification and evaluation of its records, each state agency shall, cooperate with the State Archivist in preparation of an inventory of the records of each of its organizational units, including the records of any other agency in its custody. These inventories shall be used to prepare a Special Schedule (OAR 166-030-0026) for public records in agency custody, regardless of medium or physical format. Special Schedules will not include schedules for records already listed in the State Agency General Schedule (OAR 166-300).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192, 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 3-1992, f. 4-3-92, cert. ef. 4-6-92
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 2-1987, f. & ef. 2-6-87
OSA 5, f. 12-30-77, ef. 1-1-78

Or. Admin. R. 166-030-0026 Public Records Retention and Disposition Authorization (State Agencies)

Authorization for destruction of public records by a state agency shall be obtained as follows:

(1) No authorization is required to destroy materials which are excluded or exempt by statute from the definition of public records. (ORS 192. 005(5), 192.170)

(2) A Special Schedule approved by the State Archivist, or an applicable State Agency General Records Retention Schedule found in OAR chapter 166, division 300, establishes the appropriate retention and disposition for state agency records. A state agency shall destroy public records that have met the terms and conditions of their scheduled retention period, subject to the prior audit requirements of 166-030-0041 and any suspension ordered under the provisions of 166-030-0045. Special Schedules shall be created from inventories (166-030-0021). Unless otherwise stated, a retention period shall be calculated from the date the public record was created. Retention periods for state agency records are both a minimum retention and a maximum retention period.

(3) State agencies shall submit a record of all public records (paper only) destroyed on the authority of the approved records retention schedules. This record shall list schedule number, record series title, cubic feet destroyed, and date destroyed. For electronic records, only agencies using an electronic records management system, need to report the records destroyed. The destruction report generated by the system shall suffice and should include retention schedule number, record series title, and date destroyed. Both the destruction report for paper records and for electronic records (when applicable) shall be forwarded to the State Archivist on an annual basis.

(4) Notwithstanding any existing records retention schedule, any State Agency electronic records with a scheduled retention period of Permanent, and which are also scheduled to be transferred to the State Archives, shall be kept by the agency in both electronic form and hard copy or microfilm form until State Archives electronic records accession review is completed. The State Archives will notify the agency in writing which electronic records, if any, will be accessioned and will specify transfer procedures, required format, required metadata and a required timetable for the electronic records transfer.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192, 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 1-1995, f. & cert. ef. 5-31-95
OSA 3-1992, f. 4-3-92, cert. ef. 4-6-92
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 2-1987, f. & ef. 2-6-87
OSA 5, f. 12-30-77, ef. 1-1-78

Or. Admin. R. 166-030-0027 Public Records Retention and Disposition Authorization (Local Agencies)

Authorization for destruction of public records by local agencies shall be obtained as follows:

(1) No authorization is required to destroy materials which are excluded or exempt by statute from the definition of public records. (ORS 192.005(5), 192.170)

(2) An applicable General Schedule published in OAR Chapter 166, or a Special Schedule approved by the State Archivist, establishes the appropriate retention and disposition for local agency records. A local agency may destroy public records which have met the terms and conditions of their scheduled retention period, subject to the prior audit requirements of 166-030-0041 and any suspension ordered under the provisions of 166-030-0045. Unless otherwise stated, a retention period shall be calculated from the date the public record was created. Retention periods for local government agency records are minimum retention period.

(3) Notwithstanding any retention period listed in a General Schedule, no public record created in or prior to 1920 shall be destroyed without the express written permission of the State Archivist.

(4) Specific approval from the State Archivist by means of a Special Schedule is required to dispose of public records which are not listed in an applicable General Schedule found in these rules. Instructions on creating Special Schedules are available from the State Archivist.

(5) Special schedules will not be written for records contained in applicable local government general schedules unless the State Archivist determines that is necessary to do so. General schedules for local government agencies will be developed and filed as Oregon Administrative Rule following the procedures defined in OAR chapter 166, division 500. General schedules for local government agencies will be reviewed at least every five years, or sooner as specified by the State Archivist

(6) Notwithstanding any retention period listed in a General Schedule or Special Schedule, no public records listed on the Oregon Historical Records Inventory shall be destroyed. Copies of lists of records on the Oregon Historical Records Inventory are available from the State Archivist.

(7) Local agencies shall submit a record of all public records (paper only) destroyed on the authority of the approved records retention schedules. This record shall list schedule number, record series title, cubic feet destroyed, and date destroyed. For electronic records, only agencies using an electronic records management system, need to report the records destroyed. The destruction report generated by the system shall suffice and should include retention schedule number, record series title, and date destroyed. Both the destruction report for paper records and for electronic records (when applicable) shall be forwarded to the State Archivist on an annual basis.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192, 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 1-1995, f. & cert. ef. 5-31-95
OSA 6-1994, f. & cert. ef. 8-29-94
OSA 3-1992, f. 4-3-92, cert. ef. 4-6-92
OSA 3-1988, f. & cert. ef. 10-20-88

Or. Admin. R. 166-030-0041 Prior Audit of Fiscal Public Records Required

Public records of fiscal transactions, regardless of medium or physical format, may not be destroyed until the minimum retention period has passed and the person charged with their audit has released them for destruction. If federal funds are involved, requirements of the United States government shall be observed.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192, 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 5, f. 12-30-77, ef. 1-1-78

Or. Admin. R. 166-030-0045 Suspension of Scheduled Public Records Destruction

A scheduled destruction of records, regardless of medium or physical format, which are the subject of a public records request or pending litigation shall be suspended until the request or litigation has been resolved. Only those records which have been specifically requested need be retained.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192, 357.855 & 357.895
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 1-1990, f. & cert. ef. 2-13-90
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 5, f. 12-30-77, ef. 1-1-78

Or. Admin. R. 166-030-0060 Public Records Disposition and Destruction (State and Local Agencies)

A Special Schedule approved by the State Archivist, or an applicable General Schedule published in OAR Chapter 166, authorizes disposition of public records. Disposition includes:

(1) Transfer to the custody of the State Archivist. When the scheduled retention period specifies transfer to the State Archives, an agency shall transfer its custody of the specified records to the custody of the State Archivist.

(2) Shredding, Pulping, or Incineration. Public Records which are confidential by law and negotiable instruments (even when cancelled or satisfied in writing) must be destroyed by shredding, pulping, or incineration. The destruction should be supervised and witnessed by a responsible employee of the agency. When using a contractor to destroy public records, the state or local agency must require posting of a bond or undertaking by the contractor to indemnify the state or local agency against any claims or actions resulting from his failure to protect the confidentiality of the public records, and must require a provision precluding sale, transfer, or delivery of the public records to a third party prior to data obliteration. The agreement shall also include provisions requiring secure transit to and handling by the contractor; and prompt processing of the public records by the contractor to fully obliterate the data they contain by shredding, pulping, or incineration.

(3) Recycling. Records which are not confidential by law may be sold or traded for recycling of the fiber or chemical they contain, provided that the sale or trade agreement includes provisions to ensure that the public records are promptly converted into a form which precludes use of the information they contain.

(4) Deposit in a Library, Museum, or Historical Society with the permission of the State Archivist. The originals of public records that have been microfilmed in compliance with ORS 192.040 to 192.070 and OAR 166-025, and other public records which have continuing local historical value although destruction is authorized, may be deposited in a Library, Museum, or Historical Society if disclosure of the record is not prohibited by law and the depository agrees to comply with ORS 162.305, 192.420, and 192.430. Agreements for such deposits must stipulate that the depository cannot sell or otherwise dispose of the records except by lawful and complete destruction or by returning them to the depositing agency. Permission of the State Archivist is required prior to transfer of records.

(5) Additional destruction requirements for electronic records are specified in OAR 166-017-0061.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192, 357.855 & 357.895
Reverted to OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-2011(Temp), f. & cert. ef. 7-15-11 thru 1-11-12
OSA 9-2009, f. & cert. ef. 10-15-09
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 3-1988, f. & cert. ef. 10-20-88
OSA 5, f. 12-30-77, ef. 1-1-78

Division 150 COUNTY AND SPECIAL DISTRICT RECORDS RETENTION SCHEDULE

Or. Admin. R. 166-150-0001 Definitions and Applicability

(1) Definitions.

(a) as used in these Division 150 rules:

(A) “Agency” means any of Oregon’s 36 counties or any special district as defined in ORS 198.010.

(B) “Series” has the meaning given the term “record series” in OAR 166-005-0010.

(b) OAR 166-005-0010 and OAR 166-017-0011 contain general definitions that may also apply to these Division 150 rules.

(2) Applicability. This General Records Retention Schedule applies to the official copy of all public records, regardless of medium or physical format, that are created or stored by counties and special districts. A county or special district may destroy public records which have met the terms and conditions of their scheduled retention period, subject to the prior audit requirements of OAR 166-030-0041 and any suspension ordered under the provisions of OAR 166-030-0045. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, adopt filed 11/05/2025, effective 11/05/2025

Or. Admin. R. 166-150-0005 Administrative Records

(1) Activity Reports: Series documents activities and accomplishments of the agency on a monthly or annual basis. Records may include employee/volunteer activity reports and building activity reports. SEE ALSO: Grant Records for reports documenting activities directly related to projects funded by grants. Minimum retention: (a) Annual reports and monthly reports for years in which no annual report exists, permanent; (b) All other reports, 2 years.

(2) Advertising and Promotion Records (Non-State Fair): Series documents preparatory and promotional materials, advertising campaigns, marketing initiatives, and public relations efforts. Records may include event programs and schedules, passes, newsletters, paste-ups, drawings, copies of ads, photographs, slides, video and sound recordings, story scripts, posters, brochures, flyers, and related documentation. Minimum retention: 2 years.

(3) Audit Records, Internal: Series documents the examination of the agency’s fiscal condition, internal control, and compliance policies and procedures. Records may also document performance or other financially related audits by agency or contracted auditors. Records may include audit reports, reports in lieu of audit, comments, and related documentation. SEE ALSO: Audit Reports, External. Minimum retention: 10 years.

(4) Billing Rate Establishment Records: Series documents the establishment or modification of fees for services charged by the agency, not specified elsewhere in the schedule. SEE ALSO: Accounts Receivable Records; and Fee Records for records documenting the collection of fees. Minimum retention: 3 years after fee superseded or obsolete.

(5) Civic Awards: Series documents awards presented by the agency to honor volunteers or other individuals for civic contributions. Records may include award nominations, award certificates, presentation or ceremony records and visual media, lists of past recipients, and related documentation. Minimum retention: 6 years.

(6) Conference, Seminar, and Training Program Records: Series documents the design and presentation of training programs and events offered or sponsored by the agency, including conferences, conventions, seminars, training classes, workshops, and similar gatherings. Records may include class descriptions, instructor certifications, planning documentation, instructional materials, course outlines, class enrollment and attendance records, and related documentation. SEE ALSO: Employee Personnel Records for individual employee training records. Minimum retention: (a) Class enrollment and attendance records, 2 years; (b) All other records, 5 years.

(7) Contract, Lease, and Agreement Records: Series documents the negotiation, execution, completion, and termination of legal agreements between one or more agencies and/or other parties. Records may include the official contracts, leases, intergovernmental or interagency agreements, state agency coordination agreements, data sharing agreements, franchise agreements, amendments, exhibits, addenda, legal records, contract review records, and related documentation. Records do not include property records. Minimum retention: (a) Records documenting building construction, alterations, or repair, 10 years after substantial completion [as defined by ORS 12.135]; (b) All other records, 6 years after expiration.

(8) Correspondence Records: Series documents communications sent and received by agency personnel which relate to the work of that agency. Records may include letters, memoranda, and electronic communications such as email, instant/direct messages, text messages, and social media. Retention is based on content of communications, not format. Communications pertaining to agency business sent or received on private accounts or devices are considered public records and are subject to retention requirements. Agencies may either retain with associated records per this General Schedule or retain per role-based groupings using methods approved by the State Archives. Communications used only to send copies of documents or duplicate information, conveying short-term logistical data or instructions, or relating to personal matters are not considered Public Records per ORS 192.005 and may be disposed of when no longer needed.

(9) Customer Accommodation Eligibility Records: Series documents applications to determine eligibility for fee waivers, reductions, or other accommodations for customers of agency-run services. Records may include Americans with Disabilities Act (ADA) accommodation requests, and income-based or other accommodation program applications. Minimum retention: 6 years after termination of service or participation of customer in program.

(10) Emergency Operations and Management Plans Records: Series documents the development, implementation, and updating of agency emergency operations and management plans, as required by the federal government as part of a Comprehensive Cooperative Agreement (CCA). Records may include adopted plans, notes, outlines, and related documentation. SEE ALSO: Emergency Response Plans and Procedures Records. Minimum retention: (a) Adopted plans, until superseded or obsolete; (b) All other records, 3 years after annual or final expenditure report submitted.

(11) Emergency Response Plans and Procedures Records: Series documents the development, testing, implementation, and updating of agency plans and procedures for operations during and following emergency or disaster. Records may include disaster preparedness and business resumption plans, procedures to follow in response to specific situations, and related documentation. SEE ALSO: Emergency Operations and Management Plans Records; and Emergency and Disaster Incident Records. Minimum retention: Until superseded or obsolete.

(12) Forms Development Records: Series documents the development of new or revised forms used by an agency. Records may include sample forms, revisions, form logs/listings, proposals, authorizations, and illustrations. Minimum retention: Until superseded or obsolete.

(13) Internal Policies and Procedures: Series documents written instructions, manuals, rules, and guidelines on current and past practices for personnel, and other procedures. SEE ALSO: Engineering Project Technical Records; and Safety Program Records. Minimum retention: (a) Enacted policies or procedures, 2 years after superseded or obsolete; (b) Policy development and planning records, 1 year after final document produced.

(14) Legislative Tracking Records: Series documents records monitoring federal or state legislation affecting the agency. Records may include copies of bills, reports, position papers, impact statements, meeting notes, and related documentation. Minimum retention: 4 years.

(15) Lobbyist Records: Series documents lobbyist and lobbyist employer activities. Records may include expenditure reports, registration statements, termination records, guidelines, and related documentation. Minimum retention: (a) Expenditure reports, 4 years; (b) All other records, 5 years after last reported lobbyist activity.

(16) Mailing Lists: Series documents lists compiled to facilitate billing, community outreach, and other functions of the agency. Minimum retention: Until superseded or obsolete.

(17) Meeting Records, Governing Body: Series documents the proceedings of any regularly scheduled, special, executive session, or emergency meeting of any governing body, as described in Oregon's Public Meetings Law (ORS 192.610 to 192.705), including boards, commissions, advisory councils, task forces, and similar groups. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, meeting packets, petitions, notes taken by members of the governing body during the meeting, audio and video recordings, and related documentation. SEE ALSO: Meeting Records, Staff; and Board of Commissioners or County Court Meeting Records. Minimum retention: (a) Minutes (except executive session minutes), agendas, resolutions, packets, indexes, and exhibits (not retained permanently elsewhere in agency records), permanent; (b) Executive session minutes, 10 years; (c) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes; (d) All other records and exhibits not pertinent to minutes, 5 years.

(18) Meeting Records, Staff: Series documents meetings within the agency which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.705). Records may include minutes, notes, virtual meeting chats, reports, and related documentation. Minimum retention: Until no longer needed.

(19) Notary Public Journals: Series documents notarial transactions completed by a notary public employed by a government agency. Agencies may retain journals by agreement with the notary public after their separation from agency employment. Records may include notary journal and agreement. Agencies retaining notary public journals without notary agreements should consult their legal counsel and/or the Secretary of State, Corporation Division for retention instruction. Minimum retention: 10 years after last notarial act.

(20) Ordinance Records: Series documents legislative action of a Board of Commissioners, County Court, or special district to regulate, require, prohibit, govern, control, or supervise any activity, business, conduct, or condition authorized by Oregon Revised Statutes. Minimum retention: Permanent.

(21) Organizational Records: Series documents the arrangement and administrative structure of an agency. Records may include charts, statements, and studies related to the administrative hierarchy, including determination of the merit and feasibility of reorganization. Minimum retention: 2 years after superseded or obsolete.

(22) Passport Transmittal Records: Series documents the processing of passport applications. Records may include calendars, copies of transmittals sent to the United States Passport Office, and related documentation. Minimum retention: 1 year.

(23) Permit and License Records, Agency-Issued: Series documents agency review, background investigations, recommendations, and other actions related to permits and licenses issued for various activities. Records may include applications, background investigation reports, permits, licenses, and related documentation. Permit types include those issued for taxi cab drivers, dances, parades, rocket launching, secondhand dealers, alarm system dealers, liquor licenses, keeping livestock, and solicitors. If a specific permitting function is included in another records series under a program or functional area such as public works or public safety in this general schedule, the retention period specified in that program or functional area supersedes the retention period listed in this series. Minimum retention: 3 years after expiration, revocation, or denial.

(24) Phone Call Recordings: Series documents routine recording of agency phone calls used for quality assurance and internal training purposes. Minimum retention: Until no longer needed.

(25) Polygraph Examiners Licensing Records: Series documents the statutorily required registration of polygraph examiners with the County Clerk. Minimum retention: 60 years.

(26) Press Releases: Series documents the release of prepared statements, announcements, news conference transcripts, and similar records issued to the news media by the agency. Records may include news releases announcing routine events or actions carried out within the scope of existing agency policies. Some releases may merit inclusion in applicable related record series (e.g., Incident Case Files, Fire Investigation Records, etc.). Minimum retention: 2 years.

(27) Proclamations: Series documents statements issued by the agency board of commissioners or directors on matters affecting the agency, usually dedications, openings, and other ceremonial occasions. Minimum retention: (a) Proclamations requested by outside groups or organizations, 1 year; (b) All other proclamations, permanent.

(28) Program Accreditation Records: Series documents the evaluation, certification, and accreditation of an agency program by a nationally or regionally recognized accrediting organization. Records may include self-evaluation reports, reports sent to accrediting organization, statistical records, evaluation reports, final accreditation reports and certifications, and related documentation. Some records in this series may have historic value. Minimum retention: Current and one previous accreditation cycle.

(29) Project Management Records: Series documents administration of formal projects such as physical infrastructure development, technology implementation, and operational improvement. Records may include project charters, team agreements, risk analyses, stakeholder feedback, project budgets and expenditures, technical documentation, progress reports, and related documentation. Note: Records related to project deliverables are filed with work products. Minimum retention: 10 years after completion or abandonment of project.

(30) Public Notice Records: Series documents compliance with laws requiring public notice of government activities including assessments, elections, land use changes, public meetings and hearings, sale of property, and others. Records may include public or legal notices, certificates, affidavits of publication, and related documentation. SEE ALSO: Competitive Bid and Competitive Proposal Records; and Voters Pamphlet Records. Minimum retention: 4 years.

(31) Public Policy Statements and Directives: Series documents public-facing positions taken by an agency. Records may include administrative and legislative review, analysis of policy, authorizing bulletins and advisories, mission and goal statements, and final documentation. Minimum retention: Permanent.

(32) Public Records Disclosure Request Records: Series documents requests to the agency to disclose public records and agency responses to them. Records may include requests for disclosure, request logs, approvals, denials, appeals, District Attorney orders, and related documentation. Note: Copies of records produced in response to requests are not subject to retention requirements and may be disposed of when no longer needed. Minimum retention: 2 years after last action.

(33) Publications: Series documents published records produced by or for the agency or any of its departments or programs and made available to the public. Records may include newsletters, pamphlets, brochures, leaflets, reports, studies, proposals, and similar published records. Minimum retention: (a) Records documenting special events or information with long term value, permanent; (b) All other records, until superseded or obsolete.

(34) Radio System Records: Series documents an agency’s use and maintenance of a radio system. Records may include Federal Communications Commission (FCC) licenses, frequency information, and call sign designations. Minimum retention: (a) Call sign designations, until superseded or obsolete; (b) FCC licenses, 2 years after expiration; (c) All other records, for the life of the system.

(35) Rental and Loan Records: Seriesdocuments the rental or loan of agency‐owned facilities or equipment. Records may include applications, calendars, lists, receipts, and related documentation. Minimum retention: 3 years.

(36) Reports and Studies: Series documents special reports or studies conducted on non-fiscal aspects of an agency's programs, services, or projects, compiled by agency personnel, or by consultants under contract that are not noted elsewhere in this schedule. Records may include final report distributed either internally or to other entities and the work papers used to compile the report or study. Minimum retention: 5 years.

(37) Requests and Complaints: Series documents complaints or requests concerning a variety of agency responsibilities. Records may include initially received request or complaint, documentation of internal actions taken, and related documentation. Note: If a specific request or complaint is listed in another records series in this general schedule, that retention period supersedes the retention period listed in this series. Minimum retention: 2 years after last action.

(38) Resolutions: Series documents formal statements of decisions or expressions of opinions adopted by the agency. SEE ALSO Meeting Records, Governing Body. Minimum retention: Permanent.

(39) Scheduling Records: Series documents routine employee scheduling activity. Records may include room scheduling records, work schedules and assignments, and desk calendars. Minimum retention: 1 year.

(40) Security and Access Records: Series documents security provided for agency buildings and grounds, including the issuance of keys and keycards to staff to enable access to buildings and sites. Records may include surveillance records, security logs, sign-in sheets, security reports, incident reports, key inventories, key issue forms, key replacement records, key disposal records, and related documentation. SEE ALSO: Alarm Records; Cybersecurity Records; and Video Surveillance Recordings. Minimum retention: (a) Access and entry logs, 3 years; (b) Other key and keycard records, 2 years after key is turned in; (c) Records documenting individual employee access rights, 6 months after employee separation or access status changed; (d) All other records, 2 years.

(41) Signature Authorization Records: Series documents the authorization of designated employees to sign official documents. Minimum retention: 6 years after authorization superseded or expired.

(42) Special District Charters: Series documents constitution, bylaws, and all amendments to agency charters approved by voters or the State Legislature. Records may include original charter, amendments, and related significant records. Minimum retention: Permanent.

(43) Special District Codes: Series documents codified ordinances passed by a special district and provides reference to all laws for both information and enforcement. Minimum retention: Permanent.

(44) Special Event and Celebration Records: Series documents agency-sponsored celebrations of special and historic occasions. Records may include studies, planning and promotional records, public attendance and response, major speeches, dedications, publications, reports, and related documentation. SEE ALSO: Special Event Traffic Change Records. Minimum retention: (a) Records documenting significant aspects of the event, permanent; (b) All other records, 2 years after event.

(45) Strategic Planning Records: Series documents long-range plans and the development of an agency's mission statement and work objectives. Records may include strategic plans, mission statements, work notes, and related documentation. Minimum retention: 10 years.

(46) Surveys, Polls, and Questionnaires: Series documents the measurement of public opinion by or for the agency related to various issues, actions, and concerns. Records may include surveys, polls, questionnaires, summaries, abstracts, and related documentation. Minimum retention: (a) Summary reports and abstracts, 3 years; (b) All other records, until summary report is completed or 3 years, whichever is sooner.

(47) Video Surveillance Recordings: Series documents the video monitoring of agency operated or public facilities, structures, roads, parking lots, etc. Minimum retention: (a) Recordings used as evidence in an ongoing criminal investigation or court proceeding, until case reaches final disposition; (b) Recordings used for internal investigations, until investigation closed; (c) All other recordings, 30 days.

(48) Visitor Logs: Series documents visitors to agency buildings. Minimum retention: 1 year.

(49) Waivers of Remonstrance: Series documents agreements made by private property owners to forgo their rights to remonstrate (oppose/protest) against certain agency actions in exchange for other considerations. Minimum retention: (a) If waiver has an expiration date, 6 years after expiration date; (b) If waiver carries no expiration date, 6 years after completion of project.

(50) Work Order Records: Series documents requests and authorizations, according to existing contracts or agreements, for needed services and repairs to agency property and equipment. Minimum retention: 1 year.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 1-2017, f. & cert. ef. 1-13-17
OSA 1-2014, f. & cert. ef. 2-25-14
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 2-2005, f. & cert. ef. 5-10-05
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0010 Airport and Seaport Records

(1) Airport Certification Records: Series documents certifications, licenses, or permits from the Federal Aviation Administration (FAA) or other federal or state agencies. Records may include documentation bearing directly on the application for issuance or renewal, agency prepared airport certification manuals, certification specifications, and related documentation. Minimum retention: (a) Certification manuals or specifications, permanent; (b) All other records, 2 years after expiration.

(2) Airport and Seaport Inspection Reports: Series documents Federal Aviation Administration (FAA) mandated inspections by airport staff, and marine operational inspections. Records may include reports of runway, ramp, and taxiway conditions, fire and reserve facilities, bird hazards, wind indicating devices, standby power systems, weather and tide conditions, and lighting. SEE ALSO: Inspection and Occupancy Records; and Fire and Emergency Medical Services Maps. Minimum retention: (a) Reports documenting incidents, 2 years; (b) Self-inspection reports not documenting incidents, 1 year; (c) Federal Aviation reports, 5 years; (d) All other reports, 6 months.

(3) Airport Law Enforcement Action Records: Series documents various types of security actions taken by the airport as described in 49 CFR 1542.221. Records may include documentation of discovery of weapons, bomb threats and other acts of terror, and arrests. SEE ALSO: Incident Case Files for records related to actual police reports filed. Minimum retention: 2 years.

(4) Airport Security Program Records: Series documents the agency airport’s objectives, methods, and procedures designed to prevent or reduce illegal activities or interference with civil aviation. Records may include a description of the airport, master security plan, planned improvements, procedures in case of hijackings or bomb threats, security gate information, airport statistics, and related documentation. Minimum retention: (a) Program records described in 49 CFR 1542, permanent; (b) All other records, 2 years after superseded or obsolete.

(5) Civil Aviation Registers: Series documents civil airplane registrations as listed by the Federal Aviation Administration to be used for reference by the agency. Minimum retention: Until superseded or obsolete.

(6) Complaint Records, Airport: Series documents complaints or requests related to noise or other aspects of airport operations. Records may include initially received complaints, documentation of actions taken, and related documentation. Minimum retention: 2 years after last action.

(7) Dredge Placement Records: Series documents the planning, execution, monitoring, and maintenance of dredge fill placement in order to demonstrate compliance with state and federal permits, ensure environmental protection, and support long-term stewardship of dredge placement sites. Records may include site selection records and environmental assessments, permitting and regulatory compliance documentation, geotechnical evaluations, placement tracking and volume logs, post-placement monitoring and site maintenance records, environmental monitoring data (turbidity, sediment quality, etc.), and interagency stakeholder correspondence, and related documentation. SEE ALSO: Real Property Transaction Records for records related to terminal berth dredging. Minimum retention: 10 years after disposition of placement site property.

(8) Maps, Aviation: Series documents visual, cartographic documentation that aids in airport functioning and issued for reference in the planning process. Records may include maps, plats, charts, field notes, terrain sketches, and related documentation. Minimum retention: Until superseded or obsolete.

(9) Navigational Facilities Maintenance and Operation Reports: Series documents the maintenance and operation of various types of airport navigational equipment. Records may include meter readings and adjustment records, facility maintenance logs, radio equipment operation records, technical performance records, and related documentation. Minimum retention: 2 years after equipment permanently removed from service.

(10) Noise Compatibility Program Records : Series documents agency development of a noise compatibility program to moderate the impact of noise in areas surrounding the airport. Records may include studies, reports, noise exposure and other maps, hearing records, public statements, and related documentation. SEE ALSO: Easements, Recorded; and Easements, Unrecorded. Minimum retention: (a) Program records described in 14 CFR 150.23, permanent; (b) All other records, 5 years after program approved.

(11) Notice To Air Mission (NOTAM) Reports: Series documents the notification of air carriers as to changes in airport conditions. Records may include NOTAM forms, logs of date and time of issue, messages from airport manager, and related documentation. Minimum retention: 1 year after notice expired.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0015 Assessment and Taxation Records

(1) Additional Tax Due and Valuation Notices: Series documents notification of property owners of disqualification of specially assessed property or errors made in the valuation process. Minimum retention: 3 years after entered on tax roll.

(2) Annual Tax Certification Records: Series documents certified levies to be collected for each taxing district which was placed on the tax roll and is filed with the County Clerk. Records may include summaries of taxes levied by property type and levy type. Minimum retention: 6 years.

(3) Appraisal Records: Series documents land and building appraisals, including all elements used to determine the value of the property. Records may include inventories of property identification number and legal description, inventories of owner name and address, diagram cards, appraisal activity logs, documentation of current and historical value, remarks, sales and building permit histories, roll value histories, sketch notes, appeal histories, construction details, improvement valuations, land valuations, and special use valuations. Minimum retention: 12 years.

(4) Assessment and Tax Roll: Series documents official record of assessments, tax levied, and changes to the tax roll on all properties. May also include additional tax rolls previously maintained for deferred homesteads, yield tax, reforestation, additional tax on timber, and others. Minimum retention: (a) Years through 1905, permanent; (b) Fiscal Years ending in 0 and 5 after 1905, permanent; (c) Fiscal Years 1906 and later (except years ending in 0 and 5), 50 years.

(5) Assessment Appeal Records: Series documents notification to the Assessor that a property owner disagrees with the assessed value of the property. Records may include Property Value Appeals Board, Department of Revenue, or tax magistrate petitions and orders, as well as correspondence relating to the appeal. Original petition, evidence, and order are filed with the County Clerk or the Oregon Department of Revenue. Minimum retention: 2 years.

(6) Assessment Rolls: Series documents real and personal property values as established by May 1 of each calendar year, used to generate taxes in the following tax year. These records were created prior to the legislative change combining the assessment and tax rolls. Minimum retention: If Tax Rolls do not exist for the below-specified time periods, or if the tax and appraisal function is documented in one record for a particular time period, use the following: (a) Years through 1905, permanent; (b) Fiscal Years ending in 0 and 5 after 1905, permanent; (c) Fiscal Years 1906 and later (except years ending in 0 and 5), 50 years; (d) If separate Tax Rolls exist for the above specified time periods, 6 years.

(7) Assessor’s Maps: Series documents cartographic records produced and maintained by the Assessor, outlining the boundaries of each land parcel subject to separate assessment within the county. In addition to cartographic information, records may include documentation of a parcel’s tax lot or account numbers, code area boundaries, and the assigned code area numbers. Minimum retention: Until superseded or obsolete.

(8) Bankruptcy Records: Series documents the actions of U.S. Bankruptcy Courts as it pertains to the assessing and collecting of property taxes. Records may include notification from the court, request for relief of automatic stay, reorganization and payment plans, discharges, and related documentation. Minimum retention: 2 years after case closed.

(9) Disqualified Tax Payments: Series documents the collection of taxes for properties that have been disqualified as having a special assessment. Minimum retention: 7 years.

(10) Exemption Claims: Series documents applications by war veterans or veteran’s widows and qualifying exempt organizations for total or partial property tax exemption. Records may include applications, marriage licenses, death certificates, military service discharge records, by-laws, rental agreements, and related documentation. Minimum retention: 2 years after superseded or exemption disqualified.

(11) Foreclosure Records: Series documents the actions of the Tax Collector during foreclosure and redemption of real property. Records may include declarations of delinquency, notifications to property owner and lien holders, official publication lists, applications for final judgment and decree, final judgment and decree, record of lien holders, redemption certificates, deeds of foreclosed property, and related documentation. Minimum retention: 6 years after property deeded to county or redeemed by recorded interest holder.

(12) Homeowner’s Property Tax Relief Records: Series documents applications for property tax reduction based on legislatively mandated amounts distributed through the Oregon Department of Revenue. Records may include applications; and adjustment, fund transfer, denial, and disqualification records. Minimum retention: 2 years.

(13) Journal Vouchers-Roll Changes: Series documents Assessor’s copy of request to Tax Collector to change or correct the tax roll in counties where separate records are maintained. Records may include vouchers, opinions and orders from the Oregon Department of Revenue, Property Value Appeals Board orders, and tax court and supreme court orders. Minimum retention: 6 years, or until real property tax rolls of the year affected by the voucher have been foreclosed and the foreclosed property deeded to the agency.

(14) Manufactured Structure Transfer Records: Series documents the change in ownership or transportation to a new location of a manufactured structure. Records may include Certificates of Taxes, Trip Permits, and related documentation. Minimum retention: 2 years.

(15) Personal Property Delinquent Tax Records: Series documents notification by individual correspondence or official publication to property owner of intent to issue a judgment lien on personal property for non-payment of taxes. Also used to record or release lien against owner of property on tax roll. Lien is recorded and retained by the County Clerk. Minimum retention: 2 years after the associated liens are issued.

(16) Personal Property Returns: Series documents the value of all business machinery and equipment within the county to determine the valuation of personal property for taxing purposes. Minimum retention: 6 years.

(17) Pre-Partition Tax Assessment Records: Series documents payment of taxes on properties prior to the partition/subdivision development. Records may include parcel description and documentation of payment. Minimum retention: 2 years.

(18) Ratio Studies: Series documents updates to appraisal values between reappraisals of property. Records may include sales data cards, sales verifications, sales ratio report, and related documentation. Minimum retention: 6 years.

(19) Refund Records: Series documents the overpayment of taxes and subsequent notification and refund of overpayment. Minimum retention: 6 years.

(20) Revenue (Department of) Reports: Series documents reports sent to the Department of Revenue summarizing information placed on the tax roll and providing detail of expenditures supporting reimbursement for operational expenses. Records may include Summary of Assessments and Levies (SAL) Report, Property Tax Program Grant Document Detail Report, and Tax Collection Year-End Report. Minimum retention: 6 years.

(21) Special Valuation Applications: Series documents requests for special assessment of properties on the basis of special use, including forest land, farmland, historic properties, enterprise zones, and single family residences in commercial zones. Records may include applications and worksheets, farm income documentation, historic designation documentation, and assessments of real market value (RMV) of property. Minimum retention: 6 years after disqualified.

(22) Tax Assessment Deferral Records: Series documents various types of tax assessment deferrals. Records may include applications, deferral claims, statements, financial documents, and other documentary proof showing satisfaction of requirements. Minimum retention: (a) Senior and Disabled Citizens Tax Deferral Applications, 2 years after disqualified or lien satisfied; (b) All other records, 3 years after final payment.

(23) Tax Collection and Distribution Records: Series documents summary of taxes collected and distributed. Minimum retention: (a) Percentage Distribution Schedule, 25 years; (b) All other records, 3 years.

(24) Tax Lot Cards: Series documents official descriptions of real property used to track land ownership and lot size and may also serve as a deed reference. Minimum retention: Permanent.

(25) Tax Payment Records: Series documents individual payments made by taxpayers on an account. Minimum retention: 7 years.

(26) Tax Statement Requests: Series documents authorization for lender to pay property taxes on individual properties. Minimum retention: 2 years.

(27) Tax Turnover Records: Series documents amounts paid to each taxing district based on the Tax Collection and Distribution schedule calculated by the Tax Collector. Minimum retention: 6 years.

(28) Taxing District Records: Series documents notification to the Assessor from city, fire, school, and other special districts to levy taxes. Records may include notifications from districts to levy taxes, categorizations of levies, resolutions from governing body to levy taxes, detail budgets, public notices, tax rate computation sheets, and other records used or created by the Assessor in calculating the tax rates. Minimum retention: (a) Notice of Property Tax Levy and Certification of Categorization, 6 years; (b) All other records, 2 years.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 3-2006, f. & cert. ef. 8-30-06
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0020 Building Records

(1) Building Board of Appeals Records: Series documents appeals to decisions made by agency staff regarding alternate building materials or methods of construction. Records may include staff reports, applications to appeal, minutes, exhibits, and related documentation. Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in county records), permanent; (b) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes; (c) All other records and exhibits not pertinent to minutes, 5 years.

(2) Building Code Compliance and Violation Records: Series documents violations of building, electrical, sign, heating, plumbing, and related codes. Series also includes vacant property registration for jurisdictions that require it. Records may include notices of infractions, summons, complaints, compliance agreements, logs, and related documentation. SEE ALSO: Ordinance Violation Records (Code Enforcement). Minimum retention: (a) Vacant Property Registration Forms, 2 years; (b) All other records, 10 years after last action.

(3) Building Inspection Records: Series documents on-site, or virtual, visits by inspectors. Records may include inspection reports and comments noted as construction progresses. Minimum retention: (a) Final inspections, for the life of the structure; (b) All other inspections, 2 years.

(4) Building Permit Applications: Series documents applications from property owners to erect new structures, including signs, or make structural modifications to existing ones. Minimum retention: (a) If permit issued, 2 years; (b) If no permit issued, 180 days.

(5) Building Permits: Series documents authority granted to property owners to erect new structures, including signs, or make structural modifications to existing ones. Minimum retention: (a) Permits for completed structures, for the life of the structure; (b) Demolition permits, 10 years after demolition; (c) All other permits, 2 years after revoked or expired.

(6) Building Plans, Nonresidential: Series documents materials submitted by building contractors or owners applying for a permit to build commercial, industrial, or apartment structures. Records may include blueprints, drawings, and specifications (including CAD), as well as records related to temporary facilities, job cleanup, deadlines, and change orders or plan modifications submitted after permit approved. Minimum retention: (a) If permit issued and structure completed, 5 years after substantial completion [as defined by ORS 12.135]; (b) If no permit issued, 180 days; (c) If permit issued, but structure not started, completed, or permit expired, 180 days after expiration date.

(7) Building Plans, Publicly-Owned Structures : Series documents materials submitted by building contractors or government agencies applying for a permit to construct government buildings. Records may include blueprints, drawings, and specifications (including CAD), as well as records related to temporary facilities, job cleanup, deadlines, and change orders or plan modifications submitted after permit approved. Minimum retention: (a) If permit issued and structure completed, for the life of the structure; (b) If no permit issued, 180 days; (c) If permit issued, but structure not started, completed, or permit expired, 180 days after expiration date.

(8) Building Plans, Residential: Series documents materials submitted by building contractors or owners applying for a permit to build residential structures. Records may include blueprints, drawings, and specifications (including CAD), as well as records related to temporary facilities, job cleanup, deadlines, and change orders or plan modifications submitted after permit approved. Minimum retention: (a) If permit issued and structure completed, 2 years after substantial completion [as defined by ORS 12.135]; (b) If no permit issued, 180 days; (c) If permit issued, but structure not started, completed, or permit expired, 180 days after expiration date.

(9) Certificates of Occupancy: Series contains certificates documenting compliance with the minimum standards set by state and local laws for structures. Minimum retention: Life of the structure.

(10) Unsafe Building Records: Series documents the demolition, boarding, or other actions related to structures determined to be unsafe, including structures determined to be unsafe due to the manufacture of illegal drugs. Records may include documentation of related repairs or actions to remedy deficiencies, complaints, building inspection reports, letters to property owners, demolition documents, visual media, copies of contracts and payment records, and related documentation. Minimum retention: 5 years after final action.

History

Statutory/Other Authority: ORS 192.005–192.170
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0030 Counsel Records

(1) Civil and Criminal Case Files: Series documents civil and criminal cases filed by or against the agency, and prosecution of criminal cases by district attorney’s office. Records may include complaints, summons, investigations, citations, law enforcement reports, driving records, subpoenas, motions, pleadings, judgments, and related documentation. SEE ALSO: Liability Claim Records. Minimum Retention: 10 years after case closed, dismissed, or date of last action.

(2) Dispute Resolution Records: Series documents personnel disputes resolved through mediation or arbitration instead of pursuing action through the court system. Records may include pleadings, investigation reports, dispositions, and related documentation. SEE ALSO: Personnel Records section. Minimum retention: 3 years.

(3) Land Use Board of Appeals (LUBA) Case Files: Series documents land use decisions made by the agency that have been appealed to and reviewed by the Land Use Board of Appeals. Records may include staff reports, land use orders, pleadings, briefs, and related documentation. SEE ALSO: Board of Commissioners or County Court Meeting Records. Minimum retention: 10 years after final decision.

(4) Legal Opinions: Series documents opinions and /or interpretations issued by agency counsel to elected officials, bureaus, commissions, other agencies or bodies, and internal departments. Minimum retention: (a) Formal opinions, permanent; (b) Informal opinions, 10 years.

(5) Tort Claim Records: Series documents notices given to the agency of potential suits against it, and the agency response to such notices. Note: ORS 30.275 defines limitations and time frames required for tort claims and actions surrounding them. Minimum retention: 3 years after claim closed.

(6) Victim/Witness Assistance Program Records: Series documents the administration of victim/witness assistance programs. Records may include reports, activity logs, expense statements, records documenting state action, and related documentation. Minimum retention: 5 years.

History

Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0035 County Clerk — Elections Records

(1) Absentee Ballot Requests: Series documents a citizen’s request for a ballot to be sent to them for the purpose of voting, or to change their current status as an absentee voter. Minimum retention: 1 year.

(2) Certified Election Results: Series documents election results for General, Primary, Emergency, Recall, and Special Elections. Minimum retention: Permanent.

(3) Contribution and Expenditure Reports: Series documents contributions and expenditures by candidates or political action committees. Records may include statements of organization and receipts for expenditures. The Secretary of State Elections Division maintains the statewide record copy of Statements of Organization. Minimum retention: (a) Statements of Organization, 6 years; (b) All other records, 4 years after the date required to file update reports.

(4) Election Filings (Candidates and Referrals): Series documents filings by a candidate or governing body for primary, general, emergency, and special elections. Records may include petitions of nomination, declarations of candidacy, certifications of nomination, certificates of election, notices of measure election, and withdrawals of candidates. Minimum retention: 4 years.

(5) Election Legal Notices and Publications: Series documents required pre-election legal notices by the County Clerk. Records may include publication of ballot title and notice of election. Minimum retention: 4 years.

(6) Election Preparation Records: (SEE Vote by Mail Records)

(7) Election Security Plan: Series documents the clerk’s compliance with ORS 254.074 in which they clearly outline, in writing, the county’s procedures for ensuring a secure elections process. Minimum retention: 5 years.

(8) Initiative, Referendum, and Recall Records: Series documents the initiative, referendum, and recall process by which voters propose laws and amendments to the State Constitution, refer an act of the Legislature or other governing body to a vote of the electorate, or recall a public official. Records may include petitions, measure information, signature sheets, signature verification records, text of proposed law, amendment, or response from public official. Minimum retention: (a) Initiative & Referendum Signature Sheets with a copy of the county or district measure, 6 years after election if measure is approved, as defined by ORS 250.235 & 255.205; (b) Signature sheets if measure is not approved, 90 days after election or 90 days after signature submission deadline if insufficient to qualify to the ballot; (c) Initiative & Referendum copy of county or district measure, if measure is approved, permanent; (d) Initiative & Referendum copy of county or district measure, if measure not approved, 4 years after election date; (e) Recall Petition Records, 4 years after election.

(9) Poll Books, Pre-1931: Series documents issuance of ballots to eligible voters in an election. Records may include oaths of Election Board members and certificates of registration. Minimum retention: Permanent.

(10) Registration List Authorizations: Series documents the request and authorization for transmittal of voter registration information to citizens. Record consists of request and authorization for list of electors for a particular political boundary. Minimum retention: 2 years.

(11) Secretary of State Reports: Series documents required reports to the Office of the Secretary of State summarizing election registration, participation, and costs. Records may include Special District Election Reports, Election Equipment Amortization Worksheets, Average Ballots Cast Worksheets, Allocated Cost Worksheets, and Local Elections Billing Worksheets. Minimum retention: 2 years.

(12) Vote by Mail Records: Series documents the preparation and administration of elections conducted by mail. Records may include counted, duplicated, rejected, and defective ballots; returned signed, non-deliverable, and secrecy envelopes; and other documents used to prepare, administer, and abstract elections conducted by mail. Minimum retention: (a) Counted, duplicated, rejected, and defective ballots, 2 years after election; (b) Unused ballots, 45 days after the election regardless of federal/nonfederal candidates; (c) Returned signed envelopes, 2 years after the election regardless of federal/nonfederal candidates; (d) Secrecy and non-deliverable envelopes, 60 days after the last day to contest the election for all elections regardless of federal/nonfederal candidates; (e) All other records used to prepare, administer, and abstract elections conducted by mail, 2 years after the election to which they relate.

(13) Voter Identification Records: Series documents verification of the identity and residence of a person registering to vote. Records may include copies of photo identification, utility bills, bank statements, or other documentation showing current residence. Minimum retention: Until verified by county elections official.

(14) Voter Registration Records: Series documents the registration or cancellation of registration of eligible voters or the cancellation of confidential voter status. Records may also include records canceling or making inactive voter registration such as the notice of deceased list from Secretary of State, notice of change of address from Department of Motor Vehicles, U.S. Postal Service notice, and related correspondence (ORS 247.580). Minimum retention: (a) Voter Registration Cards and all other records scanned into Oregon Centralized Voter Registration system (OCVR), destroy after entered into OCVR; (b) All other records, 2 years.

(15) Voters Pamphlet Records: Series documents the compilation, publication, and distribution of the County Voters' Pamphlet for primary, general, and statewide special elections. Minimum retention: (a) 1 copy of Voter Pamphlet, permanent; (b) Pamphlet preparation records, 4 years after election.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 1-2014, f. & cert. ef. 2-25-14
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 10-2009, f. & cert. ef. 12-23-09
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0040 County Clerk — General Records

(1) Budgets (Taxing Districts): Series documents budgets required to be filed by taxing districts within the county for the purpose of making them available for public inspection. Records may include budget overview, budget policies, organization charts, budget detail reports, and summary schedules. SEE ALSO: Budgets (Adopted) Records. Minimum retention: (a) County budget, permanent; (b) Other taxing district budgets, 2 years.

(2) County Charter: Series documents the constitution, bylaws, and all amendments to agency charters approved by voters or the State Legislature. Records may include original charter, amendments, and related records. Minimum retention: Permanent.

(3) County Code: Series documents codified ordinances passed by the county. Minimum retention: Permanent.

(4) Declaration of Oregon Registered Domestic Partnership Records: Series documents declaration of Oregon registered domestic partnerships. Records may include (Oregon Public Health Division, Center for Health Statistics) Record of Domestic Partnership and related documentation. Minimum retention: Permanent.

(5) Deed Instruments, Recorded: Series documents conveyance or encumbrance of an interest in real property. Records may include deeds; condominiums, plats, and partition plats; leases, contracts, easements, covenants, conditions, restrictions, options, and affidavits. SEE ALSO: Deed Instruments, Unrecorded; and Deeds to Agency-Owned Land. Minimum retention: Permanent.

(6) Easements, Recorded: Series documents recorded grants by property owners to the agency for use of private property for public uses. Records may include maps or other exhibits. SEE ALSO: Easements, Unrecorded; and Temporary Access/Construction Easement Records. Minimum retention: Permanent.

(7) Fee Records: Series documents billing and collection of fees or assessments for instruments received for recording. SEE ALSO: Billing Rate Establishment Records . Minimum retention: 3 years.

(8) Filed but Not Recorded Records: Series documents records that are required to be filed but not recorded with the county clerk. Records may include quarantine orders, lost property notices, affidavits of publication, failed or rejected petitions, meeting notices, and hearing notices. Minimum retention: 2 years.

(9) General Index (Direct and Indirect): Series documents the statutory requirement to create a direct and indirect index of recorded instruments at least once per year. Minimum retention: Permanent.

(10) Lien Instruments: Series documents orders or warrants assessing a civil penalty issued by state or federal agencies or others. Records may include other liens such as construction liens, chattel liens, and hospital liens which may not be included in the County Clerk Lien Record. Minimum retention: (a) County Clerk Lien Record, permanent; (b) Other Statutory Lien Records, 10 years.

(11) Marriage Records: Series documents licenses issued and solemnization of marriages. Records may include (Oregon Public Health Division, Center for Health Statistics) Record of Marriage, Consent to the Marriage of a Minor, Affidavit that there is no Parent or Guardian in Oregon, Waiver of Waiting Period, and related documentation. Also may include the copy of the marriage license if the County Clerk performed the ceremony. Minimum retention: Permanent.

(12) Miscellaneous Recordings (Not Authorized by Statute): Series documents recordings of various instruments not authorized by statute. Examples of records currently filed in this series include: not notarized earnest money agreements, personal documents, legal instruments, and other miscellaneous writings. Minimum retention: (a) Records created prior to 1965, permanent; (b) All other records, 10 years.

(13) Mortgage Instruments: Series documents conveyance of lands to secure the payment of a debt. Records may include mortgages, trust deeds, weatherization liens, senior citizen tax deferrals, Uniform Commercial Code (UCC) filings, and related documentation. Minimum retention: Permanent.

(14) Municipal Corporation Claims: Series documents description of property in which a municipal corporation claims assessment liens for local improvement. Minimum retention: 6 years after satisfaction.

(15) Oaths of Office: Series contains signed oaths taken by various elected and appointed officials before discharging duties of office. Minimum retention: 6 years after most recent oath expired.

(16) Orders: Series documents orders issued by the agency. Records may include provisions of county code, adoption or amendment of rules, declarations, and executive orders. Minimum retention: Permanent.

(17) Property or Goods Finders Records: Series documents requirement that a person who finds money or goods valued at $250 or more must give notice in writing to the County Clerk. Minimum retention: 2 years.

(18) Property Value Appeals Board Meeting Records: Series documents the proceedings of the Property Value Appeals Board (formerly the Board of Property Tax Appeals). Records may include copies of appointment orders, oaths of office, verifications of training, delegations of legal counsel, affidavits of publication, records of appointment of board appraisers, agendas, presented evidence, authorizations to represent, defective petition notices, copy of hearing notice mailed to petitioner, recommendations and orders made by the board, and meeting minutes. Minimum retention: 6 years.

(19) Public Recordings (Authorized by Statute): Series documents recordings of various instruments authorized by statute for the purpose of making a public record. This series may be referred to as the Book of Records. Minimum retention: Permanent.

(20) Records Management Records: Series documents the authorized retention, scheduling, inventory, and disposition of agency public records. Records may include records retention schedules, inventory worksheets, schedule authorizations, procedure guidelines, transmittals, destruction authorizations, reports, and related documentation. Minimum retention: (a) Destruction records, 25 years; (b) Index/Finding aid records, until superseded or obsolete; (c) Filing System records, 5 years after superseded or abolished; (d) All other records, 5 years after superseded or obsolete.

(21) Special District Records: Series documents the formation, merger, operation, and dissolution of special districts within the county. Records may include ordinances, orders, formation records, annexations, maps, petitions, and assessments required to be filed in the Office of County Clerk. Minimum retention: Permanent.

(22) Undeliverable Recorded Instruments: Series documents recordings returned as undeliverable. Minimum retention: 1 year.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 1-2014, f. & cert. ef. 2-25-14
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0045 County Court and Commissioners Records

(1) Annexation Records: Series documents the annexation of areas into boundaries. Records may include staff reports, petitions, service district withdrawal records, surveys, boundary commission recommendations and judgments, census reports, franchise notices, maps, and related documentation. Minimum retention: Permanent.

(2) Board of Commissioners or County Court Meeting Records: Series documents the official proceedings of regularly scheduled, special, executive session, and emergency meetings of the governing body. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, meeting packets, petitions, notes taken by members of the governing body during the meeting, audio and video recordings, and related documentation. Minimum retention: (a) Minutes (except executive session minutes), agendas, resolutions, packets, indexes, and exhibits (not retained permanently elsewhere in agency records), permanent; (b) Executive session minutes, 10 years; (c) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes; (d) All other records and exhibits not pertinent to minutes, 5 years.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0050 County Fair Records

(1) Annual Fair Advertising and Promotion Records: Series documents the preparation and production of promotional materials, advertising campaigns, and public relations efforts for the annual County Fair. Series also documents categories of exhibit competitions, entry requirements, and prizes offered for 4-H and Open Class exhibits. Records may include fair programs, exhibitor’s handbooks (premium books), schedules of events, passes, newsletters, news clippings, paste-ups, drawings, copies of ads, photographs, audio and video recordings, story scripts, posters, brochures, flyers, and related documentation. Minimum retention: (a) Fair programs and exhibitor’s handbooks (premium books), permanent; (b) All other records: 2 years.

(2) Commercial Vendor Records: Series documents vendor reservations for exhibit booth space at the County Fair. Records may include reservation forms, cash receipts, and exhibitor rosters. Minimum retention: 4 years.

(3) Communications Equipment Licensing Records: Series documents Federal Communications Commission (FCC) authorization for the County Fair to operate a radio station and use radio frequencies. Records may include radio station applications and licenses, frequency coordination requests, vendor brochures, radio warranties, and related documentation. Minimum retention: 1 year after permit expires.

(4) Exhibit Entry, Judging, and Award Records: Series documents all activities related to judging and awards for adult, 4-H and Future Farmers of America (FFA), and open class County Fair exhibits. Records may include press releases, entry forms, entrant rosters, judging sheets, award listings, brochures, booth duty schedules, questionnaires, photographs, news clippings, and related documentation. Records may also include receipts for fees received and awards paid. Minimum retention: 4 years.

(5) Exit Polls and Post-Fair Survey Records: Series documents research and development of marketing and planning strategies. Records may include polls and surveys, objective statements, methodology documents, sampling variability, summaries, exit poll analysis, tables, and graphs. Minimum retention: 5 years.

(6) Fairgrounds Development Records: Series documents the development of the County Fairgrounds and physical facilities. Records may include drawings, blueprints, maps, permits, contracts, deeds, real estate appraisals, studies and reports, budget reports, long-range development plans, warranties, photographs, and related documentation. Minimum retention: Permanent.

(7) First Aid Reports: Series documents first aid treatment of fairgoers, employees, exhibitors, vendors, or others, and may be used to report to the county or other parties. Series does not cover workers’ compensation claims and related records. Minimum retention: 2 years.

(8) Gambling Winnings Statements: Series documents reports to Internal Revenue Service (IRS) gambling winners and amounts paid by the County Fair on horse racing bets. Records may include statements (IRS W-2G) and transmittal forms (IRS 1096). Minimum retention: 4 years.

(9) Miscellaneous Fairgrounds Event Files: Series documents various events at the fairgrounds which are not documented in other record series. Records may include calendars of events, minor repair and construction projects records, security and law enforcement plans, camping regulations, minor personal injury or property damage reports, and related documentation. Minimum retention: 6 years after event.

(10) Non-Fair Event Records: Series documents planning and preparation for non-fair events at county fair facilities. Records may include ticket distribution/sales, contracts and agreements, and related documentation. Minimum retention: 6 years after event occurs or is cancelled.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0055 County Health — Developmental Disabilities Records

(1) Adult Foster Home Provider Records: Series documents the administration of a system of adult foster homes which provide care for developmentally disabled clients in residential settings. Series may include records such as license applications, inspection reports, fire drill records, facility information, references, progress notes, meeting notes, financial records, annual license evaluation, annual agreement or contract, a copy of the annual license, and related documentation. Minimum retention: 6 years after expiration of contract or agreement.

(2) Developmental Disabilities Intake Reports: Series documents the initial contact with a potential client in order to determine if the person is eligible for developmental disability programs. Records may include information sheets; applications; signed release forms for other records such as school records, psychological reports, social security, and skill assessments; progress notes; letters of decision; and appeals of the decision. If the person is eligible for service, the intake report file becomes part of the Developmental Disabilities Service Records. Minimum retention: (a) If eligible for DD programs, transfer to Developmental Disabilities Service Records; (b) All other cases, 10 years.

(3) Developmental Disabilities Service Records: Series documents services provided to persons with developmental disabilities, including intake and case management, crisis services, and family support services. Services such as residential, vocational, and transportation services may be contracted out. Records may include applications for service, referrals, progress notes, medical records, individual service plans (ISP), diagnostic and evaluation results, and financial and legal records. Minimum retention: (a) Individual Service Plans, 10 years; (b) All other records if death date is known, 7 years after date of death; (c) All other records if death date is unknown, 70 years.

(4) Family Support Records: Series documents the screening of applications for financial aid to support the families of clients in developmental disability programs. Records may include the application and other records including progress notes, financial information, family assessment, and treatment and support plans. Minimum retention: 5 years.

(5) Protective Service Reports: Series documents investigations of clients over the age of 18 and enrolled in developmental disability programs who are suspected of having received physical or sexual abuse. Records may include investigation reports, police reports, and interview notes. Minimum retention: (a) Interview notes for substantiated criminal findings, 10 years; (b) Interview notes for unsubstantiated findings, 3 years; (c) Reports, 20 years.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0060 County Health — Mental Health Records

(1) Mental Health Reports: Series documents internal reviews conducted by mental health services providers to document their activities. Records may include reports concerning quality assurance reviews and random reviews of cases to ensure compliance with federal regulations or staffing reviews of serious incidents, such as the death of a client. Minimum retention: 5 years after last service or until 21st birthday, whichever is longer.

(2) Mental Health Service Records: Series documents the diagnosis and treatment services provided to children, adults, or families with emotional challenges or mental illness. Services provided may include outpatient treatment and residential services, crisis services, and coordination of regional and local inpatient services including commitment and discharge. Records may include records such as a history of previous service; referrals; testing and evaluation reports; treatment plans; progress notes; enrollment, fee, and billing records; legal records; permission to treat; medical assessment including laboratory and other tests, emergency room services, and medication and prescription records; school reports; and related documentation Minimum retention: 10 years after last service or until 21st birthday, whichever is longer.

History

Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0065 County Health — Public/Community Health Records

(1) Alcohol and Drug Service Records: Series documents services provided to clients in alcohol and drug treatment programs, including residential treatment and care, outpatient services, detoxification, DUII (Driving Under the Influence of Intoxicants) education and treatment, sex offender treatment, methadone treatment, and other services. Records may include clinical records or patient files including assessment records, treatment plans, progress notes, treatment reviews, termination reports, and medical records. Minimum retention: 6 years after last service or until 21st birthday, whichever is longer.

(2) Board of Health Reports: Series documents the activities of the county health departments such as public or community health, mental health, environmental health, family mediation, alcohol and drug, developmental disabilities, deputy medical examiner, and fiscal administration. Records may include semi-annual reports to the County Board of Health prepared by the various departments including summarizations of department activities and concerns, as well as reports on special topics such as AIDS and other issues. Reports may be sent to the Board of County Commissioners. Minimum retention: (a) Reports filed with County Commissioners, 10 years; (b) Reports not filed with County Commissioners, permanent.

(3) Car Seat Rental Service Records: Series documents the rental of car seats for infants and young children. Minimum retention: (a) If car seat returned, until return of car seat; (b) If car seat is not returned, 5 years.

(4) Communicable Disease Intake Reports: Series documents persons with communicable diseases such as sexually transmitted diseases, HIV, tuberculosis, food-borne diseases, and others. Information from this intake report may be transferred to the investigation report or the intake report may be attached to the investigation report. Minimum retention: 1 year.

(5) Communicable Disease Investigation Reports: Series documents investigations into reports of communicable diseases. Minimum retention: 5 years.

(6) Communicable Disease Logs: Series documents communicable diseases by providing a summary of information taken from the intake report. Minimum retention: 5 years.

(7) Complaint Correspondence Records: Series documents formal and informal complaints involving extended investigation and/or litigation concerning environmental health issues, staff or division policies, or other perceived health problems in the community. Records may include letters, memoranda, hearing transcripts, Board of County Commissioner minutes, and other records which document or add significant information to the complaint. Minimum retention: 10 years after resolution.

(8) Health Insurance Portability and Accountability Act (HIPAA) Disclosure Notice Records: Series documents notification to clients about the agency’s practices regarding client medical records and information under HIPAA. Records may include notification forms and related documentation. Minimum retention: 6 years after last service.

(9) HIV Test Records: Series documents the results of anonymous or confidential HIV tests. Minimum retention: 2 years.

(10) Immunization and Injection Records: Series documents immunizations received by infants, children, and adults from county health services. Minimum retention: (a) Immunization records, 10 years; (b) ITARS records [ended circa 2000], 25 years from date of last service; (c) All other records, 6 years after last service or until 21st birthday, whichever is longer.

(11) Immunization Authorization Records: Series documents authorizations and parental/guardian consent for children and other patients to receive immunizations. Minimum retention: 10 years.

(12) Interpreter Service Records: Series documents the scheduling of interpreters for needed county truancy departments and the services provided for payment purposes. Records may include interpreter scheduling and request forms, on-call invoices, timesheets, and related documentation. Minimum retention: 2 years.

(13) Laboratory Log Records: Series documents laboratory tests performed for patients such as hematocrits, urinalysis, GC cultures, wet mounts, serologies, blood typing and Rh factor, and pregnancy tests. Records may include documentation of completion of the test, test results, and related documentation. Minimum retention: 2 years.

(14) Maternal-Child Health (Children and Family) Service Referral Reports: Series documents referrals involving maternal-child health concerns from other providers, such as physicians or hospitals. If services are provided to the patient, the referral report becomes part of the Public Health Service Records. Minimum retention: (a) If services provided, transfer to Public Health Service Records; (b) All other cases, 2 years.

(15) Medicaid Financial Screening Records: Series documents the screening of clients who appear eligible for Medicaid for a final eligibility determination by Oregon Department of Human Services (ODHS). Records may include Medicaid Financial Screening Form, lists of clients, ODHS forms, narrative notes completed by screeners, private insurance records, and automobile accident injury histories. Minimum retention: 2 years.

(16) Medical Examiner Case Files: Series documents investigations into deaths by the county medical examiner, coroner, or other designated official. Series contains records on any deceased person that requires medical examiner involvement. Records include the autopsy report and the medical examiner’s report. Records may also include police reports, family interviews, personal identification, and disposition of unclaimed funds. Minimum retention: (a) Pre-1965 Coroner’s Reports, permanent; (b) Post-1965 case files, 25 years; (c) No case file developed, 5 years.

(17) Pharmacy Log Records: Series documents the dispensing or issuing of pharmaceutical medications. Minimum retention: 3 years.

(18) Public Health Service Index (Master Patient Index) Cards: Series documents patients served and the services provided to them. Separate indexes may be kept for different programs. Minimum retention: 25 years after date of last service.

(19) Public Health Service Records: Series documents the services given to patients in specialized programs such as the Women, Infants, and Children (WIC) nutrition program; clinical services (including tuberculosis, HIV, sexually transmitted diseases, hepatitis, and immunizations); dental services; sero-wellness; family planning and pregnancy testing; car-seat rental; maternal-child health nursing services concerning high risk pregnancies, high risk infants, or young children with major health problems or disabilities; and public health field nursing services. Records may include reports; professional notations; laboratory reports; treatment and x-ray authorizations; releases of information; clinical or medical records, progress notes, and records of visits; and related documentation. Minimum retention: (a) Outpatient physical therapy and speech-language pathology service records, 6 years after last service or until 21st birthday, whichever is longer; (b) Dental patient records, 7 years after last service; (c) All other outpatient service records, 6 years after last service; (d) Counties participating in the Medicare Advantage Program, all records 10 years after contract expires (42 CFR 422.504).

(20) Sero-Positive Wellness Program Charts: Series documents the services and treatment provided to people with HIV. Records may include charts documenting service and treatment, laboratory results, work plans, and related documentation. The records may be transferred to the Oregon Public Health Division upon closure, or they may become part of the patient’s clinical file in the Public Health Service Records. Minimum retention: 6 years after last service.

(21) Sexually Transmitted Disease Epidemiological Reports: Series documents the investigation into sexually transmitted diseases. Records include The Confidential Sexually Transmitted Disease Case Report, copies of which may be forwarded to the Oregon Public Health Division. Individuals who are seen and treated at STD clinics will have a clinical file in the Public Health Service Records. Minimum retention: (a) If patient is treated, transfer to Public Health Service Records; (b) If patient is not treated, 5 years.

(22) Tuberculosis Client Records (Tuberculosis Registry): Series documents patients with active and inactive cases of tuberculosis. Records may include epidemiological reports and related documentation. Minimum retention: (a) Active cases where death date is known, life of individual; (b) Active cases where death date is unknown, 70 years after last service; (c) Inactive cases with patients on preventive drug therapy, 6 years after last service.

(23) Tuberculosis Negative Cases Epidemiological Reports: Series documents service to patients with negative tuberculosis tests, defined as patients with positive skin tests who do not have the disease and have not received treatment. Records may include individual patient documentation, x-ray reports, skin test results, and related documentation. Minimum retention: 2 years, destroy reports when recorded in Tuberculosis Client Records (Tuberculosis Registry) .

(24) Tuberculosis X-Ray Authorization Records: Series documents authorizations and parental consent for children and other patients to receive tuberculosis x-rays. Minimum retention: 6 years after last service.

(25) Tuberculosis X-Ray Records: Series documents x-rays used to screen and diagnose cases of tuberculosis. Records may include registration cards, medical history, x-ray results, assessment of condition, treatment plan, medication ordered, and related documentation. Minimum retention: (a) Active cases where death date is known, life of individual; (b) Active cases where death date is unknown, 70 years after last service; (c) Inactive cases with patients on preventive drug therapy, 6 years after last service.

History

Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 5-2006, f. & cert. ef. 12-15-06
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0070 County Health — Sanitation and Waste Management Records

(1) Food Handlers Registration Records: Series documents the registration of food handlers such as cooks, chefs, waiters, and cafeteria workers. Minimum retention: 1 year after expiration or non-renewal of registration.

(2) Franchised Service Provider Case File Records: Series documents the issuance of certificates for franchised garbage haulers providing services for medical or bio-hazard material, hazardous material, or municipal waste; special services; or recyclers. Records may include applications, bonds, maps of service area, and related documentation. Minimum retention: 3 years after expiration of franchise.

(3) Franchised Service Provider Financial Review Records: Series documents the annual or periodic review of financial records of franchised sanitation and waste management service providers. Records may include statistical reports on customers, materials processed, labor, financial balances, and related documentation. The report and recommendations for proposed new or changed rates are forwarded to the Solid Waste Advisory Committee and the County Board of Commissioners. Minimum retention: 8 years.

(4) Franchised Service Provider Performance Review Records: Series documents the periodic performance review of holders of franchised sanitation and waste management service provider certificates. Records may include complaints, inspections, reports, recommendations, and related documentation. A copy of the report is forwarded to the Solid Waste Advisory Committee. Minimum retention: 3 years after expiration of franchise.

(5) Land Fill Case File Records: Series documents the regulation and certification of landfills. Records may include certificates, site plans, site assessments, operations plans, regulations or material to accept, special recommendations, violations, franchise fee records, and related documentation. Records also may include a periodic review of landfills; a report which is forwarded to the Solid Waste Advisory Committee (SWAC); Oregon Department of Environmental Quality (DEQ) site plans, operational plans, and permits; correspondence with DEQ concerning compliance conditions; and land fill records monitoring ground water, surface water, land fill gas, and storm water according to federal regulations. Minimum retention: (a) Periodic review and report to SWAC, 5 years; (b) Case files for sites not chosen, 15 years; (c) Case files for all other sites, 30 years after closure.

(6) Ordinance Violation Records (Code Enforcement): Series documents reported violations of agency ordinance or code. Examples include environmental concerns, waste and refuse complaints, nuisances, and other non-traffic violations. Records may include citations, complaints, warrants, police reports, subpoenas, and related documentation. SEE ALSO: Building Code Compliance and Violation Records. Minimum retention: (a) Citations issued, 5 years after case closed; (b) Records of citations not issued, 1 year after date of last action.

(7) Private Well Water Sample Records: Series documents the analysis of water samples collected from private wells. A copy of the laboratory report may be attached to the report. Minimum retention: 1 year.

(8) Public Facilities Sanitation Records: Series documents the inspection and licensing of public facilities such as swimming pools; restaurants; school and daycare food services; tourist and travelers facilities; vending facilities including mobile units, commissaries, vending machines, and warehouses; and profit and non-profit temporary restaurants. Records may include applications, inspection reports, copies of the licenses issued, plan review, and related documentation. A copy of each license is forwarded to the Oregon Public Health Division. Minimum retention: (a) Temporary restaurants, 1 year after date of event; (b) Closed facilities, 2 years after closure; (c) Other facilities, 7 years.

(9) Regulation Violation and Challenge Records: Series documents the violations and challenges to regulations concerning franchises, haulers and collectors, and flow control. Series may include reports, complaints, inspections and assessments of the site and of records, the citation, and related documentation. Minimum retention: 5 years.

(10) Septic System Sanitation Records: Series documents subsurface, individual sewage disposal (septic) systems. Records may include application, building site inspection report, site map, site evaluation, construction permit and application, plot plan, approval or denial of permit, copy of permit, repair and alteration permits, and related documentation. Minimum retention: 20 years after abandonment notification.

(11) Special and Hazardous Waste Records: Series documents the activities of programs to handle special and hazardous waste materials such as petroleum contaminated soil, industrial wastes, manufacturing by-products and wastes, chemical spills and spill cleanup material, and medical wastes. Records may include case files for special wastes that have been accepted for disposal, and rules, ordinances, regulations, criteria, and standards adopted by the agency for the control and acceptance of special and hazardous wastes. Minimum retention: 30 years.

(12) Waste Management Annual Plans and Reports: Series documents annual plans, implementation goals, and identified objectives designed to meet state and regional mandates concerning landfills; disposal and transfer stations; hauling and collection of wastes; recycling including waste reduction, refuse, composting, and resource recovery; and regulations. Series also documents annual reports to state and local entities and biannual reports to the Environmental Protection Agency (EPA) documenting the program or primary functional activities and accomplishments of the office for the previous year. Minimum retention: (a) Annual Reports, 50 years; (b) Annual Plans, 20 years.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0075 County Health — Vital Statistics Records

(1) Birth Abstracts: Series documents selected information abstracted from the birth certificate. Minimum retention: 2 years.

(2) Birth Records: Series documents births occurring within the county. Records contain individual certificates, indexes, and other records listing births. Minimum retention: (a) Through 1915, permanent; (b) After 1915, retain the original record 1 week, then send to the Oregon Public Health Division; (c) After 1915, retain copies 6 months.

(3) Death Abstracts: Series documents selected information abstracted from the death certificate. Minimum retention: 2 years.

(4) Death Records: Series documents deaths occurring within the county. Records may include certificates documenting the demographic information of the decedent and cause of death, indexes, and other records listing deaths, including fetal deaths or stillbirths. Minimum retention: (a) Through 1915, permanent; (b) After 1915, retain original record 1 week, then send to the Oregon Public Health Division; (c) After 1915, retain copies 6 months.

(5) Paternity Affidavit Records: Series documents establishment of paternity by identifying the natural father of a child born to parents who are not legally married. Minimum retention: Transfer to Oregon Public Health Division.

(6) Report and Abstract of Birth and Death Cards: Series documents information abstracted from official death and birth certificates for fulfillment of requests for information about recent births and deaths. All information is duplicated on official certificates held by the Oregon Public Health Division, Center for Health Statistics. Minimum retention: 2 years.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0080 County Juvenile Department Records

(1) Delinquent Case Files, Adjudicated (Formal): Series documents cases of minors who fall under the jurisdiction of the Juvenile Department because they have committed an act which would be a criminal offense if done by an adult, and whose cases are adjudicated by the Juvenile Court. Records may include police reports, formal accountability agreements, intake assessments, referrals from other agencies, school records, psychological evaluations, fingerprints, disposition records, counselor’s record of client contact, social histories, court reports, court orders, petitions and pleadings, risk assessments, referrals to residential placement centers, and related documentation. Minimum retention: (a) Until court ordered expunction (ORS 419A.262); (b) If the crime is defined by ORS 419A.260(J), until court ordered expunction; (c) If case not expunged, until the individual is 25 years of age and the case closed for 3 years.

(2) Delinquent Case Files, Informal: Series documents cases of minors who fall under the jurisdiction of the Juvenile Department because they have committed an act which would be a criminal offense if done by an adult, but whose cases have not been adjudicated by the Juvenile Court. Informal delinquent cases are those cases in which no official court action was taken and may include cases that were not legally sufficient to adjudicate and therefore no action was taken by the District Attorney. Records may include police reports, formal accountability agreements, intake assessments, referrals from other agencies, school records, psychological evaluations, fingerprints, victim restitution records, and related documentation. Supervision fee records are transferred to the offender’s case file after the case has been terminated. Minimum retention: (a) Until court ordered expunction (ORS 419A.262); (b) If case is not expunged, until the individual is 18 years of age and the case has been closed for 3 years.

(3) Dependency Case Files: Series documents cases involving minors who have been placed in the custody and/or supervision of the Oregon Department of Human Services, Child Welfare Division by the Juvenile Court because the minor’s welfare was determined to be endangered. Records may include petitions, citizen review board reports, court reviews, legal correspondence from attorneys, working notes, and related documentation. Minimum retention: (a) Until court ordered expunction (ORS 419A.262); (b) If case is not expunged, until case closed for 10 years or individual is 23 years of age.

(4) Detention Use Reports: Series documents the use of detention facilities by the Juvenile Department. Records may include a log of youth under detention, probation officer assignment, and statistical reports. Minimum retention: Until the individual is 18 years of age.

(5) Informal Restitution Records: Series documents the payment of restitution to victims in informal cases involving children who fall under the jurisdiction of the Juvenile Department, but whose cases have not been adjudicated by the Juvenile Court. Records may include payment schedule with outstanding balance and related documentation. When the case is terminated, victim restitution records are placed in the offender’s case file. Minimum retention: 3 years after payment or deemed uncollectible.

(6) Special Programs (Diversion Programs) Records: Series documents programs implemented by county juvenile departments to act as diversions for first- and second-time misdemeanor offenders. The programs are individual to each respective county department and may not exist in every county juvenile department. Minimum retention: Until the individual is 18 years old.

(7) Supervision Fee Records: Series documents payment of supervision fees paid by the youth to the Juvenile Department upon order of the court. Records include payment information and are transferred to the youth’s case file when the case is terminated. Minimum retention: 3 years after payment or deemed uncollectible.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0085 County Museums and Historical Societies Records

(1) Exhibit Records: Series documents the planning, development, installation, and maintenance of temporary and permanent on-site and off-site exhibitions, research of materials and objects, and publication of exhibits. Records may include exhibit contracts, design and installation records, permanent and temporary exhibit inventory listings, exhibit catalogs, art catalogs, photographs, exhibit scheduling records, brochures, research records, price lists, and related documentation. SEE ALSO: Asset, Equipment, and Property Records. Minimum retention: (a) Brochures, exhibit catalogs, installation photographs and slides, and inventory lists, permanent; (b) All other records, 10 years after exhibit ends or is removed.

(2) Loans and Collections Insurance Records: Series documents insurance coverage as part of risk management for museum collections and loan objects. Records may include insurance policies, riders, certificates of insurance, damage and loss claims, reports, and related documentation. Minimum retention: (a) Damage loss and claim records, 5 years after claim paid and resolved; (b) All other records, 5 years after superseded or expired.

(3) Museum and Historical Society Annual Reports: Series documents the primary functional activities and accomplishments of the museum and historical society for the previous year. Minimum retention: Permanent.

(4) Museum and Historical Society Board Member Personnel Records: Series documents the appointment or election and subsequent personnel actions for board members. Records may include appointment letters, resumes, applications, personnel action forms, job descriptions, and employee data sheets. Minimum retention: 10 years after final term expires.

(5) Museum and Historical Society Board of Directors Records: Series documents the activities and decisions of the board responsible for governing museum and historical society operations or for advising its operations. Records may include minutes, agendas, audio and video recordings, Board Committee records, constitution and by-laws, intergovernmental agreements, organization charts, and draft and approved budgets. Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in agency records), permanent; (b) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes; (c) Exhibits not pertinent to minutes, 5 years.

(6) Museum and Historical Society Committee Records: Series documents the activities, decisions, and reports of staff committees that oversee or advise programs or functions of the museum and historical society. Records may include committee agendas, minutes, proposed budgets, reports, and related documentation. Minimum retention: 10 years.

(7) Museum and Historical Society Copyright and Reproduction Records: Series documents the activities, policies, and procedures related to copyright ownership and reproduction of museum owned objects and publications, and of the museum’s use of items owned by other organizations. Series also documents agreements with other parties for private or commercial use, reproduction, publication and sale of written materials and photographs of museum owned objects and publications. Records may include reproduction, resale, and publication policies and procedures, contracts and agreements, use restriction forms, photograph release forms, photographic service request forms, requests for permission to reproduce or publish photographs or documents, fee schedules, work orders for purchase of printed materials, and related documentation. Minimum retention: (a) Fee schedules and work orders, 3 years; (b) All other records, 5 years after superseded or expired.

(8) Museum and Historical Society Development Program Records: Series documents administration of the museum and historical society development program for the raising of funds and other resources for support of the organization and its programs through cultivation of individual, corporate, government and foundation support, special events, and the pursual of grants. Records may include publicity and promotion records, reports, budgets, grant records, fund raising event and project records, records of gifts in kind and financial donations, mailing lists, bulk mailing records, and related documentation. Minimum retention: (a) Endowment records, 10 years after funds disbursed and account audited; (b) All other records, 5 years.

(9) Museum and Historical Society Director’s Records: Series documents the administrative activities of the museum director such as executive leadership of the organization, financial and personnel management, policy development, budget development and approval, public contact, and lobbying. Records may include correspondence, memos, policies, statistical and narrative reports, draft budgets, and financial reports. Minimum retention: 5 years.

(10) Museum and Historical Society Member Records: Series documents administration of the museum and historical society’s membership program and the status of its membership. Records may include publicity and promotion records, individual member records, membership rosters, reports, membership drive records, mailing lists, bulk mailing records, and related documentation. Minimum retention: (a) Individual member records, 5 years after membership ends; (b) Address changes, until entered and verified; (c) All other records, 5 years.

(11) Museum and Historical Society Research Inquiry and Response Records: Series documents research requests received and responses provided by museum staff. Minimum retention: 1 year.

(12) Permanent Collection Records: Series documents the accession, use, care, maintenance, storage, and disposition of objects in the permanent collection. Series also provides a record of deaccession of objects no longer in the collection. Records may include acquisition and deaccession policies and procedures, appraisal and authenticity records, accession and catalog worksheets, catalog records, accession records, deaccession records, deeds of gift, donor records, temporary custody receipts, inventory and location records, condition/conservation records, photographs of objects, collections use records, library shelf lists and finding aids, and related documentation. Minimum retention: (a) Catalog worksheets, until entered in catalog records and verified; (b) Inventory and location records, until superseded or obsolete; (c) Temporary custody receipts, until accessioned, or disposition of object; (d) All other records, permanent.

(13) Temporary Loan Records: Series documents the processing and documentation of incoming objects loaned from outside sources and objects being loaned out from the permanent collection. Records may include policies and procedures, loan requests and agreements, facilities reports, insurance records, descriptions of objects received or loaned out, inspection and conditions reports, acknowledgments and receipts, lender lists, photographs and video recordings of objects, inventory listings, deeds of gift, packing and shipping records, damage reports, and related documentation. Records may also include U.S. and foreign customs forms. Minimum retention: (a) Policies, procedures, and facility reports, 2 years after superseded or obsolete; (b) All other records, 5 years after object returned or insurance claim paid.

History

Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0090 County Veterans Service Offices Records

(1) Military Discharge Records: Series verifies and documents a veteran’s discharge from military service and eligibility for veterans’ benefits. Records consist of DD 214 forms and a manual or electronic index. Records may be kept separately or in Veterans Case Files. Minimum retention: 75 years after discharge.

(2) Veteran Death Certificates: Series provides a record of the death of a veteran and is used to help determine eligibility of heirs and dependents for veterans benefits and to provide copies to heirs and dependents and for reference. Records may be kept separately or in Veterans Case Files. (Original State of Oregon Death Certificates are at the Oregon Public Health Division.) Minimum retention: 20 years.

(3) Veterans’ Case Files: Series documents activities and services performed for veterans and their dependents, heirs and beneficiaries, as well as eligibility of veterans for state and federal benefits. Records may include interview worksheets; biographical and service information about the veteran and family; interview and contact records (file face sheets); military, Veterans Administration, and civilian medical records; copies of applications and claim forms; military service records including form DD 214s; income verification; residence verification; release authorizations; medal award forms; state and federal benefits award and denial notices; VA claims deadlines sheets; inquiry status sheets; transmittal sheets; copies of service records; copies of marriage and death certificates; loan records; and related documentation. Minimum retention: (a) DD 214s, 75 years after discharge; (b) Death Certificates, 20 years; (c) Service and medical records, 20 years; (d) All other records, 10 years after last activity.

(4) Veterans Service Office Contact and Inquiry Index Records: Series documents assignment, tracking, and retrieval of information about claimants seeking veterans’ benefits through county Veterans Services Officers. Records may include index cards, information sheets, and electronic indexes. Minimum retention: 10 years after final case activity.

(5) Veterans Services Statistical Reports: Series documents activity levels for various services provided to veterans. Minimum retention: 10 years.

History

Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0095 District Attorney Records

It should be noted that the District Attorney in each Oregon County is an official employee of the State. Due to the status of the District Attorney position, the State Archives would recommend utilizing the State Agency General Records Retention Schedule for all financial records produced in county District Attorney offices.

(1) Attorney General Opinions: Series documents Attorney General Opinions and attorney's letters of advice. Records may include requests for opinions, opinions, letters of advice, and related documentation. The Department of Justice maintains the statewide record copy of Attorney General Opinions. Minimum retention: 5 years.

(2) Case or Docketed Files: Series documents criminal cases tried and filed by the District Attorney for the county. Records may include police reports, copies of court documents, computerized criminal histories, District Attorney notes, court exhibits, and related documentation. Minimum retention: (a) Cases of murder, treason, or Class A felony, with a judgment of guilty, 60 years or 3 years after sentence expires, whichever is longer; (b) All other felonies with a judgment of guilty, 3 years after sentence expires; (c) Felony cases, dismissed or with judgment of not guilty, 3 years; (d) Misdemeanor cases, 3 years after termination; (e) Violation cases, 1 year after termination; (f) Support enforcement cases, 3 years after all support paid.

(3) Civil Forfeiture and Asset Seizure Files Records: Series documents cases involving seizure of assets for civil forfeiture. Records may include police reports, District Attorney notes, legal pleadings and notices, descriptions and pictures of property and/or cash, and Asset Forfeiture Oversight Advisory Committee forms and reports. Minimum retention: 5 years after case resolution.

(4) Denied Prosecution Files: Series documents correspondence between District Attorney's office and an outside investigative agency (police department) concerning the inability to prosecute cases based on a lack of evidence. These documents are generated in response to police investigations and consist mainly of correspondence and case descriptions. Minimum retention: 1 year.

(5) District Attorney Opinions: Series documents official recommendations, advice, or opinions of the District Attorney issued to local officials. Records may include requests for opinions, opinions, letters of advice, and grand jury notes. Minimum retention: Permanent.

(6) Grand Jury Records: Series describes the documents produced by the Grand Jury in relation to individual cases. The records document the progress and deliberations within the grand jury. Grand Jury Proceedings may include notes, votes, subpoenas, and dockets. These records are not released into the general criminal files and are retained separately from the respective criminal files. Minimum retention: (a) Notes, votes, and dockets, 10 years; (b) Subpoenas and member lists, 1 year.

(7) Grand Jury Reports: Series documents reports filed by the grand jury at the completion of the mandated tours of public institutions and courts. ORS 132.440 requires that the grand jury inquire into the condition and management of every correctional and juvenile facility in the county as defined in ORS 162.135 at least once a year. Minimum retention: (a) Reports not filed with the courts, 20 years; (b) Reports filed with the court, 2 years.

(8) Indictment Returned Lists: Series documents grand jury indictments returned, schedules of people awaiting grand jury hearings, or cases pending hearings or trial. Minimum retention: 2 years.

(9) Investigation Files: Series documents criminal cases investigated, but not tried, by the District Attorney. Records may contain police reports, criminal histories, District Attorney notes, grand jury notes, and related documentation. Minimum retention: (a) Cases of murder or treason, permanent; (b) Class A felony cases, 25 years; (c) Class B felony cases, 10 years; (d) Class C felony cases and support enforcement cases, 5 years; (e) Accident and death investigations, 3 years; (f) Misdemeanor cases, 2 years; (g) Violations cases, 1 year.

(10) Mental Commitment Hearing Files: Series documents cases involving incidents or possibly crimes involving mentally ill persons. Records may include police reports, mental health evaluations and referrals, legal pleadings, commitment orders, District Attorney notes, subpoenas, and related documentation. Minimum retention: 5 years.

(11) Multi-Disciplinary Team Records: Series documents the activities and management of the county Multi-Disciplinary Team (MDT). Respective MDTs may have members from city, county, or state agencies. Records may include grant and account records, meeting minutes, annual reports and budgets, member lists, interagency agreements, and related documentation. Minimum retention: 5 years.

(12) Official Business Registers: Series documents the scheduling and status of actions, suits, or legal proceedings involving the District Attorney. Minimum retention: 25 years.

(13) State Breathalyzer Permits: Series documents the maintenance of copies of the state breathalyzer permits issued to local law enforcement personnel by the state to perform breathalyzer tests. Minimum retention: Most current copy.

History

Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 1-2014, f. & cert. ef. 2-25-14
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0110 Financial Records

(1) Accounts Payable Records: Series documents payment of agency bills for general accounts, excluding grants. Records may include reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, canceled checks or warrants, and related documentation. SEE ALSO: Grant Records. Minimum retention: 3 years after annual audit report has been completed.

(2) Accounts Receivable Records: Series documents revenues owed to the agency by vendors, citizens, organizations, governments, and others to be credited to general accounts excluding grants. Records may include reports, receipts, invoices, awards, logs, lists, summaries, statements, and related documentation. SEE ALSO: Grant Records; and Agency Improvement Administrative and Financial Records. Minimum retention: 3 years after collected or deemed uncollectible.

(3) Agency Improvement Administrative and Financial Records: Series documents the non-technical and financial administration of county or special district improvements including capital improvements, local improvement districts, urban renewal, and economic improvement districts. Records may include affidavits of posting, notices of proposed assessments, certificates of mailing, interested party letters, bid quotes, reports, awards, expense reports, purchase orders, requisitions, cost analyses, construction and maintenance bonds and insurance, and related documentation. SEE ALSO: Assessment Dockets, Ledgers, and Registers. Minimum retention: (a) Records of project cost, 3 years after disposal or replacement of facility, structure, or system; (b) All other improvement records, 10 years after substantial completion [as defined by ORS 12.135].

(4) Assessment Balance Reports: Series documents the status of billings related to assessments for agency improvements. Records may include reports showing account status by tax lot, ordinance, delinquent balances, and other criteria. Minimum retention: (a) Annual reports or similar cumulative summaries, permanent; (b) All other reports, 3 years.

(5) Assessment Dockets, Ledgers, and Registers : Series documents payments made by property owners for assessment to finance agency improvements. Records may include property assessments, terms, payment documentation, and related documentation. Minimum retention: 3 years after final payment.

(6) Asset Inventory Records : Series documents the capitalized and expendable assets of an agency. Examples of capitalized assets may include buildings, real estate, infrastructure assets, vehicles, equipment, furniture, and information technology. Examples of expendable assets include office supplies and other small office purchases. Minimum retention: (a) Records of capitalized assets, 3 years after disposal or replacement of asset; (b) Records of expendable assets, 3 years.

(7) Audit Reports, External: Series documents annual audits of the financial position of the agency conducted by external auditors. Records may include accountant’s summary, combined financial statements, schedules, balance sheet details, comments, recommendations, and related documentation. SEE ALSO: Audit Records, Internal. Minimum retention: Permanent.

(8) Balance Status and Projection Reports: Series documents the status of funds, bank accounts, investments, and other accountings of agency funds. Minimum retention: 3 years after annual audit report issued.

(9) Bank Transaction Records: Series documents the status and transaction activity of agency funds held at banks. Records may include account statements, deposit and withdrawal slips, checks, and reconciliation records. SEE ALSO: Grant Records for retention of records documenting grant transactions. Minimum retention: 3 years after annual audit report issued.

(10) Bond Records: Series documents actions pertaining to all agency bond issues including foreclosures. Records may include property assessments, registers and receipts, payment schedules, title reports, legal opinions, resolutions, lists of properties to be sold, memoranda, and related documentation. Minimum retention: (a) Foreclosure records , 3 years after final payment, redemption, sale, or action; (b) Registers and receipts, 3 years after annual audit report issued; (c) All other bond records, 3 years after final payment.

(11) Budget Preparation Records: Series documents the preparation of department budget requests presented to the specified governing body. Records may include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and related documentation. Minimum retention: 2 years.

(12) Budgets (Adopted) Records: Series documents the final annual financial plan approved by a governing body for all agency expenditures. Records may include budget message, financial summaries, revenues and expenditures, operating programs, debt service, position and wage analysis, overhead allocations, organization charts, previous actual and budgeted plans, and related documentation. Note: Special districts may file copies of budgets with county clerk, which is subject to a separate retention. SEE ALSO: Budgets (Taxing Districts). Minimum retention: Permanent.

(13) Check Conversion Records: Series documents checks received from customers that are electronically deposited after being imaged and converted to an Automated Clearing House (ACH) transaction or Image Replacement Document (IRD). Minimum Retention: (a) Original paper instrument, 30 days; (b) ACH transaction or IRD, 3 years.

(14) Competitive Bid and Competitive Proposal Records: Series documents the publication, evaluation, rejection, and award of quoted bids to vendors and other entities. Records may include requests for proposals (RFPs), requests for qualifications (RFQs), invitations to bid (ITBs), requests for information (RFIs), bid exemption documents, bid and quote lists, notices of bid opening and award, comparison summaries, spreadsheets, tabulation worksheets, bid advertising records, tally sheets, bid specifications, and related documentation. SEE ALSO: Purchasing Records. Minimum retention: (a) Accepted bids and bid exemptions for construction projects, 10 years after substantial completion [as defined by ORS 12.135]; (b) All other accepted bids and bid exemptions, 6 years after bid awarded or canceled; (c) R ejected bids, 2 years.

(15) Credit and Debit Receipts: Series documents agency’s copy of credit or debit card receipts documenting payment received. Minimum retention: 3 years.

(16) Financial Impact Analysis Records: Series documents the financial analysis of various agency practices. Records may include reports, studies, worksheets, and related documentation. Minimum retention: 3 years.

(17) Financial Reports: Series contains reports documenting the general financial condition and operation of the agency. Minimum retention: (a) Annual reports, permanent; (b) All other financial reports, 3 years after annual audit report issued.

(18) General Ledgers: Series documents the annual summary of accounts reflecting the financial position of the agency. SEE ALSO: Subsidiary Ledgers, Journals, and Registers Records. Minimum retention: 10 years.

(19) Gift and Contribution Records: Series documents unconditional gifts and contributions to the agency. SEE ALSO: Contract, Lease, and Agreement Records for conditional gift, contribution, and donation records. Minimum retention: 3 years.

(20) Grant Records: Series documents funds received or disbursed by the agency for specific projects. Records may include applications, project proposals, evaluations and recommendations, summaries, budgets, grant agreements, inventories, financial reports, and accounting records. Minimum retention: (a) Records documenting the purchase or disposal of real property, 10 years after substantial completion [as defined by ORS 12.135], or 3 years after final disposition, or as specified in agreement, whichever is longer; (b) Unsuccessful grant applications, 1 year after rejection or withdrawal; (c) All other grant records, 10 years after final expenditure report approved or as specified in agreement, whichever is longer.

(21) Investment Records: Series documents and tracks various investments made by the agency. Records may include bank statements documenting investment information, journal entries, confirmations of purchase of U.S. Treasury Bills, confirmations of deposit in local investment pool, deposit slips, memoranda related to specific investments, and related documentation. Minimum retention: 3 years after investment ends.

(22) Petty Cash Fund Records: Series documents petty cash activity for the agency. Records may include requests and authorizations to establish petty cash funds, ledgers, statements, requests for disbursements, and copies of receipts and invoices. Minimum retention: 3 years.

(23) Purchasing Records: Series documents orders, authorizations, and evidence of receipt of the purchase of goods and services by the agency. Records may include purchase orders and requests, purchase authorizations, requisitions, and related documentation. SEE ALSO: Competitive Bid and Competitive Proposal Records; and Grant Records. Minimum retention: 3 years.

(24) Revenue Sharing Records: Series documents evidence of receipt and administration of federal and/or state revenue sharing funds including those from state liquor and cigarette taxes. Records may include transmittals, affidavits of publication, planned and actual use reports, and related documentation. Minimum retention: 3 years.

(25) Subsidiary Ledgers, Journals, and Registers Records: Series documents details of transactions such as those related to receipts and expenditures on a daily, monthly, quarterly, or similar basis. Records may include journals, ledgers, registers, day books, and other account books that provide backup documentation to the general ledger. SEE ALSO: Grant Records for records documenting transaction of grant funds. Minimum retention: (a) Year-end payroll register, 75 years; (b) Trust fund ledgers, 3 years after trust fund closed; (c) All other subsidiary ledgers, journals, and registers, 3 years.

(26) Travel Records, Employee: Series documents requests, authorizations, reimbursements, and other actions related to employee travel. Records may include expense reports and receipts, vouchers, requests, authorizations, and related documentation. Minimum retention: 3 years.

(27) Trust Fund Records: Series documents bequests to the agency or funds held in trust by the agency for specific parties. Records may include wills or other legal documents, expenditure records, chronologies, resolutions establishing trust funds by the agency, records documenting subject matter approved for purchase, acquisition lists, and related documentation. SEE ALSO: Subsidiary Ledgers, Journals, and Registers Records. Minimum retention: 3 years after trust fund closed.

(28) Unclaimed Property Report Records: Series documents annual reports submitted to the Oregon State Treasury of financial assets being held for a person or entity that cannot be found. Records may include Holder Report, owner information, and related documentation. Note: Unclaimed property is not real estate, abandoned personal property, or lost and found items. Minimum Retention: 3 years after the property is remitted to the Oregon State Treasury.

(29) Utility Customer Account Records: Series documents management of accounts of public utility customers. Records include application and disconnection requests, billing and payment records, routine meter reading records, account change records, and related documentation. Minimum retention: (a) Account change records, 2 years; (b) Security deposit records, 3 years after refund or last action; (c) All other records, 3 years.

(30) Vendor Lists: Series documents vendors providing goods and services to the agency. Minimum retention: Until superseded or obsolete.

History

Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 1-2017, f. & cert. ef. 1-13-17
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 1-2010, f. & cert. ef. 5-27-10
OSA 2-2005, f. & cert. ef. 5-10-05
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0120 Housing and Community Development Records

(1) Community Development Project Records: Series documents the assessment, funding determination, planning, design, and construction of various homeowner improvement projects, including facilities, structures, and systems. Records may include work plan and specifications, bid and contract information, project management/monitoring records, feasibility studies, plans, amendments, inspector reports, change orders, status reports, and related documentation. Minimum retention: 10 years after substantial completion [as defined by ORS 12.135], or 3 years after final disposition, or as specified in agreement, whichever is longer.

(2) Environmental Review Records: Series documents individual environmental impact review studies for community development and transit projects in accordance with the National Environmental Policy Act (NEPA). Records may include duplicate materials from project records, environmental assessments, evaluations, determinations, reporting information to the federal Department of Housing and Urban Development (HUD), and related documentation. Minimum retention: Permanent.

(3) Housing Authority Bylaws, Rules, and Policies: Series documents the powers and purposes of the housing authority, as well as implementation policies in accordance with federal and state laws. Records may include bylaws, and rules and policies on confidentiality, purchasing, tenant grievances, and other subjects. Minimum retention: Permanent.

(4) Housing Authority Individual Tenant History Records: Series documents the history of individual tenant and housing authority actions from application to separation from the program. Records may include applications, landlord references, rental agreements, leases, periodic reexamination and hardship records, income verification records, billing statements, maintenance requests, damage complaints, eviction notices, grievance hearing records, and related documentation. Minimum retention: 5 years after separation from program.

(5) Housing Authority Program Management Records: Series documents the activities and status of various programs administered by the housing authority (Section 8, etc.). Records may include staff meeting records and reports, waiting lists, maintenance records, tenant statistics, and related records generated in the administration of housing authority programs not specified elsewhere in the schedule. Minimum retention: 3 years after annual or final expenditure report submitted.

(6) Housing Authority Property Management Records: Series documents the actions of the housing authority in managing housing not owned by the agency. Records may include applications for funding, sub-grants, insurance policies, contracts, and non-profit organization records such as articles of incorporation, bylaws, budgets, minutes, agendas, and related documentation. Minimum retention: 6 years after expiration.

(7) Housing Authority Rejected Assistance Application Records: Series documents rejected applications and related records from individuals seeking assistance from the housing authority. Records may include verification forms and related documentation. Minimum retention: 3 years.

(8) Housing Development Project Records: Series documents the utilization of funding from the federal HOME Investment Partnership Program to expand the supply of decent and affordable housing, particularly rental housing, for very low- and low-income citizens. Records may include documentation of the assessment, funding determination, planning, design, and construction of various housing development projects, including facilities, structures, and systems, as well as documentation on the acquisition of existing housing structures for housing. Records may also include work plans and specifications, bid and contract information, project management/monitoring records, feasibility studies, plans, amendments, inspector reports, change orders, status reports, and related documentation. Minimum retention: 10 years after substantial completion [as defined by ORS 12.135] of new structures or acquisition of existing housing units.

(9) Housing Rehabilitation Loan Records: Series documents the County Housing Rehabilitation Programs for low-income homeowners with loans for needed and critical home repairs. Records may include client application, verification of income, credit report information, deeds of trust, project specifications and work plan, copy of agency agreement with homeowner, financial records, and related documentation. Minimum retention: (a) Deferred Payment Loans (DPL), 5 years after homeowner leaves home, sells home, transfers the title, refinances the mortgage, or a change of use; (b) County Home Improvement Program Loans (CHIP), 5 years after loan pay-off or foreclosure; (c) Rental Rehabilitation Loans, 5 years after loan pay-off or foreclosure; (d) Cancelled Housing Rehabilitation Loans, 10 years after loan cancellation.

History

Statutes/Other Implemented: ORS 192.005 -192.170 & ORS 357.805 - 357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0125 Information Systems Records

(1) Cybersecurity Records: Series documents the security of an agency’s information systems and network infrastructure. Records may include employee access requests, access authorizations, system access logs, documentation of security incidents and responses, and related documentation. SEE ALSO: Risk Management Records section; Internal Policies and Procedures; and Data Breach Records. Minimum Retention: (a) System access logs, 3 years, or longer if required by statute or regulation; (b) Cybersecurity incident records related to a data breach, retain per Data Breach series in this section; (c) Cybersecurity incident records not related to a data breach, 5 years after incident resolved; (d) All other cybersecurity records, 3 years after superseded or authorization expired.

(2) Data Breach Records: Series documents the investigation, assessment, and disclosure notification of breaches in agency computer systems. Records document the response to an unauthorized access to computerized data possibly compromising the security, confidentiality, or integrity of personal information as required by ORS 646A.600 to 646A.628. Records may include documentation of the unauthorized access of the information security system, potentially affected personal information or data elements, incident reports, investigation reports, consultation reports, and disclosure notifications. SEE ALSO: Cybersecurity Records. Minimum retention: (a) If incident requires notification, 10 years after completion of investigation; (b) If incident does not require notification, 5 years after completion of investigation.

(3) Dataset Inventory Records: Series documents the location, structure, and use of agency datasets. Minimum retention: Until superseded or obsolete.

(4) Information System Application Documentation Records: Series documents the addition, modification, or removal of operating systems, in-house build applications, and other software from agency information systems. Records may include system overviews, operations logs, job listings, instruction manuals, system development logs, system specifications and changes, conversion notes, dataset logs, dataset record layouts, programming logs, program specifications and changes, control program table documentation, and program listings. SEE ALSO: Information System Maintenance Records; Information System Planning and Development Records; and Software Management Records. Minimum retention: (a) Migration plans, until superseded or obsolete; (b) Routine system-generated metadata and operational logs, until no longer needed; (c) All other records, 1 year after life of system.

(5) Information System Architecture Records: Series documents the structural design of agency information systems, including interrelationships between data in different systems throughout the agency. Records may include plans, diagrams, and related documentation. SEE ALSO: Dataset Inventory Records; and Information System Planning and Development Records. Minimum retention: 1 year after superseded or obsolete.

(6) Information System Maintenance Records: Series documents the maintenance of an agency’s computer systems and is used to ensure compliance with any warranties or service contracts, schedule regular maintenance, diagnose system or component problems, document system backup procedure, and migrate information from the former system to a new system. Records may include computer equipment inventories, hardware performance reports, component maintenance records (warranties, maintenance logs, maintenance reports, and related records), system backup reports and procedures, backup tape inventories, and related documentation. Minimum retention: (a) Records related to system or component repair or service, 1 year after life of system or component; (b) Records documenting system backup procedures, 1 year after superseded or obsolete.

(7) Information System Planning and Development Records: Series documents the planning and development of agency information systems. Records may include information technology plans, feasibility studies and cost-benefit analyses, agency studies and surveys, system specifications and revisions, software evaluations, component proposals, technical literature, vendor literature and proposals, and related documentation. Note: For records related to administration of project see Project Management Records. Minimum retention: (a) Implemented systems, for the life of the system; (b) Unimplemented systems, 3 years.

(8) Information System Wiring Records: Series documents the wiring of an agency’s information system network. Records may include blueprints or diagrams of information system wiring, cables, computer equipment connections, and related documentation. Minimum retention: Until superseded or obsolete.

(9) Microfilm and Imaging Quality Control Records: Series documents that microfilm or digital images produced by or for counties and special districts conforms to the specifications required by OAR 166. Records may include microfilmed and digitally imaged records lists, microfilm reel indexes, service bureau transmittals, film inspection reports, methylene blue certifications, camera/processor/duplicator inspection reports, equipment and operator logs, and related documentation. Minimum retention: (a) Microfilm quality control records, life of documented film; (b) Digital imaging quality control records, until images pass initial quality checks.

(10) Software Management Records: Series documents the use of software in agency information systems to ensure that agency software packages are compatible, that license and copyright provisions are complied with, and that upgrades are obtained in a timely manner. Records may include software inventories, software licenses, site licenses, and related documentation. SEE ALSO: Work Order Records. Minimum retention: 1 year after software disposed of or upgraded.

(11) Telecommunications System Management Records: Series documents the creation, modification, or disposition of agency telecommunications systems. Records may include equipment records, Federal Communications Commission records, system planning records, telecommunications maintenance contracts, telecommunications service and repair orders, and related documentation. SEE ALSO: Work Order Records. Minimum retention: 1 year after life of system.

(12) User Support Records: Series documents troubleshooting and problem-solving assistance provided by the agency’s information systems personnel to users of the systems (computer, telecommunications, etc.) Records may include assistance requests, resolution records, and related documentation. Minimum retention: (a) Routine assistance records, until problem resolved; (b) Records with ongoing reference value, until superseded or obsolete.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0130 Justice and Family Courts

(1) Civil Case Files: Series documents cases heard in the Justice Court relating to small claims and civil filings. Records may include original charge, filing of plaintiff, hearing records, satisfaction, penalty bio-sheet, records of payment, correspondence, motions, judgments, orders, and petitions. Minimum retention: (a) Records prior to 1940, permanent; (b) Records after 1940, 6 years as long as there is no outstanding judgment.

(2) Couples Counseling/Mediation Client Files: Series documents the counseling and mediation process for couples experiencing marital problems or who have formally filed for separation or dissolution. Records may include information on couples’ history, financial information, session notes, reports to the Court, if applicable, and summarizations of any agreements reached by the couple through mediation. Minimum retention: 6 years after completion of counseling/mediation sessions or dissolution of marriage.

(3) Criminal Case Files: Series documents cases heard in the Justice Court relating to misdemeanors, criminal felonies arraigned and if in custody, and violations. Records may include original charge, filing of plaintiff, hearing records, satisfaction, penalty bio-sheet, records of payment, correspondence, motions, judgments, orders, and petitions. Minimum retention: (a) Records prior to 1940, permanent; (b) Records after 1940, 6 years as long as there is no outstanding judgment.

(4) Dockets: Series documents the tracking of cases through the Justice Court. Minimum retention: (a) Records prior to 1940, permanent; (b) Records after 1940, 6 years as long as there is no outstanding judgment.

(5) Marriage Records: Series documents licenses issued and solemnization of marriages by the Justice Court. Records may include (Oregon Public Health Division, Center for Health Statistics) Record of Marriage, Consent to the Marriage of a Minor, Affidavit that there is no Parent or Guardian in Oregon, Waiver of Waiting Period, and related documentation. The official copy of the marriage license is filed with the county clerk. Minimum retention: (a) Clerk’s copy, permanent; (b) Court copy, 1 year after filed with the clerk; (c) Licenses issued but not filed, 1 year.

(6) Parent Education Client Files: Series documents the classes for parents who file for divorce or separation or changes in custody or visitation. Records may include payment history, class attendance information, and copy of completion certificate. Minimum retention: 6 years after class completion.

(7) Search Warrant Records: Series documents an official order issued by the Justice Court to legally search private property to aid in the investigation of law enforcement officials. Minimum retention: 2 years after warrant served or recalled by the court.

(8) Traffic Citation Records: Series documents the full payment of traffic fines in court. Records may include citations and receipts. Minimum retention: 3 years after citation paid in full.

(9) Youth and Family Mediation Case Records: Series documents mediation provided to families and youths for conflict resolution. Records may include family and youth backgrounds and histories, any criminal histories, mediator session and case notes and reports, and court reports if applicable. Minimum retention: Until youth(s) reach 21 years of age.

History

Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0140 Library Records

(1) Accession Records: Series documents the accession of all library acquisitions into the library’s holdings. Records may include accession registers and documentation of materials deaccessioned from the library collection. Minimum retention: Until superseded or obsolete.

(2) Borrower Registration Records: Series documents the granting of library cards and privileges to members of the public as well as to control circulation of library holdings. Minimum retention: Until superseded or 1 year after expiration or non-use.

(3) Catalogs: Series documents all materials currently held in the library’s collection. Minimum retention: Until superseded or obsolete.

(4) Individual Circulation Records: Series documents the patron-specific circulation of library materials such as books, serials, audio/visual media, and computer software. Minimum retention: Until transaction is completed.

(5) Inter-library Loan Records: Series documents materials borrowed and loaned by the library through an interlibrary loan (ILL) program in response to patron and other library requests. Records may include requests, notices, tracking logs, and related documentation. Minimum retention: 6 months after materials returned to owner library.

(6) Library Reports: Series documents collection, registration, circulation, lost books, children’s programs, and other activities. Records may include statistical, narrative, and various other reports such as circulation statistics by category, books reserved, photocopies made, overdue notices mailed, borrowers registered, and volunteer hours. Records may also include narrative reports addressing new activities, services, events, and issues. This series does not contain patron-specific information. SEE ALSO: State Library of Oregon Annual Reports. Minimum retention: 2 years.

(7) Master Shelf Lists/Inventories: Series documents inventories of all library holdings, including volumes and titles added or withdrawn from the collection. Records may include subscription records of databases, eBooks suppliers, and similar digital services. Minimum retention: Until superseded or obsolete.

(8) Overdue Book Records: Series documents the status of library materials that are overdue. Records may include lists of overdue materials and logs of transactions. Minimum retention: Until materials returned or debts reconciled or deemed uncollectible.

(9) State Library of Oregon Annual Reports: Agency copy of a report filed with the Oregon State Library in satisfaction of ORS 357.520 to monitor library programs. Records may include statistics on circulation, patrons served, interlibrary loan transactions, children’s programs, and other subjects. Minimum retention: Permanent.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0155 Payroll Records

(1) Deduction Authorization Records: Series documents employee application and authorization for voluntary payroll deductions, direct bank deposits, and related actions. Records may include insurance applications, enrollment cards, deduction authorizations, approval notices, deduction terminations, and related documentation. Minimum retention: 3 years after superseded, terminated, or employee separates.

(2) Employee Time Records: Series documents hours worked, leave hours accrued, and leave hours taken by agency employees. SEE ALSO: Leave Applications; and Grant Records. Minimum retention: 4 years.

(3) Federal and State Tax Records: Series documents records, in addition to those itemized in this section, used to report the collection, distribution, deposit, and transmittal of federal and state income taxes as well as social security tax. Examples include the federal miscellaneous income statement (1099), request for taxpayer identification number and certificate (W-9), employer’s quarterly federal tax return (941), and similar federal and state completed forms. SEE ALSO Wage and Tax Statements (W-2); and Withholding Allowance Certificates (W-4). Minimum retention: 5 years.

(4) Garnishment Records: Series documents requests and court orders to withhold wages from employee earnings. Records may include original writs of garnishment, orders to withhold for the Oregon Department of Justice, federal or state tax levies, recapitulations of amounts withheld, and related documentation. Minimum retention: 3 years after resolution.

(5) Leave Applications: Series documents applications or requests submitted by employees for paid or unpaid leave. SEE ALSO: Employee Time Records. Minimum retention: 3 years.

(6) Leave Balance Reports: Series documents individual employee accrual and use of paid and unpaid leave. SEE ALSO: Employee Benefits Records. Minimum retention: (a) Year-end leave balance reports, 75 years after date of hire; (b) All other reports, 4 years.

(7) Payroll Administrative Reports: Series documents the administration and management of an agency’s payroll. Records may include reports and studies used to evaluate payroll statistics. Minimum retention: 3 years.

(8) Payroll Registers: Series documents the earnings, voluntary and required deductions, and withholdings of agency employees. Minimum retention: (a) Year-end, or month-end if no year-end payroll registers, 75 years; (b) Deduction registers, 5 years; (c) All other payroll registers, 3 years.

(9) Unemployment Records: Series documents claims submitted by former employees for unemployment compensation. Records may include claims, notices, reports, and records related to the appeal of claim determinations. Minimum retention: 3 years.

(10) Wage and Tax Statements (W-2): Series contains annual statements for individual employee earnings and withholdings for state and federal income taxes and social security tax. SEE ALSO: Federal and State Tax Records. Minimum retention: 5 years.

(11) Withholding Allowance Certificates (W-4): Series contains certificates for the exemption status of individual agency employees. SEE ALSO: Federal and State Tax Records. Minimum retention: 5 years after superseded or employee separation.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0160 Personnel Records

(1) Affirmative Action Records: Series documents agency compliance with the statutes and regulatory requirements of the U.S. Equal Employment Opportunity Commission. Records may include plans, updates, policy statements, reports, and related documentation. Minimum retention: (a) Plans, updates, and policy statements, permanent; (b) All other records, 3 years.

(2) Appointment Records: Series documents appointments to boards, commissions, advisory boards, or other task forces. Records may include applications, interviews, staff reports, and related documentation. Minimum retention: (a) Governing body appointments, permanent; (b) Other appointments, 6 years after separation; (c) Application materials not leading to an appointment, 1 year.

(3) Child Abuse Report Records: Series documents suspected child abuse reported by agency staff. Records may include notes and observations of the child, record of contact with the Oregon Department of Human Services or law enforcement agency, and related documentation. Minimum retention: 3 years.

(4) Collective Bargaining Records: Series documents negotiations between the agency and employee representatives. Records may include contracts, reports, negotiation notes, letters of agreement, arbitration findings, cost analyses, minutes, audio and video recordings, and related documentation. Minimum retention: (a) Contracts and minutes, 75 years after contract expires; (b) All other records, 6 years after contract expires.

(5) Communicable Disease Contact Tracing Records: Series documents the movement of employees, volunteers, and visitors at agency sponsored activities or agency facilities, not otherwise covered by Visitor Logs or Liability Waiver Records. Includes documentation for any disease for which there is a public health risk and need to track. Records may include screening information, sign-in sheets, and related documentation. Note: Agencies may be required to transfer tracing data to Oregon Health Authority (OHA) or County Public Health departments in the event of an epidemic or pandemic. SEE ALSO: Employee Medical Records for individual cases among employees. Minimum Retention: (a) Logs involved in an active contact tracing event, 30 days or until resolution of event, whichever is longer; (b) All other logs, 30 days.

(6) Criminal Background Check Records: Series documents criminal record checks performed on prospective or current staff, faculty, and volunteers using the Oregon Law Enforcement Data System (LEDS). Records may include logs and criminal history verification forms. Minimum retention: (a) Background check log, until superseded or obsolete; (b) All other records, 90 days.

(7) Disciplinary Action Records: Series documents dismissal, suspension, progressive disciplinary measures, and other actions against employees. Records may include statements, investigative records, interview and hearing records, findings, and related documentation. Note: For law enforcement officers or reserve officers, as defined by ORS 181A, retain per Employee Personnel Records or Law Enforcement Internal Investigations Case Files. Minimum retention: (a) Investigations resulting in disciplinary action or exoneration, 5 years after resolution; (b) Investigations resulting in termination, 10 years after employee separation; (c) Unfounded claims, 3 years.

(8) Drug Testing Records: Series documents the testing of current and prospective employees for controlled substances prohibited by policy, procedure, or statute. Records may include the documentation of test results, the collection process, the random sample process, and those documenting the decision to administer reasonable suspicion drug testing. Minimum retention: (a) Positive test results, 5 years; (b) Negative test results, 1 year.

(9) Employee Benefits Records: Series documents an individual agency employee’s benefit information such as retirement, disability, or insurance plans. Records may include plan selection and application forms, enrollment records, contribution and deduction summaries, personal data records, authorizations, beneficiary information, year-end leave balance reports, notices of disability payments made, benefits continuation records, and related documentation. SEE ALSO: Leave Balance Reports. Minimum retention: (a) Official copy of retirement enrollment records, 75 years after date of hire; (b) All other records, 3 years after employee separation or eligibility expired.

(10) Employee Hazard Exposure Records: Series documents an agency employee’s exposure to hazardous conditions such as chemicals, toxic substances, blood-borne pathogens, biological agents, bacteria, viruses, fungi, radiation, noise, dust, heat, cold, vibration, repetitive motion, or other dangerous work-related conditions. Records may include radiation measurement records, blood test or other laboratory results, incident reports, first-aid records, X-rays, workstation air sampling reports, and related documentation. SEE ALSO: Employee Medical Records. Minimum retention: (a) Noise exposure measurement records, 2 years (29 CFR 1910.95); (b) Audiometric test records, until employee separation (29 CFR 1910.95); (c) All other records, 30 years after separation (29 CFR 1910.1020).

(11) Employee Medical Records: Series documents an individual employee’s work-related medical history. Records may include medical examination records (pre-employment, pre-assignment, periodic, or episodic), X-rays, records of significant health or disability limitations related to job assignments, documentation of work-related injuries or illnesses, hearing test records, first-aid incident records, physician statements, release consent forms, vaccination records, and related documentation. Note: These records are not personnel records and must be kept in a separate location from employee personnel records as required by the Americans with Disabilities Act. SEE ALSO: Employee Hazard Exposure Records. Minimum retention: 6 years after separation.

(12) Employee Personnel Records: Series documents an individual employee’s work history. Records may include applications, notices of appointment, employment applications, training and certification records, records of health limitations, salary schedules, tuition reimbursement records, personnel actions, performance appraisal evaluations, letters of commendation and recommendation, letters of reprimand, notices of disciplinary action, notices of layoff, letters of resignation, home address and telephone disclosures, emergency notification forms, oaths of office, grievance and complaint records, and related documentation. SEE ALSO: Disciplinary Action Records; Employee Benefits Records; Employee Medical Records; Grievance and Complaint Records; Law Enforcement Internal Investigations Case Files; Recruitment and Selection Records; K9 Records; and Volunteer Worker Records. Minimum retention: (a) Law enforcement officers or reserve officers, as defined by ORS 181A, 10 years after separation; (b) All other records, 6 years after separation.

(13) Employee Recognition Records: Series documents the recognition of employees for special service to the agency. Records may include service awards, recognition certificates, commendations, award nominations, lists of past recipients, and presentation or ceremony records and photographs. Some records in this series may have historic value. For appraisal assistance contact the Oregon State Archives. Minimum retention: 6 years.

(14) Employment Eligibility Verification Forms (I-9): Series documents the filing of U.S. Immigration and Naturalization Service Form I-9. Minimum retention: 3 years after date of hire or 1 year after employee separation, whichever is longer.

(15) Equal Employment Opportunity (EEO) Compliance Records: Series documents reports and records maintained by agencies with 15 or more employees in compliance with U.S. Equal Employment Opportunity Commission regulations. Contains EEO-4 reports and all records related to the completion of the reports. Minimum retention: 3 years.

(16) Equal Employment Opportunity (EEO), Oregon Workplace Fairness Act, and Public Civil Rights Complaint Records: Series documents complaints made against an agency. Records may include complaints, case files, reports, exhibits, withdrawal notices, copies of decisions, hearings and meetings records, and related documentation. Minimum retention: 5 years after final decision issued.

(17) Equal Employment Opportunity (EEO) Policy Records: Series documents the adoption and administration of agency programs to set personnel policies and procedures within the scope of the Civil Rights Act of 1964 and the Equal Employment Opportunity Act of 1972. Records may include anti-discrimination committee meeting records and reports, workplace analyses, discrimination complaint policies and procedures, and related documentation. Minimum retention: (a) Plans, updates, and policy statements, permanent; (b) All other records, 3 years.

(18) Grievance and Complaint Records: Series documents grievances or complaints filed by current employees, terminated employees, applicants, or private citizens regarding employment practices. Records may include complaints, investigation records, interview and hearing reports, arbitrator’s findings and decisions, and related documentation. Minimum retention: 5 years after final decision issued.

(19) Health Initiative Records: Series documents the development, operation, and activities of internal agency health initiatives such as wellness programs, smoking cessation programs, etc. Records may include program statements, health and safety surveys, committee minutes, newsletters, and related documentation. Minimum retention: 2 years.

(20) Layoff Records: Series documents procedures and computations used in laying off agency employees. Records may include service credit computations, service credit lists, and layoff ranking lists. Related records may be filed in Employee Personnel Files. Minimum retention: 5 years.

(21) Pay Equity Records: Series documents the analysis, study, and resolution of pay equity, alleged job discrimination, and related issues involving the agency and its employees. Records may include job content questionnaire summaries, position allocation reports, personnel reclassification studies, job category listings, and related documentation. Minimum retention: (a) Final study or report, permanent; (b) All other records, 5 years.

(22) Photo Identification Records: Series documents photographs and other records used to identify agency employees, private security personnel, contract workers, and others. Minimum retention: Until updated or employee separates.

(23) Position Description, Classification, and Compensation Records: Series documents the description, classification, and compensation of agency jobs and positions. Records may include reports, position descriptions, position evaluations, compensation studies, job analyses, interview data, selection criteria, authorizations, agreements, and related documentation. Minimum retention: 3 years after updated or position abolished.

(24) Recruitment and Selection Records: Series documents the recruitment and selection of agency employees and contracted service providers. Records may include job announcements and descriptions, applicant lists, applications and resumes, position advertisement records, civil service and other examination records, classification specifications, affirmative action records, interview questions, interview and application scoring notes, letters of reference, civil service records, position authorization forms, certification of eligibility, recruitment summary records, and related documentation. Unsolicited application materials are non-record and may be destroyed when not needed. SEE ALSO: Criminal Background Check Records; Employee Personnel Records; and Employment Eligibility Verification Forms (I-9). Minimum retention: (a) Announcement records, position description, and test and rating records, 10 years; (b) All other records, 5 years after position filled or recruitment cancelled.

(25) Volunteer Program Records: Series documents the activities and administration of volunteer programs in the agency. Records may include volunteer time tracking, volunteer program publicity records, insurance requirement information, inactive volunteer files, and related documentation. SEE ALSO: Volunteer Worker Records for records related to individual volunteers. Minimum retention: 4 years.

(26) Volunteer Worker Records: Series documents work performed for the agency by citizens without compensation for their services. Records may include agreements, applications, skills test results, training documentation, task assignment and monitoring records, and related documentation. Minimum retention: 4 years after separation.

History

Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0165 Planning Records

(1) Comprehensive Plan Records: Series documents the types of uses and activities allowed in particular land designations. Records may contain public hearings records, plans, amendments, staff reports, periodic review records, maps, photographs, and related documentation. Minimum retention: Permanent.

(2) Conditional Use Records: Series documents applications and decisions related to requests for certain land uses within a zone that require special review and approval. Records may include applications, site plans, zoning maps, staff reports, administrative action reports, and related documentation. Minimum retention: 10 years after expiration, revocation, or discontinuance of use.

(3) Design and Development Review Records : Series documents reviews of exterior renovations or new construction within particular geographical areas. Records may include design review board or commission records, applications, site plans, staff reports, maps, review and appeal records, and related documentation. Note: Three-dimensional exhibits such as sample boards of brick, tile, and other building materials are not public records. Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in agency records), permanent; (b) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes; (c) Exhibits not pertinent to minutes, 5 years; (d) If no permit issued, 180 days; (e) If permit issued, but structure not started or completed, 2 years; (f) All other records if permit issued and structure completed, 2 years after substantial completion [as defined by ORS 12.135].

(4) Enterprise Zone Records: Series documents the creation and management of enterprise zones by the agency or in conjunction with other agencies. Records may include reports, applications for zone status, nominations for federal status, and related documentation. Minimum retention: (a) Reports summarizing results or activities, permanent; (b) All other records, 4 years after zone designation expires.

(5) Flood Plain Permit Records: Series documents permits issued for construction within a flood plain zone. Records may include elevation certificates, applications, review records, checklists, and related documentation. Minimum retention: (a) Permits and elevation certificates, 10 years after the life of the structure or area determined not to be a flood plain, whichever is longer; (b) All other records, 10 years.

(6) Historic Structures Inventory Records: Series documents the results of inventory projects to designate historic properties within a particular geographic area in conjunction with Oregon Land Conservation and Development Commission Goal 5 procedures. Minimum retention: Until superseded or obsolete.

(7) Historic Structures Rehabilitation Project Reviews: Series documents routine reviews of proposals for rehabilitation of structures that have been designated historically significant or are at least 50 years old. Records may include work proposals, rehabilitation evaluations, violations, photographs, and related documentation. Minimum retention: 3 years after project closed.

(8) Land Use Hearings Officer Records: Series documents appeals to the agency’s hearings officer and decisions reached concerning variances and changes to the zoning code and comprehensive plan. May refer to conditional uses, zone changes, partitions, code variances, and other proposed actions. Records may include applications, hearings minutes, findings of fact, agendas, exhibits such as maps, reports, photographs, etc., audio and video recordings, and related documentation. Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in agency records), permanent; (b) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes; (c) Exhibits not pertinent to minutes, 5 years.

(9) Neighborhood/Citizen Association Charters and Bylaws: Series documents the creation and organization of neighborhood associations designed to meet citizen involvement requirements and goals set by state and federal agencies concerned with urban development and land use issues. Records may include articles of incorporation, amendments, and related documentation. Minimum retention: Permanent.

(10) Sewage Sludge Management Plans: Series documents plans submitted to the Oregon Department of Environmental Quality (DEQ) by the agency to engage in sludge disposal or application activity. Minimum retention: Permanent.

(11) Sign Review Records: Series documents planning department review of sign construction. Records may include descriptions, drawings, photographs, reports, applications, and related documentation. SEE ALSO: Building Permits; Building Board of Appeals Records; Building Code Compliance and Violation Records; and Street Banner Records. Minimum retention: Life of the structure.

(12) Subdivision and Partition Records: Series documents actions on requests to divide an existing piece of land into smaller lots. Records may include applications, site plans, staff reports, appeals reports, decision statements, maps, and related documentation. Minimum retention: (a) If approved and agency conditions met, permanent; (b) If not approved, 10 years after expiration or revocation; (c) Withdrawal request letters, 3 years; (d) Withdrawn applications, 180 days if not returned to applicant at time of withdrawal.

(13) Temporary Use Records: Series documents action on permits for temporary activities in commercial and industrial zones such as allowing temporary placement of structures incidental to construction. Records may include applications, permits, staff reports, technical notes, approval orders, and related documentation. Minimum retention: 5 years after permit expiration.

(14) Urban Renewal District Project Records: Series documents individual renewal projects within urban renewal areas. Projects may include construction, demolition, and rehabilitation of buildings, streets, and utilities. Records may include project area committee documents, reports, project plans, design reviews, maps, photographs, consultant studies, feasibility studies, agreements, and related documentation. Some records may have historic value. For appraisal assistance, contact the Oregon State Archives. Minimum retention: 25 years after district sunsets.

(15) Urban Renewal Plans and Reports: Series documents descriptions and justifications for proposed development in urban renewal areas as mandated by ORS 457.085. Records may include plans, amendments, reports, hearings records, impact statements, feasibility studies, maps, relocation studies, and related documentation. Minimum retention: Permanent.

(16) Variance Records: Series documents applications and decisions in cases of minor deviations from zone code requirements. Records may include applications, site locations, description of requests, site plans, zoning maps, staff reports, and related documentation. Minimum retention: 10 years after expiration, revocation, or discontinuance of use.

(17) Wetlands Conservation Planning Records: Series documents the identification, delineation, and management of wetlands on agency property or rights-of-way. Records may include plans, amendments, annual reports, consultant reports, and related documentation. See ORS 196.678 for further description. SEE ALSO: Wetlands Removal and Fill Permit Records. Minimum retention: Permanent.

(18) Withdrawn Land Use Application Records: Series documents land use applications and supporting documentation withdrawn by the applicant before a decision has been issued by the county or special district. Records may include applications, site location descriptions, site plans, maps, and related documentation. Minimum retention: 180 days if not returned to applicant at the time of withdrawal.

(19) Zone Change Records: Series documents rezoning land within the scope of an existing comprehensive plan. Records may include applications, staff reports, technical notes, approval orders, and related documentation. Minimum retention: (a) Applications, findings of fact, and decision documents, permanent; (b) All other records, 10 years after approval or denial.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0166 Property and Facilities Management Records

(1) Asset, Equipment, and Property Records: Series documents property and equipment owned and/or maintained by an agency. Records may include service and repair records, work orders, damaged or stolen asset records, asset disposition records, risk reports, real property reports, transfer reports, money and negotiable securities reports, general risk surveys, and warranties. SEE ALSO: Real Property Transaction Records; and Vehicle Maintenance and Repair Records. Minimum retention: (a) Equipment maintenance records, 1 year after equipment disposed of; (b) All other records, 4 years.

(2) Cemetery Records: Series documents the administration and management of agency-owned cemeteries. Records may include lists of names and maps of grave locations, deeds, documentation of purchasing lots and burials, death certificates, State Mortuary and Cemetery Board licensing and reporting records, and related documentation. Minimum retention: Permanent.

(3) Chemical Application Records: Series documents the use of pesticides, herbicides, and fertilizers on agency property. Minimum retention: 3 years after application.

(4) Chemical Inventories: Series documents chemicals in use by an agency for purposes of maintaining safety standards (29 CFR 1910). SEE ALSO: Master Material Safety Data Records; and Vector Control Chemical Inventory Records. Minimum retention: 30 years.

(5) Deed Instruments, Unrecorded: Series documents conveyance or encumbrance of an interest in real property. Records may include deeds; condominiums, plats, and partition plats; leases, contracts, easements, covenants, conditions, restrictions, options, and affidavits. SEE ALSO: Deed Instruments, Recorded; and Deeds to Agency-Owned Land. Minimum retention: Permanent .

(6) Deeds to Agency-Owned Land: Series documents evidence of agency ownership of public lands and rights-of-way. Records may include maps and legal descriptions, title transfers, and related documentation. Minimum retention: 3 years after property is no longer owned by the agency.

(7) Easements, Unrecorded: Series documents unrecorded grants by property owners to the agency for use of private property for public uses. Records may include maps or other exhibits. SEE ALSO: Easements, Recorded. Minimum retention: Permanent.

(8) Equipment Calibration Records: Series documents the maintenance and calibration of equipment and instruments used to undertake and monitor technical operations. Records may include logs, reports, and related documentation. Minimum retention: Life of equipment.

(9) Equipment Tracking Records: Series documents the issue of equipment to agency personnel. Records may include inventories and tracking sheets. SEE ALSO: Weapons Inventory Records. Minimum retention: Until superseded or obsolete.

(10) Facilities and Grounds Inspection Records: Series documents periodic inspection of facilities and grounds to check for damage and recommend repairs and maintenance. Minimum retention: 2 years.

(11) Facilities and Grounds Maintenance and Repair Records: Series documents routine maintenance, repairs, and access to buildings, grounds, and rights-of-way owned or leased by the agency. Records may include maintenance requests, summaries, logs, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. SEE ALSO: Activity Reports; and Agency Improvement Administrative and Financial Records. Minimum retention: (a) Records requiring engineering stamps, 2 years after life of structure; (b) All other records, 2 years.

(12) Fleet Vehicle Title and Registration Records: Series documents the ownership and registration of all agency vehicles (including unmanned aircraft systems). Minimum retention: (a) Titles, until vehicle is sold or disposed of; (b) Registration records, until superseded or disposition of vehicle.

(13) Fuel Records: Series documents the amount of gasoline, diesel, and oil used by agency-owned vehicles. Records may include logs, reports, and related documentation. Minimum retention: 2 years.

(14) Master Material Safety Data Records: Series documents all hazardous chemicals used and held by an agency. Records may include hazardous materials safety sheets, safety instructions, and emergency instructions. Minimum retention: Until superseded or chemical no longer in use.

(15) Park Caretaker Records: Series documents the activities of the park caretaker, including maintenance, construction, operation, and rehabilitation of county parks, waysides, and recreational areas, publications and educational presentations provided to visitors, issuance of permits, collection of fees, and issuance of citations and written warnings. SEE ALSO: Permit and License Records, Agency-Issued. Minimum retention: 3 years after caretaker separation.

(16) Property Dedication Records: Series documents dedication of private property to the agency for public uses such as transportation facilities (streets, sidewalks, bikeways) and parks. Records may include dedication agreements, maps, and related documentation. Minimum retention: Permanent.

(17) Property Vacation Records: Series documents recorded property vacations, including streets, alleys, easements, public utilities, subdivisions, and rights-of-way. Records may include petitions to vacate, maps, descriptions of property, staff reports, approval orders, and related documentation. Minimum retention: Permanent.

(18) Real Property Transaction Records: Series documents acquisitions, dispositions, and relocations of real property and rights-of-way by the agency for urban renewal projects, parks, sewers, streets, water lines, traffic signals, and other reasons. Records may include cultural resource records, offer letters, options, agreements of short duration, staff reports, appraisal reports and reviews, inspection reports, letters of transmittal, summaries, and related documentation. SEE ALSO: Deeds to Agency-Owned Land. Minimum retention: 10 years after transaction completed and final audit accepted.

(19) Swimming Pool Operation and Maintenance Records: Series documents the operation and maintenance of agency swimming pools. Records may include results of pool water quality tests, and records of inspection and maintenance of safety equipment. Minimum retention: 2 years after facility closes.

(20) Technical Manuals, Specifications, and Warranties: Series documentstechnical details of agency-owned vehicles and equipment. Records may include specifications, operating instructions, and safety information. Minimum retention: (a) Manuals, until disposition of vehicle or equipment; (b) Warranties, until expiration.

(21) Vehicle Maintenance and Repair Records: Series documents the maintenance and repair history of all agency-owned vehicles. Records may include usage logs, reports, summaries, and similar records usually compiled from daily work records on a monthly or quarterly basis. Minimum retention: (a) Daily vehicle inspection and usage records, 3 years; (b) All other records, 2 years after disposition of vehicle.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, adopt filed 11/05/2025, effective 11/05/2025

Or. Admin. R. 166-150-0167 Public Safety Records

(1) Alarm Records: Series documents the licensing, permitting, use, testing, maintenance, and response to security alarms in the county. Records may include permits, applications, malfunction reports, maintenance reports, alarm response reports, false alarm reports, and related documentation. Minimum retention: (a) Alarm licensing and permit records, 1 year after expiration or revocation; (b) All other records, 2 years.

(2) Alcohol Diversion Evaluator Records: Series documents the evaluation of clients for referral to a program that will provide appropriate information or rehabilitation services. Records may include evaluation results, interview narratives, copies of driving records, documentation of the client’s Blood Alcohol Content (BAC) at the time of the DUII (Driving Under the Influence of Intoxicants) arrest, copies of Diagnostic and Referral Reports, and copies of reports on the client filed with the Office of Alcohol and Drug Abuse Programs. Minimum retention: 5 years following date of completion or discontinuance of treatment services.

(3) Alert and Notification Records: Series documents any written emergency warnings/notifications issued by the county, the Oregon Department of Emergency Management, National Oceanic and Atmospheric Agency (NOAA), or the Federal Emergency Management Agency (FEMA). Minimum retention: 30 days.

(4) Ambulance Licensing Records: Series documents application by the agency to the Oregon Public Health Division for licenses to operate ambulances. Series may also document applications submitted to the agency by private ambulance services for operation in areas that have ordinances regulating ambulance services as defined in ORS 682.031. Records may include applications, licenses, affidavits of compliance, certificates of insurance, bonds, and related documentation. Minimum retention: 2 years after denial, revocation, or expiration.

(5) Animal Control Records: Series documents public safety activities relating to animal control. Records may include reports, logs, receipts, licenses, dog bite reports, and related documentation. Minimum retention: (a) Animal licenses, 3 years after expiration; (b) All other records, 2 years.

(6) Arrest Warrant Log Records: Series documents the status of arrest warrants as served, unserved, or recalled by the court. Records may include logs, validation listings, checkout sheets, and related documentation. Minimum retention: Until superseded or obsolete.

(7) Arrest Warrant Records: Series documents court orders commanding law enforcement officials to bring a specified individual before the court. Records may include detainer requests, informational documents related to the wanted person, teletypes, and other documentation relevant to the service of warrants. Note: These are working files that support the maintenance of the warrant itself. SEE ALSO: Incident Case Files for documentation of warrant service. Minimum retention: Until served, recalled, or cancelled by the court.

(8) Automobile Display Permit Records: Series documents permits issued to allow the display of automobiles or any vehicles which carry fuel inside public or commercial buildings. Minimum retention: 2 years after permit denied, revoked, or expired.

(9) Bail Records: Series documents the receipt of bail monies or recognizance bonds by the county as stipulated in ORS 135.270. Records may include logs of monies received and transactions. Minimum retention: 3 years.

(10) Base Camp Expenditure Records: Series documents expenses incurred for operation of base camps. Records may include base camp cost report, unit operational cost report, base camp/food service report, recorder food supplies and staples report, and related documentation. Minimum retention: 4 years.

(11) Booking Records: Series documents the confinement and release of individuals held in a local correctional facility, temporary holding facility, juvenile detention facility, or lockup. Records may include books, logs, and related documentation. Note: Booking records related to individuals known to be deceased need not be retained. Minimum retention: (a) Homicides, 20 years; (b) Felonies, 10 years; (c) Misdemeanors, 5 years.

(12) Burning Permit Records: Series documents permits issued to individuals for open air burning within the area serviced by the agency fire department. Minimum retention: 2 years after permit denied, revoked, or expired.

(13) Cadet Program Records : Series documents administration of a county’s junior cadet program. Records may include applications, reports, and related documentation. Minimum retention: 5 years.

( 14) Chaplain/Religious Counsel Records: Series documents the role of the agency or jail chaplain/religious counsel, volunteer chaplains, or groups that volunteer their time to the agency for religious purposes. Records may include individual guidance records, schedules, activity reports, authorizations of inmate articles (i.e. prayer feathers, medicine bags, wedding rings, etc.), and marriage and death records. Minimum retention: (a) Inmate counseling records, 3 years after inmate release; (b) All other counseling records, 1 year.

(15) Civil Enforcement Case Files: Series documents actions taken relating to a specific civil case. Records may include documentation of attempts at service, actual service information, and enforcement actions taken under the provisions of the order. Minimum retention: 3 years after action completed.

(16) Community Corrections Case Assignment and Report Logs: Series documents assignment and tracking of new cases, reports, and transfers. Records may include listings of new probations, paroles, temporary transfer requests, special reports, early terminations, revocations, and officer assignments . Minimum retention: 3 years.

(17) Community Service Work Records: Series documents community service performed in lieu of or in addition to criminal sentencing. Records may include judges’ orders for bench parole, other court orders, and requirements for fulfilling community service orders. Minimum retention: 6 months after case closed.

(18) Concealed Weapons Permit Records: Series documents issuance of concealed handgun licenses and renewals as specified in ORS 166. Records include license applications, license renewal applications, copies of identification, background check results, license revocations and denials, and related documentation. Minimum retention: (a) Revoked permits, 4 years after revocation or denial; (b) All other records, 2 years after expiration or transfer of permit.

(19) Controlled Substance Inventory and Tracking Records: Series documents the possession, storage, use, and tracking of controlled substances purchased by or surrendered to the department, pursuant to 21 CFR 1304.04. Records may include logs; inventory reports; sign-in, sign-out sheets; substance administration data; and related documentation. Minimum retention: 3 years, or until superseded, whichever is longer.

(20) Crime Analysis Records: Series documents department efforts to anticipate, prevent, detect, deter, or monitor possible criminal activity or other analytical work. Records may include reports, statistical summaries, trend or prediction information, photographs, audio and video recordings, and related documentation. Minimum retention: (a) Major crime analyses or studies, 10 years; (b) All other records, until superseded or obsolete.

(21) Crime Prevention and Community Policing Program Records: Series documents programs designed to build partnerships between police and the community that promote public safety, as well as documenting department efforts to train citizens in crime prevention. Records may include trespass agreements with merchants, crime prevention through environmental design (CPTED) program records, and training and media presentation records including lesson plans, outlines, tests, evaluations, speeches, and related documentation. Minimum retention: 2 years.

(22) Crime Prevention Community Policing Event Records: Series documents annual or one-time events organized by the agency or participated in where personnel are available to answer questions and provide educational information. Records may include site information, schedules, volunteer rosters, and event evaluations. Minimum retention: (a) Records of events considered significant and/or historical by local officials, permanent; (b) All other event records, 1 year.

(23) Crime Prevention Vacation House Inspection Records: Series documents the inspection of homes and other properties while the occupants are away. Minimum retention: 30 days after inspections end.

(24) Criminal Arrest History Records: Series documents information on the accumulated criminal arrest history of individuals which may be useful in current or future investigations. Records may include summaries, arrest reports, fingerprint records, mug shots, and related documentation. Note: Records may be destroyed earlier if individual is known to be deceased. SEE ALSO: Incident Case Files for retention of individual incidents. Minimum retention: (a) Homicides, 20 years; (b) Felonies, 10 years; (c) Misdemeanors, 5 years.

(25) Criminal History Dissemination Records: Series documents the distribution of criminal histories and other law enforcement information to other agencies or criminal information systems. Records may include teletype and computer message logs. Minimum retention: Until case completed or suspended.

(26) Criminal Intelligence Records: Series documents possible and proven criminal activity by individuals, groups, organizations, and businesses for use by local government law enforcement agencies. Sources include law enforcement and regulatory agencies, and private citizens. Retentions are based on procedures detailed in OAR 137-090. Records may include investigatory reports, statistical reports, memoranda, and related documentation. Minimum retention: (a) "Permanent Files" as defined by OAR 137-090-0080, 5 years; (b) "Temporary Files" as defined by OAR 137-090-0080, 1 year; (c) "Working Files" as defined by OAR 137-090-0080, 30 working days.

(27) Debriefings: Series documents law enforcement operations, which are distributed in order to improve communication. Records may include mission sheets, after action reports, and operations order records. Minimum retention: 3 years.

(28) Detoxification Confinement Logs: Series documents the temporary detention pursuant to ORS 430.399 of those unable to care for themselves due to intoxication. Minimum retention: 2 years.

(29) Dispatch Incident Records: Series documents a specific call received by a public safety answering point and the subsequent activity for that call. Minimum retention: 2 years.

(30) Electronic Home Detention Records: Series documents the application and use of electronic monitors for inmates selected for electronic home detention monitoring. Records may include tracking reports, schedules, documentation on offender violations, notifications to apprehend and control any absconding offenders, system troubleshooting notations, and related documentation. Minimum retention: 3 years after removal of monitor.

(31) Emergency and Disaster Incident Records: Series documents actions taken with respect to emergency planning and response activities during and after emergency incidents. Records may include photographs, damage reports, response reports, incident action plans, resource ordering and tracking records, financial documentation, logs, messages, notes, and related documentation. Minimum retention: (a) Designated or declared emergencies, permanent; (b) Non-designated emergencies, 5 years.

(32) Emergency Equipment Procurement Case Records: Series documents the use of civil defense equipment from the federal government by the county. Records may include loan agreement, project application, procurement agreement, transfer order, and transfer report. Minimum retention: 3 years after equipment returned or disposed of.

(33) Emergency Exercise Records: Series documents regular emergency training exercises. Records may include statements of purpose, scenario narratives, major and detailed sequences of events, messages and inputs (simulation material), evaluation points, critique and follow-up actions reports, and related documentation. Minimum retention: 3 years after annual or final expenditure report submitted.

(34) Emergency Management Assistance Activity Reports: Series documents the agency's emergency management work plans. Records include a narrative of emergency management program elements that were accomplished annually and supporting documentation. Minimum retention: 3 years after annual or final expenditure report submitted.

(35) Emergency Management Assistance Staff Pattern Records: Series documents agency personnel involved in the emergency management program. Documentation is submitted annually to the Oregon Department of Emergency Management to determine eligibility for emergency management funding. Records may include appropriate Federal Emergency Management Agency (FEMA) forms and related documentation. Minimum retention: 3 years after annual or final expenditure report submitted.

(36) Emergency Management Resource Lists: Series documents emergency resources such as personnel, materials, equipment, supplies, and services provided by suppliers and vendors. Minimum retention: Until superseded or obsolete.

(37) Emergency Medical Incident Records: Series documents medical treatment, care, or response to a request for emergency medical services. Records may include pre-hospital care reports, patient refusal of care, medical aid liability release forms, and related documentation. Minimum retention: 10 years.

(38) Emergency Telephone Call Continuous Audio Recordings: Series documents incoming emergency calls, law enforcement and emergency dispatches, radio activity, and 911 calls. Minimum Retention: (a) Recordings used as evidence, until case reaches final disposition; (b) All other recordings, 7 months.

(39) Enhanced 911 Service Plans: Series documents the planning, development, and implementation of enhanced 911/public safety answering point systems. Records may include preliminary and final plans, drafts and worksheets, and related documentation. Minimum retention: (a) Approved plans and amendments, 5 years after superseded or obsolete; (b) Preliminary plans, drafts, worksheets, and supporting materials, until plan approved by Oregon Department of Emergency Management.

(40) Explosives Storage and Use Permit Records: Series documents the issuance of permits authorizing the use of explosives for construction and demolition projects, fireworks, theatrical pyrotechnics, and other applications. Records may include permits, applications, insurance verifications, and related documentation. Minimum retention: 2 years after permit denied, revoked, or expired.

(41) Expunged or Sealed Records: Series documents an arrest or conviction that has been set aside or expunged by a court order or otherwise disposing of any related records according to ORS 137.225. Also applies to records related to juveniles as outlined in ORS 419A.260 and 419A.262. Juvenile records are expunged, while adult records are sealed. Minimum retention: (a) Expunged records, dispose according to the directive of the court; (b) Expungement orders, 10 years or according to the directive of the court; (c) Sealed records, 10 years or according to the directive of the court.

(42) Field Interrogation Reports: Series documents informational reports written by a law enforcement officer related to individuals, events, or vehicles for which the officer does not have probable cause for enforcement. Minimum retention: 1 year.

(43) Fingerprinting Records: Series documents fingerprints, palmprints, toeprints, and other personal identifiers of arrested individuals, used for identification and apprehension of suspects in criminal investigations. May also include fingerprints of private security personnel working in an area. Fingerprint records of individuals known to be deceased need not be retained. SEE ALSO: Fingerprinting Records, Latent. Minimum retention: Until transmission to Oregon State Police verified.

(44) Fingerprinting Records, Latent: Series documents latent fingerprints and palmprints found at crime scenes without identification of suspects. These are compared against records on file at the agency. SEE ALSO: Fingerprinting Records. Minimum retention: (a) Unnatural death, 75 years; (b) Sexual felonies defined in ORS 131.125, 27 years; (c) Other felonies, 6 years; (d) Other offenses, 3 years.

(45) Fire and Emergency Medical Services Maps: Series documents maps and related records maintained by the agency fire department for address location reference and response planning. Minimum retention: Until superseded or obsolete.

(46) Fire Investigation Records: Series documents investigations conducted by the agency fire department. Records may include investigative reports, supplemental reports, photographs, maps, drawings, memoranda, laboratory reports, notes, and related documentation. Minimum retention: (a) Records documenting fires involving loss of life, 75 years; (b) All other records, 10 years.

(47) Fire Report Records: Series documents each fire responded to by the agency fire department as required by the State Fire Marshal. Includes additional reports if injuries occurred. Minimum retention: 10 years.

(48) Firearm Dealers' Sales Records: Series documents purchases of firearms from dealers. Records may include duplicate register sheets mailed by the dealer to the law enforcement agency and triplicate register sheets mailed by the dealer to the State Police for criminal records checks and then forwarded to the agency. Minimum Retention: (a) Records submitted to Chief Local Law Enforcement Official documenting individual purchases of multiple firearms per 18 U.S.C. 923 (g)(3)(A), not to exceed 20 days (per 18 U.S.C. 923 (g)(3)(B)); (b) All other records, 3 years.

(49) Grass and Weed Control Records: Series documents agency enforcement of regulations designed to help prevent fires caused by overgrown vegetation. Records may include complaints, inspection reports, notices, violations, and related documentation. Minimum retention: 3 years after last action or final payment.

(50) Hazard Analysis Records: Series documents potential natural and manmade hazards in an area as required by the Federal Emergency Management Agency (FEMA) for federally funded Emergency Management Assistance jurisdictions. Records may include federal forms and related documentation. Minimum retention: Until superseded or obsolete.

(51) Hazard Shelter Records: Series documents the condition of buildings designated to be used as hazard shelters in case of emergency. Records may include documents issued by federal and state emergency management agencies, sketches, photographs, and related documentation. Minimum retention: Until superseded or obsolete.

(52) Hazardous Material Emergency Incident Records: Series documents agency response to hazardous material emergencies, usually pertaining to spills and other accidental releases. Records may include reports, complaints, and related documentation. Minimum retention: Permanent.

(53) Hazardous Substance Employer Survey Summaries: Series documents the storage and use of hazardous materials within the area served by the fire department. Records may include summaries of employer surveys conducted by the State Fire Marshal pursuant to ORS 453.317 as well as related records generated by the agency. Minimum retention: 3 years after superseded or obsolete.

(54) Impounded and Abandoned Vehicle Records: Series documents vehicles impounded by the department related to accidents, abandonment, recovered stolen vehicles, vehicles used in the commission of crimes, and other reasons. Records may include reports, notifications, information cards or sheets, receipts, and related documentation. Minimum retention: 2 years for records not included in Incident Case Files.

(55) Incident Case File Indexes: Series contains indexes to incident case files used as cross references between case numbers, names, dates, modus operandi, and other descriptive information. Minimum retention: Until superseded or obsolete.

(56) Incident Case Files: Series documents central case files documenting complaints or other actions or incidents investigated by the department. Records may include investigative reports, fingerprint cards, original arrest reports, supplemental reports, photographs, teletypes, court orders, court dispositions, officer notes, laboratory reports, DUII (Driving Under the Influence of Intoxicants) test records including chemical analyses (also known as intoxilyzer or breathalyzer test records), citizen arrest certificates, copies of warrants, search warrants, booking sheets, property/evidence reports, custody reports, use of force reports, and related documentation. Minimum retention: (a) Cases involving crimes with no statutes of limitations, 75 years after case closed; (b) Protective custody files, until minor's age of majority or emancipation; (c) Missing Persons Reports, until found; (d) Cases involving stolen firearms, until firearm recovered and LEDS entry removed; (e) Non-criminal reports other than (b) or (c), 3 years; (f) Use of force reports, 5 years; (g) All other cases, 1 year after statute of limitations expires.

(57) Indemnity Bonds: Series documents copies of insurance bonds issued to indemnify the law enforcement agency against claims of wrongful actions in civil seizure cases. Minimum retention: 2 years after seizure has been completed and a return has been made to the court of issuance.

(58) Informant Case Files: Series documents information about informants used by department personnel. Records may include reports, payment records, fingerprint cards, signature cards, letters of understanding on informant activities, and related documentation. Minimum retention: Until superseded or obsolete.

(59) Inmate Accountability Records: Series documents inmate counts, cell locations, inmate status, and related information. Records may include logs detailing status of individual inmates, lists, rosters documenting the location of all inmates, inmate counts, and related documentation. Minimum retention: 1 year.

(60) Inmate Case File Indexes: Series contains indexes used to access inmate case files. Usually cross referenced by name, case number, and other identifiers. Minimum retention: Until superseded or obsolete.

(61) Inmate Case Files: Series documents non-medical information on inmates confined in an agency correctional facility. Records may include incident reports, release receipt indicating return of property, court commitment and release orders, and related documentation. Minimum retention: 3 years after release.

(62) Inmate Grievances: Series documents the receipt of, investigation of, and actions taken in response to inmate grievances. Minimum retention: 3 years after last action.

(63) Inmate Meal Records: Series documents menus used to plan and schedule inmate meals. Records may include listings of those inmates who received meals. Minimum retention: 6 months.

(64) Inmate Medical Records: Series documents outpatient medical treatment given to inmates. Records may include treatment log, prescriptions, health questionnaires, laboratory reports, x-ray reports, medical reports from other facilities, medication records, and related documentation. Minimum retention: 7 years after release without reactivity.

(65) Inmate Program Records: Series documents the education, recreation, and miscellaneous programs that inmates participated in while at the facility. Minimum retention: 3 years.

(66) Inmate Telephone and Mail Records: Series documents telephone calls and mail sent and received by inmates. Records may include logs and related documentation. Minimum retention: 1 year.

(67) Inmate Visitor Records: Series documents information about visitors to inmates confined in an agency correctional facility. Records may include logs, request slips, and related documentation. Minimum retention: 1 year.

(68) Inmate Work Programs: Series documents the control of and participation of inmate work programs. Minimum retention: 3 years.

(69) Inspection and Occupancy Records: Series documents periodic fire prevention inspections of fire code compliance performed by the agency fire department. Records may include reports, notices, and citations, as well as occupancy and pre-fire planning records such as floor plans, sketches, reports, lists, and related documentation. Minimum retention: Both current and previous inspection reports must be retained for at least 10 years and may not be destroyed until the next report is issued.

(70) Interagency Inquiry Records: Series documents requests made to other agencies involving missing persons, wanted persons, stolen vehicles, and other subjects. Records may include logs and related request documentation. Minimum retention: Until superseded or obsolete.

(71) Jail Canteen, Commissary, or Kitchen Records: Series documents the routine operations and control of jail canteens, commissaries, and kitchens. Records may include inventory control records, inmate accounting records, and related documentation. Minimum retention: 3 years or until audited, whichever is longer.

(72) Jail Monitoring Records: Series documents audio and video recordings of prisoners booked into the jail facility. Records may include video recordings made during inmate altercations and incidents where the Corrections Emergency Response Team (C.E.R.T.) members are utilized for inmate control. Minimum retention: (a) Prisoner booking videos, 30 days; (b) C.E.R.T. training videos, until superseded or obsolete; (c) C.E.R.T. videos as evidence in criminal proceedings, destroy by order of the court.

(73) Justice Involved Individuals Case Files: Series documents the supervision, management, and tracking of justice involved individuals in the community corrections program. Records may include face sheets, court orders, Board of Parole and Post Prison Supervision orders, commutations, death certificates, expungement and sealing orders, presentence investigations, parole officer notes, police reports, sanction hearing documentation, and community risk assessments. Department of Corrections (DOC) maintains the statewide record copy of information on the Corrections Information System. Minimum retention: (a) Felony offender case files, 2 years after case closed; (b) All other case files, 1 year after case closed.

(74) K9 Records: Series documents an individual K9’s work history. Records may include medical records, how the animal came into the program, historical information, photographs, and other information about the animals, capture log, type of activity undertaken by the dog (tracking, search, guard, etc.), capture number, custody number and other related information, training and certification records, performance appraisal evaluations, letters of commendation and recommendation, letters of reprimand, notices of disciplinary action, and related documentation. Minimum retention: 6 years after dog retires.

(75) Law Enforcement Body-Worn Camera Recordings: Series documents video recordings made by body-worn cameras by members of law enforcement during the performance of their duties. Minimum retention: (a) Recordings used as evidence in an ongoing criminal investigation or court proceeding, until case reaches final disposition; (b) Recordings used for internal investigations, until investigation closed or 180 days, whichever is longer (not to exceed 30 months, per ORS 133.741); (c) All other recordings, 180 days (not to exceed 30 months, per ORS 133.741).

(76) Law Enforcement Database Validation Records: Series documents validation of entries into the National Crime Information Center (NCIC) or Law Enforcement Data System (LEDS) databases. Minimum retention: 5 years or until audited by NCIC or other applicable law enforcement network, whichever is shorter.

(77) Law Enforcement Internal Investigations Case Files: Series documents police department investigations of police officers or reserve officers, as defined by ORS 181A for violations of laws, rules, or policy and may include findings and dispositions of investigations. Records often include material found in incident case files. SEE ALSO: Disciplinary Action Records for investigations of all other personnel. Minimum retention: 10 years after separation.

(78) Lost and Found Property Records: Series documents items not related to a crime that are found by or turned into police. Records may include receipts, inventory lists, destruction logs, property reports, and related documentation. SEE ALSO: Property and Evidence Control and Disposition Records. Minimum retention: 2 years after disposition.

(79) Maps, Law Enforcement: Series contains maps and related documentation maintained for reference and for tracking various trends including crime. Minimum retention: Until superseded or obsolete.

(80) Marine Enforcement Reports: Series documents the marine enforcement activities of the county sheriff's department. Minimum retention: (a) Annual Reports, 5 years; (b) Monthly Reports, until annual report created.

(81) Master 24-Hour Audio Recordings: Series documents recordings of calls to a public safety answering point on either 911 or non-emergency lines, or recording of radio traffic for fire, emergency medical services, or law enforcement. Note: Specific recordings of incidents may warrant longer retention for legal reasons. Minimum retention: 1 year.

(82) Master Name Index Records: Series documents information on individuals who have been field interrogated or arrested, including suspects or accomplices in crimes, victims, complainants, and witnesses to incidents. Minimum retention: Until superseded or obsolete.

(83) Master Street Address Guide (MSAG) Maintenance Forms: Series documents the 911/public safety answering point’s notification to the phone service provider about the addition of new streets or revision to existing streets on the Master Street Address Guide (MSAG). The MSAG is maintained by the phone service provider or its independent contractor. Minimum retention: 2 years.

(84) Neighborhood Dispute Resolution Records: Series documents a county's dispute resolution program to handle complaints by citizens about concerns or disputes with neighbors or merchants. Typical cases may include animal control, landlord/tenant issues, noise, harassment, property disputes, and business/consumer issues. Records may include budget, activity, and statistical reports, mediation training information, evaluation and intake records, service referrals, resolution agreements, and follow-up surveys. Minimum retention: (a) Case records, 5 years after last action; (b) All other records, 2 years.

(85) Officer Notes: Series documents notes written by officers during the course of a shift containing information which may or may not be included in an official report. Notes may or may not be incorporated into an Incident Case File or be added as comments to a Dispatch Incident Record. Minimum retention: 2 years.

(86) Patrol Car Video Recordings: Series documents recordings of officer activities from cameras mounted on police vehicles. Minimum retention: (a) Recordings used as evidence in an ongoing criminal investigation or court proceeding, until case reaches final disposition; (b) Recordings used for internal investigations, until investigation ends; (c) All other recordings, 30 days.

(87) Pawn Broker and Second Hand Dealer Reports: Series documents reports submitted to the department documenting merchandise bought, sold, or pawned by dealers. Minimum retention: 2 years.

(88) Peer Court Records: Series documents the peer court system where youths who have committed certain first-time misdemeanors or violations are judged through a court system of their peers (aged 12–17 years). Records may include policy and procedures manuals, budget, activity and statistical reports, guidelines and instructions for participants, applications to participate in the program, juvenile consent form, intake interview form, defendant questionnaire, summary report, attorney's analysis, jury verdict record, bailiff record, clerk's record, community service log, judge's notes, officer's status reports, defendant evaluation, parent evaluation, and related documentation. SEE ALSO: Internal Policies and Procedures. Minimum retention: (a) Case records, 5 years after final disposition of case, or youth reaches age of majority, whichever is longer; (b) Participant guidelines and instructions, until superseded or obsolete; (c) All other records, 2 years.

(89) Permit to Purchase Firearm Records: Series documents issuance of firearm Permits-to-Purchase and renewals as specified in ORS 166. Records may include permit applications, permit renewal applications, background check results, permit revocations and denials, proof of completion of an approved safety course, and related documentation. Minimum retention: (a) Revoked permits; 5 years after revocation or denial; (b) All other records, 2 years after expiration of permit.

(90) Polygraph Records: Series documents polygraph tests given to criminal suspects, prospective employees, and others. Records may include pre-examination records, examination questions for individuals interviewed, statements of consent, polygraph analysis reports, examiner's original test questions, examination chart tracing reports, polygraph results charts, conclusions, interviewee statements, and background information. Minimum retention: (a) Cases involving crimes with no statute of limitations, 75 years after case closed; (b) All other cases, 1 year after statute of limitations expires.

(91) Premise Information Records: Series documents hazards or other information relevant to emergency responders about a premises or specific location in advance of arrival at an incident site. Minimum retention: 2 years, or until renewed, superseded, or expired, whichever is sooner.

(92) Property and Evidence Control and Disposition Records: Series documents records used to track property and evidence coming into police department possession. Documents receipt, storage, and disposition of personal property and physical evidence from defendants, victims, and others. Records may include receipt forms, evidence control sheets, property reports, destruction lists, property consignment sheets, seized firearm logs, homicide evidence inventories, crime scene photographs, and related documentation. Minimum retention: (a) Cases involving crimes with no statute of limitations, 75 years after case closed; (b) All other cases, 1 year after statute of limitations expires .

(93) Property Registration Records: Series documents the registration of property for identification in case of theft, loss, or burglary. Minimum retention: Until registration is expired, superseded or obsolete.

(94) Property Sales/Deed Records: Series documents sale and conveyance of real and personal property by the enforcement agency. Records may include certificates of levy, notices of sale, publication proofs, mailing receipts, copy of judgment and execution, certificate of sale, return of service, and copy of deed issued. Minimum retention: 6 years.

(95) Public Safety Answering Point Data Management System Records: Series documents the maintenance and update of current information used to provide and direct incident response within a 911/public safety answering point service area. Minimum retention: Until superseded or obsolete.

(96) Public Safety Answering Point Operational Logs: Series documents chronological tracking of activities related to 911/public safety answering point operations. Records may include radio logs, telephone logs, tow logs, and criminal background check request logs. Minimum retention: 1 year.

(97) Public Safety Answering Point Quality Assurance Records: Series documents the evaluation, analysis, and assessment of the performance and quality of services provided by the 911/public safety answering point system. Records may include system evaluations, system performance reports, satisfaction surveys and questionnaires, quality improvement reports and recommendations, quality assurance committee minutes, and related documentation. Minimum retention: (a) Survey instruments, 2 years, or until summary report completed, whichever is sooner; (b) All other records, 2 years.

(98) Public Safety Answering Point Statistical Reports: Series documents the compilation of statistical data about the actions and activities of the 911/public safety answering point system. Minimum retention: (a) Data instruments used to compile statistics, until statistical report completed; (b) Daily and weekly reports, until compiled into monthly reports; (c) Monthly and quarterly reports, 1 year; (d) Annual reports, 10 years.

(99) Public Safety Answering Point System Error/Malfunction Records: Series documents 911/public safety answering point electronic systems errors or malfunctions and subsequent corrective action. Records may include enhanced system error reports, trouble logs, work orders, and related documentation. Minimum retention: 2 years.

(100) Public Safety Worker Briefing Records: Series documents communication between supervisors and shift workers or between staff on different shifts. Minimum retention: 90 days.

(101) Regulated Substances Storage and Use Records: Series documents the storage and use of regulated substances such as gasoline, crude oil, fuel oil, and diesel oil. Records may include applications, permits, inspection reports, and related records for agency regulation of above ground storage tanks as well as reports of substance releases from underground storage tanks. SEE ALSO: Inspection and Occupancy Records. Minimum retention: (a) Records related to underground storage tanks, 25 years after tank removed; (b) Records related to above ground storage tanks, 5 years.

(102) Ride-Along Applications: Series documents applications for ride-along programs run by police or emergency services. Records may include approved and denied applications. Minimum retention: 2 years.

(103) Scene Reconstruction Visuals: Series documents exhibits and other visual aids created for use in court. Minimum retention: (a) Cases involving crimes with no statute of limitations, 75 years after case closure; (b) All other cases, 1 year after statute of limitations expires.

(104) Search and Rescue Mission Case File Records: Series documents search and rescue missions undertaken by the county. Records may include Oregon search and rescue mission report, criminal complaint (incident) report, mission roster, lost/missing person report, equipment involved, description of events, and related documentation. Minimum retention: 3 years.

(105) Search and Rescue Unit Case Records: Series documents administrative and general information about individual search and rescue units. Records may contain monthly membership update, membership roster, operational cost report, volunteer activity report, volunteer’s personal expense record, and related documentation. Minimum retention: 6 years.

(106) Search Roster Records: Series documents movement of participants of search and rescue missions. Minimum retention: 3 years.

(107) State Fire Marshal Exemption Records: Series documents partial or full agency exemption from statutes, rules, and regulations administered by the State Fire Marshal for agencies that enact and enforce adequate regulations to conform with state and national fire standards defined in ORS 476.030(3). Records may include applications, reports, exemption certificates, and related documentation. Minimum retention: 2 years after denial, revocation, or expiration of exemption.

(108) Subpoenas: Series documents subpoenas issued to law enforcement personnel to appear in court for the purpose of testifying. Minimum retention: Until court appearance.

(109) Tactical Response Records: Series documents the planning for and performance of hostage negotiations, riot response, bomb threats, or other tactical situations. Records may include maps, rosters, equipment inventory, training records, and situation reviews. Minimum retention: 3 years.

(110) Towed Vehicle Records: Series documents tow truck requests and responses. Records may include rotation lists, documentation of vehicles towed from private property at the request of citizens, and related documentation. Minimum retention: 1 year.

(111) Traffic, Transit, and Other Citation Records: Series documents police department copies of citations issued for traffic, transit, motor vehicle, and other violations. Records may include Uniform Traffic Citations, parking citations, records documenting traffic infractions by drivers that have been photographed by the county sheriff's photo radar equipment, logs, and related documentation. Minimum retention: (a) Logs, 1 year; (b) Issued citations, 2 years; (c) Unissued photo radar citations, 30 days.

(112) Traffic, Transit Violation Warning Records: Series documents warnings issued for alleged traffic, transit, and other minor offenses. Minimum retention: 1 year.

(113) Transportation of Prisoner Records: Series documents the movement of prisoners from one place to another. Minimum retention: 3 years.

(114) Used Firearm Transfer Records: Series documents the sale or transfer of a firearm by a licensed dealer reported to police as required by ORS 166.427. Minimum retention: 2 years.

(115) Weapons Inventory Records: Series documents weapons assigned to law enforcement officers. Minimum retention: Until superseded or obsolete.

(116) Youth Fire Prevention and Intervention Records: Series documents multi-disciplinary prevention and intervention services provided to children who have a history of or are at risk for setting fires. Community-based services are provided under the guidance of the Office of State Fire Marshal. SEE ALSO: County Juvenile Department Records section. Minimum retention: (a) Until court ordered expunction (ORS 419A.262); (b) If case is not expunged, 5 years after last action, or youth reaches age of majority, whichever is longer.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, adopt filed 11/05/2025, effective 11/05/2025

Or. Admin. R. 166-150-0170 Public Works — General Records

(1) Aerial Images: Series documents aerial photography depicting topographical and physical features of a particular geographic area. Records may include photographic negatives, original prints, digital images, or other photographic formats. Note: Photographs that are duplicates of originals held by state, county, federal, or other sources may be retained as needed. Minimum retention: Permanent.

(2) Annual Water Quality Reports (Consumer Confidence Reports): Series documents the presence of any contaminants in county water over the course of a year. Minimum retention: 5 years.

(3) Backflow Prevention Device Test Records: Series documents test results on backflow prevention devices designed to protect the water system from pollution related to substances backing into water lines. Minimum retention: 10 years.

(4) Drinking Water System Non-Compliance Corrective Action Records: Series documents action taken by the agency to correct violations of primary drinking water regulations. Records may include reports, logs, and related documentation. Minimum retention: 3 years after last action.

(5) Engineering Project Technical Records: Series documents the planning, design, and construction of various agency improvement projects, including facilities, structures, and systems. Records may include impact statements, feasibility studies, plans, amendments, policy and procedure manuals, field test and laboratory reports, UAV (drone) video recordings, inspector reports, change orders, status reports, and related documentation. Some records may have historic value. For appraisal assistance, contact the Oregon State Archives. SEE ALSO: Financial Records section; and Maps, Plans, and Drawings. Minimum retention: 10 years after substantial completion [as defined by ORS 12.135].

(6) Hazardous Situation Permit Records: Series documents the issuance of a permit by the employer notifying employees that they may be exposed to hazardous substances and/or conditions in confined spaces. Records may include permit, pre-entry testing data, and field notations and observations. Minimum retention: 1 year after permit cancelled.

(7) Hydrant Location, Maintenance, and Inspection Records: Series documents the location, specifications, maintenance, testing, and repair of water hydrants in the water system. Records may include lists, charts, logs, reports, and related documentation. Minimum retention: (a) Location and specification records, until hydrant permanently removed from service; (b) Maintenance, test, and repair records, 2 years.

(8) Grease Trap Inspection Records: Series documents the agency’s inspection of grease traps in food service facilities. Records may include applications, inspection reports, copies of the license issued, and related documentation. Minimum retention: (a) 1 year after date of most recent inspection by agency; (b) Closed facilities, 2 years after closure.

(9) Industrial Pretreatment Permit Records: Series documents permits issued by the agency to private industries allowing the discharge of specific pollutants under controlled conditions. Records may include applications, permits, addenda, modifications, and related documentation. Minimum retention: (a) Permits, addenda, and modifications, permanent; (b) All other records, 5 years after expiration or revocation.

(10) Infrastructure Master Plans Records: Series documents the present and projected needs of the agency for water, sewer, storm drainage, street, bike path, and other systems. Records may include plans, reports, evaluations, cost analyses, drawings, and related documentation. Minimum retention: Permanent.

(11) Maps, Plans, and Drawings: Series documents maps, plans, and drawings created by the agency or contracted specifically for the agency. Records may include various types of maps, as well as as-built plans, drawings, and details documenting agency engineering and construction projects. Minimum retention: (a) Final implemented maps, plans, and drawings, permanent; (b) Draft and unimplemented maps, plans, and drawings, until superseded or obsolete.

(12) Materials Delivery Records: Series documents records issued by suppliers or agency to verify delivery of supplies or materials (concrete, road base, gravel, topsoil, etc.). Minimum retention: 2 years.

(13) Mobile Waste Hauler Dumping Records: Series documents the dumping of septic pumpings and other wastes from various sources at the agency waste treatment facility. Records may include logs, manifests, and related documentation. Minimum retention: 5 years.

(14) National Pollution Discharge Elimination System Permit Records: Series documents the application for and issuance of a permit to the agency under the Clean Water Act allowing discharge of specific pollutants under controlled conditions. Records may include applications, permits, addenda, modifications, and related documentation. SEE ALSO: Wastewater Annual Inspection Records. Minimum retention: (a) Permit, addenda, and modifications, permanent; (b) All other records, 5 years after expiration or revocation.

(15) Right-of-Way Permit Records: Series documents permits issued for private use or construction on public rights-of-way such as streets, sidewalks, and adjacent land. Minimum retention: (a) Construction related records, 10 years after substantial completion of project [as defined by ORS 12.135]; (b) All other records, 2 years after expiration, revocation, or discontinuance of use.

(16) Secondary Contaminant Reports: Series documents the analysis of water samples to determine the level of secondary contaminants. Minimum retention: 10 years.

(17) Sewage Sludge Records: Series documents the agricultural application of sewage sludge to approved sites. Records may include logs, agronomic loading calculations, and site life loading calculations. Minimum retention: Permanent.

(18) Sewer and Storm Drainage Maintenance and Repair Records: Series documents the maintenance and repair of agency sewers and storm drains. Records may include summaries, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. SEE ALSO: Activity Reports; and Underground Infrastructure Inspection Records. Minimum retention: (a) Records requiring an engineering stamp, 2 years after sewer or storm drain permanently removed from service; (b) All other records, 2 years.

(19) Sewer Smoke Test Records: Series documents smoke tests undertaken to verify hookup to main sewer lines, check condition of pipes, or determine effectiveness of backflow prevention devices. Minimum retention: 10 years.

(20) Superfund Site Cleanup Records: Series documents remediation and cleanup of Environmental Protection Agency-designated Superfund sites. Records may include project charters, agreements, disputes and resolutions, orders, studies, contamination reports, geotechnical reports, land surveys, hazardous waste and environmental analyses, records of remedial actions, and related documentation. Minimum retention: 10 years after completion of remedial action as determined by the Environmental Protection Agency.

(21) Temporary Access/Construction Easement Records: Series documents temporary easements allowing entrance and work on property not owned by the easement holder. Permits usually apply to agency crews and utility workers. Minimum retention: 2 years after easement expires.

(22) Underground Infrastructure Inspection Records: Series documents inspections used to determine the condition of underground infrastructure within the agency’s jurisdiction. Examples include video inspections of sewers and infrared scanning of power lines. Records may include video recordings and written reports. Minimum retention: (a) Written reports, 1 year after life of section inspected; (b) Video tapes, 1 year after written report submitted.

(23) Utility Installation and Connection Records: Series documents installation of agency utility systems or the connection of specific properties to agency water, sewer, power, or similar systems. Records may include applications, permits, and related documentation. Minimum retention: 2 years after physical disconnection.

(24) Utility Line Location Request Records: Series documents requests and agency action to locate underground lines in the vicinity of a construction site. Records may include notations of water, sewer, storm drains, and other line locations, and related documentation. If agency uses a private contractor to locate lines, SEE ALSO: Contract, Lease, and Agreement Records. Minimum retention: 2 years.

(25) Utility Meter Installation, Maintenance, and Repair Records: Series documents the installation, maintenance, and repair of agency operated water and power meters. Records may include logs, summaries, and similar records usually compiled from daily work records on a monthly or quarterly basis. Minimum retention: 5 years.

(26) Wastewater Annual Inspection Records: Series documents annual inspections of agency wastewater treatment operations by the Oregon Department of Environmental Quality (DEQ) to monitor compliance with National Pollution Discharge Elimination System (NPDES) permit conditions. Records may include reports, pretreatment requirements review, sampling checklists, flow measurements, laboratory assurance checklists, and related documentation. Minimum retention: (a) Reports, permanent; (b) All other records, until permit renewed, revoked, or expired.

(27) Wastewater System Discharge Monitoring Records: Series documents the amount of pollution discharged from the agency’s wastewater treatment facility. Records may include reports submitted to the U.S. Environmental Protection Agency (EPA) and the Oregon Department of Environmental Quality (DEQ), and related documentation. Minimum retention: (a) Reports, permanent; (b) All other records, 5 years.

(28) Wastewater Treatment Operations Records: Series documents program records not listed elsewhere in this schedule for wastewater treatment operations. Records may include charts, reports, logs, log sheets, and related documentation. Minimum retention: (a) Annual reports, permanent; (b) Continuous monitoring records, 3 years; (c) All other records, 5 years.

(29) Water Bacteriological Quality Analysis Reports: Series documents water samples taken from various locations throughout the water system and supply sources for bacteriological tests. Minimum retention: 5 years.

(30) Water Chemical and Radiological Analysis Reports: Series documents water samples taken from various locations throughout the water system and supply sources for chemical and radiological tests. Minimum retention: 10 years.

(31) Water Consumption Reports: Series documents statistics of daily water consumption. Minimum retention: (a) Annual reports, permanent; (b) Information summarized in annual report, 1 year; (c) Information not summarized in annual report, 10 years.

(32) Water Line Maintenance and Repair Records: Series documents the maintenance and repair of agency-owned water lines. Records may include reports, summaries, and similar documents usually compiled from daily work records on a monthly or quarterly basis. SEE ALSO: Activity Reports. Minimum retention: (a) Records requiring an engineering stamp, 2 years after water line permanently removed from service; (b) All other records, 2 years.

(33) Water Pollution Control Facilities (WPCF) Permit Records: Series documents the application for and issuance of a Water Pollution Control Facilities permit to the agency by the Oregon Department of Environmental Quality (DEQ). Records may include applications, permits, addenda, modifications, and related documentation. Minimum retention: (a) Permit, addenda, and modifications, permanent; (b) All other records, 5 years after expiration or revocation.

(34) Water Quality Complaint Records: Series documents complaints received from the public about the quality of agency provided water. Records may include investigation narrative, complaint description, and complainant contact information. Minimum retention: 3 years after last action.

(35) Water System Cross Connection Pollution Control Survey Records: Series documents the monitoring of potential or actual water system health hazards from pollution entering water pipes from other pipes. Records may include reports, surveys, checklists, and related documentation. Minimum retention: 1 year after disconnection or 10 years, whichever is longer.

(36) Water System Survey Records: Series documents the overall condition of the agency water system. Records may include written reports, summaries, and related documentation. Minimum retention: (a) Reports, permanent; (b) All other records, 5 years.

(37) Water System Valve Location and Maintenance Records: Series documents the location, specifications, maintenance, and repair of valves in the water and sewer systems. Records may include lists, charts, drawings, reports, logs, and related documentation. Minimum retention: (a) Location and specification records, until valve permanently removed from service; (b) Maintenance and repair records, 2 years.

(38) Water Treatment Operations Records: Series documents water treatment operations and covers program records not listed elsewhere on this schedule. Records may include state or federal required reports, other reports, logs, log sheets, and related documentation. Minimum retention: (a) Annual reports, permanent; (b) Continuous monitoring records, 3 years; (c) All other records, 5 years.

(39) Water Treatment Variance and Exception Records: Series documents variances and exceptions granted to the agency by regulatory agencies concerning water treatment operations. Minimum retention: 5 years after expiration or revocation of variance or exception.

(40) Water Turbidity Reports: Series documents the analysis of water samples to determine the level of cloudiness caused by suspended particles. Minimum retention: 10 years.

(41) Wetlands Removal and Fill Permit Records: Series documents agency application for and receipt of permits regulating the removal or fill of material from wetlands on agency property or rights-of-way. Records may include applications, permits, and related documentation. Minimum retention: 30 years.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0185 Public Works Records — Traffic Engineering and Maintenance Records

(1) Bridge and Culvert Maintenance and Repair Records: Series documents maintenance and repairs on bridges and culverts, including pedestrian and bicycle bridges. Records may include summaries, reports, logs, and related records usually compiled from daily work records on a monthly or quarterly basis. SEE ALSO: Activity Reports. Minimum retention: (a) Records with engineering stamps documenting structural maintenance or repairs, 2 years after bridge or culvert permanently removed from service; (b) All other records, 2 years.

(2) Bridge Inspection Records: Series documents bridge inspections required by the U.S. Department of Transportation per 23 CFR 650. Records may include reports prepared in accordance with federal standards, photographs, bridge inventory records, and related documentation. Minimum retention: 2 years after bridge removed from service.

(3) Crosswalk Records: Series documents the location and use of crosswalks. Records may include reports, maps, studies, and related documentation. Minimum retention: 2 years after superseded or obsolete.

(4) Railroad Crossing Records: Series documents agency activities in relation to railroad crossings. Records may include crossing plans and drawings, Oregon Public Utility Commission (PUC)/Oregon Dept. of Transportation (ODOT) public hearings records and rulings, PUC/ODOT inspection report corrective actions, reports and studies, accident records, and related documentation. Minimum retention: Permanent.

(5) Special Event Traffic Change Records: Series documents preparation for and implementation of traffic changes related to special events such as parades, motorcades, and demonstrations. Records may include notifications, planning documents, reports, and related documentation. SEE ALSO: Special Event and Celebration Records. Minimum retention: 2 years after event.

(6) Speed Zone Establishment and Review Records: Series documents the establishment and review of speed zones (includes zones established by the agency under OAR 734-020-0013). Records may include reports, photographs, proposals, orders, maps, accident summaries, and related documentation. Minimum retention: 2 years after superseded or obsolete.

(7) Street and Road Condition Inventory Records: Series documents the condition of streets, roads, curbs, shoulders, sidewalks, bikeways, alleys, etc. Minimum retention: 5 years after annual audit report issued.

(8) Street Banner Records: Series documents proposals for and installations of banners on streets, often in relation to civic events or celebrations. Records may include plans, maps, proposals, reports, applications, and related documentation. Minimum retention: 2 years.

(9) Street Maintenance and Repair Records: Series documents maintenance and repairs of agency-owned streets and sidewalks by agency personnel or contracted workers. Records may include reports, summaries, and similar documents usually compiled from daily work records on a monthly or quarterly basis. SEE ALSO: Activity Reports; and Contract, Lease, and Agreement Records. Minimum retention: (a) Records requiring an engineering stamp, 10 years after substantial completion [as defined by ORS 12.135]; (b) All other records, 2 years.

(10) Street Surface Maintenance Records: Series documents routine and special street sweeping, cleaning, snow removal, sanding, leaf removal, and similar work. Records may include reports, summaries, and related documentation. Minimum retention: 3 years after annual audit report issued.

(11) Streetlight Inventory Records: Series documents inventory records of all streetlights in an area. Records may include purchase and installation documentation, notes, and related documentation. Minimum retention: Until superseded or obsolete.

(12) Streetlight Maintenance and Repair Records: Series documents maintenance and repairs on streetlights. Records may include reports, summaries, and similar records usually compiled from daily work records on a monthly or quarterly basis. SEE ALSO: Activity Reports. Minimum retention: 3 years after annual audit report issued.

(13) Streetlight Request and Survey Records : Series documents requests by citizens for the installation of streetlights, as well as surveys to assess need and feasibility. Records may include request forms, surveys, reports, and related documentation. Minimum retention: 2 years after last action.

(14) Traffic Accident Analysis Records: Series documents the study of traffic accidents. Records may include various statistical data on accidents related to fixed objects, parked automobiles, complicated intersections, bridges, pedestrians, streets/highways/roads, and other factors. SEE ALSO: Survey Field Records. Minimum retention: (a) Reports and summaries, 10 years; (b) All other records, 5 years.

(15) Traffic Control Equipment Inventory Records: Series documents the location, type, and use of traffic control equipment. Minimum retention: 2 years after superseded or obsolete.

(16) Traffic Control Equipment Maintenance and Repair Records: Series documents maintenance and repair of traffic signals and signs in an area. Records may include reports, summaries, and related documentation. Minimum retention: (a) Traffic signals, 2 years after equipment permanently removed from service; (b) Traffic sign records, 2 years.

(17) Traffic Research and Study Records: Series documents data gathering and analysis concerning traffic patterns, speed, direction, and other topics. Records may include information on vehicles, bicycles, and pedestrians for a given location and period of time, machine and manual traffic counts, reports, summaries, and related documentation. SEE ALSO: Agency Improvement Administrative and Financial Records; and Engineering Project Technical Records. Minimum retention: (a) Reports and summaries, 10 years; (b) All other records, until information is summarized or obsolete.

(18) Transit System Records: Series documents transit system routes, stops, stations, and crossings in a particular geographic area, as well as related transit schedules and amenities. Records may include reports, surveys, decision statements, notifications to affected individuals and property owners, and records related to agency review and approval of individual stops or crossings proposed by a transit district. SEE ALSO: Meeting Records, Governing Body; and Ordinance Records. Minimum retention: (a) Review records, 2 years after denied or approved and stop or crossing removed; (b) Transit system maps, until superseded or obsolete.

(19) Truck Route Records: Series documents the designation of truck routes for transporting goods within and through a particular geographical area. Records may include reports, maps, studies, and related documentation. Minimum retention: 2 years after superseded or obsolete.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0200 Risk Management Records

(1) Contractor Liability Insurance Verification Records: Series documents letters or certificates of coverage provided by insurance companies declaring that specific contractors are covered by appropriate liability insurance. Minimum retention: 10 years after substantial completion [as defined by ORS 12.135].

(2) Contractor Performance and Surety Bond Records: Series documents the posting of performance guarantees or surety bonds by contractors performing work for the agency, or residents for situations involving code violation correction assurances. Records may include letters, certificates, copies of bonds, checks, and related documentation. Minimum retention: (a) If related to county or special district improvement project, 10 years after substantial completion [as defined by ORS 12.135]; (b) All other bond records, 6 years after expiration.

(3) Employee Bond Records: Series documents the posting of fidelity, performance, or position bonds to guarantee the honest and faithful performance of elected officials, individual employees, or groups of employees. Minimum retention: 6 years after expiration.

(4) Hazard Communications Program Records: Series documents participation in the Hazard Communications Program as required by the Oregon Occupational Safety and Health Administration (OR-OSHA). Records may include plans, reports, and material safety data sheets (MSDS). Minimum retention: 30 years after superseded or obsolete.

(5) Hazardous Substance Employer Survey Records: Series documents the locations, quantities, and individuals responsible for specific hazardous chemicals housed by an agency. This record is sent to the State Fire Marshal pursuant to ORS 453.317. Records may include hazardous chemical compositions, lot numbers, and emergency disposition instructions. Minimum retention: Until superseded or obsolete.

(6) Incident Reports: Series documents incidents which result in an investigation of fraud. Records may include investigation report, correspondence documenting the incident, and resolution/final determination. Minimum retention: 5 years.

(7) Injury Reports, Public Use: Series documents injuries sustained by non-employees on agency property such as parks, courthouses, libraries, and administrative buildings. Minimum retention: (a) If claim filed, see Liability Claim Records; (b) If no claim filed, 3 years.

(8) Insurance Fund Claims: Series documents requests for payment of insurance claims from insurers. Records may include Auto/Liability/Property Claim Reports, estimates of repairs, accident reports, police reports, and related documentation. Minimum retention: 5 years after claim paid or denied.

(9) Insurance Policy Records: Series documents the terms and conditions of insurance policies between the agency and insurers. Records may include policies, endorsements, rate change notices, agent of record, and related documentation. Minimum retention: (a) Group employee health and life, property, and liability insurance, 75 years after expiration if no claims pending; (b) All other insurance records, 6 years after expiration if no claims pending.

(10) Liability Claim Records: Series documents various types of liability claims filed against the agency. Records may include reports, photographs, summaries, reviews, notices, audio and video recordings, transcriptions of recorded statements, memoranda, and related documentation. SEE ALSO: Civil and Criminal Case Files. Minimum retention: (a) If action taken, 10 years after case closed, dismissed, or date of last action; (b) If no action taken, 10 years.

(11) Liability Waiver Records: Series documents the release of the agency from liability related to various activities that include citizen involvement including participating in agency sponsored activities. Minimum retention: 3 years.

(12) Mitigation Program Records: Series documents the establishment and maintenance of agency mitigation programs, plans, and procedures. Records may include mitigation plans and strategies, policies, procedures, seismic surveys and structural upgrade records of agency facilities, project reports, hazard mitigation grant records, and related documentation. Minimum retention: (a) Adopted plans, permanent; (b) All other records, for the life of the structure.

(13) Occupational Injury and Illness Records: Series documents occupational injuries and illnesses, as required by the Oregon Occupational Safety and Health Administration (OR-OSHA). Records may include logs and summaries, serious injury reports, injury cost reports, annual occupational injuries and illnesses surveys, and related documentation. SEE ALSO: Workers’ Compensation Claim Records; and Employee Medical Records. Minimum retention: 6 years.

(14) Personnel Accident Incident Reports: Series documents reports of employee accidents to agency supervisors. Records may include SAIF accident reports, accident reports, occupational injury report and investigation, and employee identification and physical assessment form. Minimum retention: 10 years after case closed.

(15) Property Damage Records: Series documents damage to agency property such as signs, trees, picnic tables, buildings, fountains, and fences. Records may include reports, photographs, and related documentation. SEE ALSO: Incident Case Files for related vandalism records; and Flood Plain Permit Records. Minimum retention: (a) If litigated, see Civil and Criminal Case Files in the Counsel section for retention; (b) If not litigated, 10 years after date of last action.

(16) Risk Factor Evaluation Records: Series documents the assessment of various risk factors for an agency. Records may include surveys, safety audit and inspection reports, real property reports, policy manuals, insurance coverage analyses, and related documentation. Minimum retention: (a) Records documenting the formation or change of policy, permanent; (b) All other records, 5 years.

(17) Safety Inspection and Compliance Records: Series provides a record of safety inspections and documents agency compliance with federal, state, and local safety regulations. Records may include reports on building, fire alarm system, elevator, boiler, transit, and construction inspections performed by state and local agencies, as well as citations received by the agency, and related documentation. Minimum retention: 10 years .

(18) Safety Program Records: Series documents the agency’s program to promote safety on agency-owned property and systems. Records may include safety policies, plans and procedures, workplace safety committee records, reports on inspections conducted by the safety officer, evacuation rosters and reports, and related documentation. SEE ALSO: Engineering Project Technical Records. Minimum retention: (a) Safety policies, plans, and procedures, 5 years after superseded or obsolete; (b) Inspection reports, evaluations, and recommendations, 10 years; (c) All other records, 3 years.

(19) Vehicle Accident Records: Series documents accidents involving agency vehicles. Records may include dispatch reports, motor vehicle accident reports, photographs, and related documentation. Minimum retention: (a) If litigated, see Civil and Criminal Case Files in Counsel section; (b) If not litigated, 10 years.

(20) Workers’ Compensation Claim Records: Series documents the processing of individual employee claims of job related injuries or illnesses, but not those describing actual medical conditions. Records may include claim disposition notices, claim reporting and status forms, injury reports, determination orders, insurance premium data, hearing requests, safety citations, inspection reports, medical status updates and reports, investigation reports, reimbursement and payment records, and related documentation. Minimum retention: (a) Records describing injuries and illnesses, see Employee Medical Records in the Personnel Records section; (b) All other records, 6 years after claim closed or final action.

History

Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0205 Surveyor Records

(1) Corner Restoration (Bearing Tree) Records: Series documents specific characteristics of government corners and their accessories. Records may include the original description of the corner; description of the new corner; field notes or diagrams of the corner, brass cap, or accessories; and photographs. Minimum retention: Permanent.

(2) County Road Records: Series documents the official description of county roads determined by surveying and mapping county roads and city streets which are extensions or segments of county roads. Records may include road surveyor field notes, field books, maps, and road registers. Minimum retention: Permanent.

(3) Elevation Benchmark Records: Series documents benchmarks placed by the United States Geological Survey, United States Corps of Engineers, Oregon Department of Transportation, a city surveyor’s office, or the County Surveyor’s office to denote elevations above sea level. Records may include books, maps, cards, horizontal control surveys, and related documentation. Minimum retention: Permanent.

(4) Land Division Plats: Series documents plats created by professional land surveyors that are used to create the title identity to a piece of land and may include subdivision, partition, condominium, or cemetery plats. Records may include map and accompanying survey narrative, property description, declaration by owner, dedication of streets to public use, approval by public bodies, plat and partition checking files, and post monumentation records. The original is filed with the County Clerk and generally a true and exact copy is filed with the County Surveyor. Minimum retention: (a) Final accepted plats, permanent; (b) All other records, 3 years.

(5) Records of Survey Records: Series documents land boundaries and disclose the finding, establishment, or restoration of survey corners or monuments. Records may include maps and accompanying survey narrative and description of corners. Records may be called Bearing Tree Records or Survey Maps and may include donation land claims and other federal land grant surveys such as GLO (General Land Office) or BLM (Bureau of Land Management) surveys. Records may also include the Global Positioning System (GPS) and other surveys produced with new technologies and required to be filed with the County Surveyor. Minimum retention: Permanent.

(6) Reference Maps: Maps may include copies of highway, railroad, topographical, flood plain, and other maps used for reference. Minimum retention: Until superseded or obsolete.

(7) Survey Field Records: Series documents detailed field notes and other records related to surveys done for boundary work, local improvement districts, special requests, and other purposes. Records may include investigative surveys made of crime or accident scenes at the request of law enforcement officials; notes on traverses, boundary and right-of-way location, and construction; sketches related to the survey; and related documentation. SEE ALSO: Incident Case Files for retention of law enforcement surveys. Minimum retention: (a) Boundary and right-of-way location records, permanent; (b) All other records, 10 years after substantial completion of project [as defined by ORS 12.135].

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 2-2008, f. & cert. ef. 5-30-08
OSA 4-2004, f. & cert. ef. 9-1-04

Or. Admin. R. 166-150-0215 Vector Control Records

(1) Aerial Spray Report Records: Series documents the acreage sprayed by air, the amount of chemical used to spray, and the cost of air time and materials used. Minimum retention: 3 years.

(2) Field/Operational Data Maps: Series documents maps of pest breeding sources in order to determine locations for field technicians. These maps are updated yearly, and depict all known pest breeding sources within the geographic areas. Minimum retention: 3 years.

(3) Field Technician Daily Reports: Series documents pest breeding sources and daily work performed by the field technician. Records may include copies of topographic maps and other data collected by field technicians. Minimum retention: 3 years.

(4) Fish Stocking Permit Records: Series documents the distribution of fish to county residents for mosquito larvae control. Permits are required by the Oregon Department of Fish and Wildlife and governed by OAR 635-007. Records may include permits and annual lists of stocking done. Minimum retention: (a) Stocking lists, 5 years; (b) All other records, 10 years.

(5) Pest Breeding Site Monitoring Records: Series documents Vector Control’s monitoring of sites likely to breed mosquitoes and other pests. Records may include breeding site master list, storm drain master list, daily checking record, monthly checking summary, larvae and mosquito sampling records, and related documentation. Minimum retention: Permanent.

(6) Pest Complaint Records: Series documents resident complaints about pests, Vector Control’s response, spraying, etc. Records may include standard complaint form, inspector assignment form, recheck form, hearing officer order, notice of violation, notice of civil penalty assessment, abatement notice, hearing notice, inspector’s report, evidence (usually photographs), and related documentation. Minimum retention: 5 years.

(7) Pesticide and Application Equipment Technical Information Records: Series documents proper use of pesticides and their chemical makeup. Records may include technical information sheets issued by manufacturers, application and use information, equipment specifications, reports and articles about the use of certain pesticides, and related documentation. Minimum retention: 30 years.

(8) Pesticide Application Records: Series documents the application of pesticides to agency buildings or grounds as required by the Oregon Department of Agriculture. Records may include pesticide applicator license information, lists of pesticides used, amount of pesticides used, dates of application, applicator notes, and work orders. Minimum retention: 3 years after report submitted to ODA.

(9) Pesticide Use Plans: Series documents plans which fulfill Oregon Department of Fish and Wildlife requirements concerning the application of pesticides. Minimum retention: Permanent.

(10) Specified Animal Permit Records: Series documents permits issued for certain animals (bees, exotic animals, domesticated animals, and livestock). Records may include copy of annual permit, application, and copies of fee receipts, complaints, notices of violation, inspection records, and related documentation. Minimum retention: (a) Fee records, 3 years; (b) All other records, 6 years after permit revoked or non-renewal.

(11) Vector Control Chemical Inventory Records: Series documents chemicals stored and used by Vector Control for use in their rodent and mosquito control programs as required by ORS 634.146. Records may include asset transfer forms, product inventories, chemical use records, acquisition records, and related documentation. SEE ALSO: Chemical Inventories. Minimum retention: 3 years.

History

Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04

Division 200 CITY GENERAL RECORDS RETENTION SCHEDULE

Or. Admin. R. 166-200-0410 Definitions and Applicability

(1) Definitions.

(a) as used in these Division 200 rules:

(A) “City” means any incorporated city or town as defined in ORS 221.010

(B) “Series” has the meaning given the term “record series” in OAR 166-005-0010.

(b) OAR 166-005-0010 and OAR 166-017-0011 contain general definitions that may also apply to these Division 200 rules.

(2) Applicability. This General Records Retention Schedule applies to the official copy of all public records, regardless of medium or physical format, that are created or stored by cities. A city may destroy public records which have met the terms and conditions of their scheduled retention period, subject to the prior audit requirements of OAR 166-030-0041 and any suspension ordered under the provisions of OAR 166-030-0045. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0415 Administrative Records

(1) Activity Reports: Series documents activities and accomplishments of the city on a monthly or annual basis. Records may include employee/volunteer activity reports and building activity reports. SEE ALSO: Grant Records for reports documenting activities directly related to projects funded by grants. Minimum retention: (a) Annual reports and monthly reports for years in which no annual report exists, permanent; (b) All other reports, 2 years.

(2) Audit Records, Internal: Series documents the examination of the city’s fiscal condition, internal control, and compliance policies and procedures. Records may also document performance or other financially related audits by agency or contracted auditors. Records may include audit reports, reports in lieu of audit, comments, and related documentation. SEE ALSO: Audit Reports, External. Minimum retention: 10 years.

(3) Civic Award Records: Series documents awards presented by the city to honor volunteers or other individuals for civic contributions. Records may include award nominations, award certificates, presentation or ceremony records and visual media, lists of past recipients, and related documentation. Minimum retention: 6 years.

(4) Conference, Seminar, and Training Program Records: Series documents the design and presentation of training programs and events offered or sponsored by the city, including conferences, conventions, seminars, training classes, workshops, and similar gatherings. Records may include class descriptions, instructor certifications, planning documentation, instructional materials, course outlines, class enrollment and attendance records, and related documentation. SEE ALSO: Employee Personnel Records for individual employee training records. Minimum retention: (a) Class enrollment and attendance records, 2 years; (b) All other records, 5 years.

(5) Contract, Lease, and Agreement Records: Series documents the negotiation, execution, completion, and termination of legal agreements between one or more agencies and/or other parties. Records may include the official contracts, leases, intergovernmental or interagency agreements, state agency coordination agreements, data sharing agreements, franchise agreements, amendments, exhibits, addenda, legal records, contract review records, and related documentation. Records do not include property records. Minimum retention: (a) Records documenting building construction, alterations, or repair, 10 years after substantial completion [as defined by ORS 12.135]; (b) All other records, 6 years after expiration.

(6) Correspondence Records: Series documents communications sent and received by city personnel which relate to the work of the city. Records may include letters, memoranda, and electronic communications such as email, instant/direct messages, text messages, and social media. Retention is based on content of communications, not format. Communications pertaining to city business sent or received on private accounts or devices are considered public records and are subject to retention requirements. Cities may either retain with associated records per this General Schedule or retain per role-based groupings using methods approved by the State Archives. Communications used only to send copies of documents or duplicate information, conveying short-term logistical data or instructions, or relating to personal matters are not considered Public Records per ORS 192.005 and may be disposed of when no longer needed.

(7) Customer Accommodation Eligibility Records: Series documents applications to determine eligibility for fee waivers, reductions, or other accommodations for customers of city-run services. Records may include Americans with Disabilities Act (ADA) accommodation requests, and income-based or other accommodation program applications. Minimum retention: 6 years after termination of service or participation of customer in program.

(8) Emergency Operations and Management Plans Records: Series documents the development, implementation, and updating of city emergency operations and management plans, as required by the federal government as part of a Comprehensive Cooperative Agreement (CCA). Records may include adopted plans, notes, outlines, and related documentation. SEE ALSO: Emergency Response Plans and Procedures Records. Minimum retention: (a) Adopted plans, until superseded or obsolete; (b) All other records, 3 years after annual or final expenditure report submitted.

(9) Emergency Response Plans and Procedures Records: Series documents the development, testing, implementation, and updating of city plans and procedures for operations during and following emergency or disaster. Records may include disaster preparedness and business resumption plans, procedures to follow in response to specific situations, and related documentation. SEE ALSO: Emergency Operations and Management Plans Records; and Emergency and Disaster Incident Records. Minimum Retention: Until superseded or obsolete .

(10) Housing Authority Bylaws, Rules, and Policies: Series documents the powers and purposes of the housing authority, as well as implementation policies in accordance with federal and state laws. Records may include bylaws, and rules and policies on confidentiality, purchasing, tenant grievances, and other subjects. Minimum retention: Permanent.

(11) Internal Policies and Procedures: Series documents written instructions, manuals, rules, and guidelines on current and past practices for personnel, and other procedures. Minimum retention: (a) Enacted policies or procedures, 2 years after superseded or obsolete; (b) Policy development and planning records, 1 year after final document produced.

(12) Mailing Lists: Series documents lists compiled to facilitate billing, community outreach, and other functions of the city. Minimum retention: Until superseded or obsolete.

(13) Meeting Records, Boards, Commissions, Committees, and Governing Bodies: Series documents the meetings of city boards, commissions, task forces, committees, advisory councils, and other similar groups, as described in Oregon's Public Meetings Law (ORS 192.610 to 192.705). Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, meeting packets, petitions, notes taken by governing body members during meeting, audio and video recordings, and related documentation. SEE ALSO: Meeting Records, Staff. Minimum retention: (a) Minutes (except executive session minutes), agendas, resolutions, packets, indexes, and exhibits (not retained permanently elsewhere in city records), permanent; (b) Executive session minutes, 10 years; (c) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes; (d) All other records and exhibits not pertinent to minutes, 5 years.

(14) Meeting Records, Staff: Series documents staff meetings within city government, which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.705). Records may include minutes, notes, virtual meeting chats, reports, and related documentation. Minimum retention: Until no longer needed.

(15) Neighborhood/Citizen Association Charters and Bylaws: Series documents the creation and organization of neighborhood associations designed to meet citizen involvement requirements and goals set by state and federal agencies concerned with urban development and land use issues. Records may include articles of incorporation, amendments, and related documentation. Minimum retention: Permanent.

(16) Notary Public Journals: Series documents notarial transactions completed by a notary public employed by the city. Cities may retain journals by agreement with the notary public after their separation from city employment. Records may include notary journal and agreement. Cities retaining notary public journals without notary agreements should consult their legal counsel and/or the Secretary of State, Corporation Division for retention instruction . Minimum retention: 10 years after last notarial act.

(17) Organizational Records: Series documents the arrangement and administrative structure of the city government. Records may include charts, statements, and studies to determine the merit and feasibility of reorganization plans. Minimum retention: 2 years after superseded or obsolete.

(18) Participant Registration and Attendance Records: Series documents registration and attendance of participants in city sponsored events. Minimum retention: 3 years.

(19) Permit and License Records, City Issued: Series documents city review, background investigations, recommendations, and other actions related to permits and licenses issued for various activities within the city. Records may include applications, background investigation reports, permits, licenses, and related documentation. Permit types include those issued for taxi cab drivers, dances, parades, rocket launching, secondhand dealers, alarm system dealers, liquor licenses, keeping livestock, and solicitors. If a specific permitting function is included in another records series under a program or functional area such as public works or law enforcement in this general schedule, the retention period specified in that program or functional area supersedes the retention period listed in this series. SEE ALSO: Financial Records; Building Permits; Right-of-Way Permit Records; and Industrial Pretreatment Permit Records. Minimum retention: 3 years after expiration, revocation, or denial.

(20) Phone Call Recordings: Series documents routine recording of city phone calls used for quality assurance and internal training purposes. Minimum retention: Until no longer needed.

(21) Press Releases: Series documents the release of prepared statements, announcements, news conference transcripts, and similar records issued to the news media by the city. Records may include news releases announcing routine events or actions carried out within the scope of existing city policies. Some releases may merit inclusion in applicable related record series (e.g., Incident Case Files, Fire Investigation Records, etc.). Minimum retention: 2 years.

(22) Program Accreditation Records: Series documents the evaluation, certification, and accreditation of a city program by a nationally or regionally recognized accrediting organization. Records may include self-evaluation reports, reports sent to accrediting organization, statistical records, evaluation reports, final accreditation reports and certifications, and related documentation. Some records in this series may have historic value. Minimum retention: Current and one previous accreditation cycle.

(23) Project Management Records: Series documents administration of formal projects such as physical infrastructure development, technology implementation, and operational improvement. Records may include project charters, team agreements, risk analyses, stakeholder feedback, project budgets and expenditures, technical documentation, progress reports, and related documentation. Note: Records related to project deliverables are filed with work products. Minimum Retention: 10 years after completion or abandonment of project.

(24) Public Notice Records: Series documents compliance with laws requiring public notice of government activities including assessments, elections, land use changes, public meetings and hearings, sale of property, and others. Records may include public or legal notices, certificates, affidavits of publication, and related documentation. SEE ALSO: Competitive Bid and Competitive Proposal Records; and Voters Pamphlet Records. Minimum retention: 4 years.

(25) Public Policy Statements and Directives: Series documents public-facing positions taken by a city. Records may include administrative and legislative review, analysis of policy, authorizing bulletins and advisories, mission and goal statements, and final documentation. Minimum retention: Permanent.

(26) Public Programs Education Records: Series documents city sponsored educational programs presented to the public. Records may include class descriptions, instructional materials, course outlines, enrollment and attendance records, and planning documents. Minimum retention: 3 years.

(27) Public Records Disclosure Request Records: Series documents requests to the city to disclose public records and city responses to them. Records may include requests for disclosure, request logs, approvals, denials, appeals, District Attorney orders, and related documentation. Note: Copies of records produced in response to requests are not subject to retention requirements and may be disposed of when no longer needed. Minimum retention: 2 years after last action.

(28) Publications: Series documents published records produced by or for the city or any of its departments or programs and made available to the public. Records may include newsletters, pamphlets, brochures, leaflets, reports, studies, proposals, and similar published records. Minimum retention: (a) Records documenting special events or information with long term value, permanent; (b) All other records, until superseded or obsolete.

(29) Radio System Records: Series documents a city’s use and maintenance of a radio system. Records may include Federal Communications Commission (FCC) licenses, frequency information, and call sign designations. Minimum retention: (a) C all sign designations, until superseded or obsolete; (b) FCC licenses, 2 years after expiration; (c) All other radio system records, for the life of the system.

(30) Rental and Loan Records: Series documents the rental or loan of city‐owned facilities or equipment. Records may include applications, calendars, lists, receipts, and related documentation. Minimum retention: 3 years.

(31) Requests and Complaints: Series documents complaints or requests concerning a variety of city responsibilities. Records may include initially received request or complaint, documentation of internal actions taken, and related documentation. Note: If a specific request or complaint is listed in another records series in this general schedule, that retention period supersedes the retention period listed in this series. Minimum retention: 2 years after last action.

(32) Scheduling Records: Series documents routine employee scheduling activity. Records may include room scheduling records, work schedules and assignments, and desk calendars. SEE ALSO: Docket/Trial Calendars. Minimum retention: 1 year.

(33) Security and Access Records: Series documents security provided for city buildings and grounds, including the issuance of keys and keycards to staff to enable access to buildings and sites. Records may include surveillance records, security logs, sign-in sheets, security reports, incident reports, key inventories, key issue forms, key replacement records, key disposal records, and related documentation. SEE ALSO: Alarm Records; Cybersecurity Records; and Video Surveillance Recordings. Minimum retention: (a) Access and entry logs, 3 years; (b) Other key and keycard records, 2 years after key is turned in; (c) Records documenting i ndividual employee access rights, 6 months after employee separation or access status changed; (d) All other records, 2 years.

(34) Signature Authorization Records: Series documents the authorization of designated employees to sign official documents. Minimum retention: 6 years after authorization superseded or expired.

(35) Special Event and Celebration Records: Series documents city-sponsored celebrations of special and historic occasions. Records may include studies, planning and promotional records, public attendance and response, major speeches, dedications, publications, reports, and related documentation. SEE ALSO: Special Event Traffic Change Records. Minimum retention: (a) Records documenting significant aspects of the event, permanent; (b) All other records, 2 years after event.

(36) Strategic Planning Records: Series documents long-range plans and the development of a city's mission statement and work objectives. Records may include strategic plans, mission statements, work notes, and related documentation. Minimum retention: 10 years.

(37) Surveys, Polls, and Questionnaires: Series documents the measurement of public opinion by or for the city related to various issues, actions, and concerns. Records may include surveys, polls, questionnaires, summaries, abstracts, and related documentation. Minimum retention: (a) Summary reports and abstracts, 3 years; (b) All other records, until summary report is completed or 3 years, whichever is sooner.

(38) Video Surveillance Recordings: Series documents the video monitoring of city-operated or public facilities, structures, roads, parking lots, etc. Minimum retention: (a) Recordings used as evidence in an ongoing criminal investigation or court proceeding, until case reaches final disposition; (b) Recordings used for internal investigations, until investigation closed; (c) All other recordings, 30 days.

(39) Visitor Logs : Series documents visitors to city buildings. Minimum retention: 1 year.

(40) Work Order Records : Series documents requests and authorizations, according to existing contracts or agreements, for needed services and repairs to city property and equipment. Minimum retention: 1 year.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0420 Airport Records

(1) Airport Certification Records: Series documents certifications, licenses, or permits from the Federal Aviation Administration (FAA) or other federal or state agencies issued to municipal airports. Records may include any documentation bearing directly on the application for issuance or renewal, city-prepared airport certification manuals, certification specifications, and related documentation. Minimum retention: (a) Certification manuals or specifications, permanent; (b) All other records, 2 years after expiration.

(2) Airport Inspection Reports: Series documents the Federal Aviation Administration (FAA) mandated inspections by airport staff to assure safe conditions. Records may include reports of runway, ramp, and taxiway conditions, fire and reserve facilities, bird hazards, wind indicating devices, standby power system, and lighting. SEE ALSO: Inspection and Occupancy Records; and Fire and Emergency Medical Services Maps. Minimum retention: (a) Reports documenting incidents, 2 years; (b) Self-inspection reports not documenting incidents, 1 year; (c) Federal Aviation reports, 5 years; (d) All other reports, 6 months.

(4) Airport Security Program Records: Series documents the city airport's objectives, methods, and procedures designed to prevent or reduce illegal activities or interference with civil aviation. Records may include a description of the airport, master security plan, planned improvements, procedures in case of hijackings or bomb threats, security gate procedures, airport statistics, and related documentation. Minimum retention: (a) Program records described in 49 CFR 1542, permanent; (b) All other records, 2 years after superseded or obsolete.

(5) Navigational Facilities Maintenance and Operation Reports: Series documents the maintenance and operation of various types of airport navigational equipment. Records may include meter readings and adjustment records, facility maintenance logs, radio equipment operation records, technical performance records, and related documentation. Minimum retention: 2 years after equipment permanently removed from service.

(6) Noise Compatibility Program Records: Series documents the city’s development of a noise compatibility program to moderate the impact of noise in areas surrounding the airport. Records may include studies, reports, noise exposure and other maps, hearing records, public statements, and related documentation. SEE ALSO: Easements. Minimum retention: (a) Program records described in 14 CFR 150.23, permanent; (b) All other records, 5 years after program approved.

(7) Notice To Air Mission (NOTAM) Reports: Series documents the notification of air carriers as to changes in airport conditions. Records may include NOTAM forms, logs of date and time of issue, messages from airport manager, and related documentation. Minimum retention: 1 year after notice expired.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0425 Building Records

(1) Building Board of Appeals Records: Series documents appeals to decisions made by city staff regarding a specific property. Records may include staff reports, applications to appeal, minutes, exhibits, and related documentation. Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in city records), permanent; (b) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes; (c) All other records and exhibits not pertinent to minutes, 5 years.

(2) Building Code Compliance and Violation Records: Series documents violations of building, electrical, sign, heating, plumbing, and related city codes. Series also includes vacant property registration for jurisdictions that require it. Records may include notices of infractions, summons, complaints, compliance agreements, logbooks, compliance records, and related documentation. SEE ALSO: Ordinance Violation Records (Code Enforcement). Minimum retention: (a) Vacant Property Registration Forms, 2 years; (b) All other records, 10 years after last action.

(3) Building Inspection Records: Series documents on-site, or virtual, visits by inspectors. Records may include daily inspection logs and comments noted as construction progresses. Minimum retention: (a) Final inspections, for the life of the structure; (b) All other inspections, 2 years.

(6) Building Plans, City Owned Structures: Series documents materials submitted by building contractors or government agencies applying for a permit to construct government buildings. Records may include blueprints, drawings, and specifications (including CAD) as well as details related to temporary facilities, job cleanup, deadlines, and change orders or plan modifications submitted after permit approved. Minimum retention: (a) If permit issued and structure completed, for the life of the structure; (b) If no permit issued, 180 days; (c) If permit issued, but structure not started, completed, or permit expired, 180 days after expiration date.

(7) Building Plans, Nonresidential: Series documents materials submitted by building contractors or government agencies applying for a permit to construct non-residential buildings. Records may include blueprints, drawings, and specifications (including CAD) as well as details related to temporary facilities, job cleanup, deadlines, and change orders or plan modifications submitted after permit approved. Minimum retention: (a) If permit issued and structure completed, 5 years after substantial completion [as defined by ORS 12.135]; (b) If no permit issued, 180 days; (c) If permit issued, but structure not started, completed, or permit expired, 180 days after expiration date.

(8) Building Plans, Residential: Series documents materials submitted by building contractors or government agencies applying for a permit to construct residential buildings. Records may include blueprints, drawings, and specifications (including CAD) as well as details related to temporary facilities, job cleanup, deadlines, and change orders or plan modifications submitted after permit approved. Minimum retention: (a) If permit issued and structure completed, 2 years after substantial completion [as defined by ORS 12.135]; (b) If no permit issued, 180 days; (c) If permit issued, but structure not started, completed, or permit has expired, 180 days after expiration date.

(9) Certificates of Occupancy: Series documents compliance with the minimum standards set by state and local laws for structures. Minimum retention: Life of the structure.

(10) Unsafe Building Records: Series documents the demolition, boarding, or other actions related to structures determined by the city or owner to be unsafe (may include structures determined to be unsafe due to the manufacture of illegal drugs), including related repairs or actions to remedy deficiencies. Records may include complaints, building inspection reports, letters to property owners, demolition documents, visual media, copies of contracts and payment records, and related documentation. Minimum retention: 5 years after final action.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0430 City Recorder/City Clerk - Elections Records

(1) Certified Election Results: Series documents election results for General, Primary, Emergency, and Special Elections. Records may include abstract of votes or record of elections as reported to the city by the county elections office, and certification by County Clerk. Minimum retention: Permanent.

(2) City Candidate or Ballot Measure Election Filings: Series documents all necessary papers required to be filed by a candidate or governing body for primary, general, emergency, and special elections. Records may include petitions of nomination, declarations of candidacy, certifications of nomination, filing forms for city and county voters' pamphlet, notices of measure election, and withdrawals of candidates. Minimum retention: 4 years.

(3) Election - Initiative, Referendum, and Recall Records: Series documents the initiative, referendum, and recall process by which voters propose laws and amendments to the State Constitution, refer an act of the Legislature or other governing body to a vote of the electorate, or recall a public official. Records may include petitions, signature sheets, summaries of signature verification, text of proposed law, amendment, or response from public official. Minimum retention: (a) Signature verification records for all petitions, 6 years; (b) Signature sheets, if measure approved, 6 years after election; (c) Signature sheets, if measure not approved, 90 days after election or 90 days after signature submission deadline; (d) Petition records if qualified to ballot, permanent; (e) Petition records if not qualified to ballot, 6 years.

(4) Election Legal Notices and Publications: Series documents required pre-election legal notices by the city. Records may include publication of ballot title and notice of election. Minimum retention: 4 years.

(5) Poll Books, Pre-1931: Series documents issuance of ballots to eligible voters in an election. Records may include oaths of Election Board members and certificates of registration. Minimum retention: Permanent.

(6) Voters Pamphlet Records: Series documents the compilation, publication, and distribution of the City Voters' Pamphlet for primary, general, and statewide special elections. Minimum retention: (a) 1 copy of Voter Pamphlet, permanent; (b) Pamphlet preparation records, 4 years after election.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0435 City Recorder/City Clerk - General Records

(1) Annexation Records: Series documents the annexation of areas into municipal boundaries. Records may include staff reports, petitions, service district withdrawal records, surveys, boundary commission recommendations and judgments, census reports, franchise notices, maps, and related documentation. Minimum retention: Permanent.

(2) City Charter: Series documents the constitution, bylaws, and all amendments to city charters approved by the State Legislature. Records may include original charter, amendments, and related records. Minimum retention: Permanent.

(3) City Code: Series documents codified ordinances passed by the city council. Minimum retention: Permanent.

(4) Deeds to City-Owned Land: Series documents evidence of city ownership of public lands and rights-of-way. Records may include maps and legal descriptions, title transfers, and related documentation. Minimum retention: (a) Record of sale or property transfer and legal property description, permanent; (b) All other records, until property sold and any applicable audits have been completed.

(5) Easements: Series documents recorded grants by property owners to the city for use of private property for public uses. Records may include maps or other exhibits. SEE ALSO: Temporary Access/Construction Easement Records. Minimum retention: Permanent.

(6) Forms Development Records: Series documents the development of new or revised forms used by a city. Records may include sample forms, revisions, form logs/listings, proposals, authorizations, and illustrations. Minimum retention: Until superseded or obsolete.

(7) Oaths of Office: Series contains signed oaths taken by various elected and appointed officials before discharging duties of office. Minimum retention: 6 years after most recent oath expired.

(8) Orders: Series documents orders issued by the city. Records may include provisions of city code, adoption or amendment of rules, declarations, and executive orders. Minimum retention: Permanent.

(9) Ordinance Records: Series documents legislative action of the city council to regulate, require, prohibit, govern, control, or supervise any activity, business, conduct, or condition authorized by Oregon Revised Statutes. Records may include signed ordinances and documentation presented to support action. Minimum retention: Permanent.

(10) Property Dedication Records: Series documents dedication of private property to the city for public uses such as transportation facilities (streets, sidewalks, bikeways) and parks. Records may include dedication agreements, maps, and related documentation. Minimum retention: Permanent.

(11) Property Vacation Records: Series documents recorded property vacations by the city, including streets, alleys, easements, public utilities, subdivisions, and rights-of-way. Records may include petitions to vacate, maps, descriptions of property, staff reports, approval orders, and related documentation. Minimum retention: Permanent.

(12) Records Management Records : Series documents the authorized retention, scheduling, inventory, and disposition of city public records. Records may include records retention schedules, inventory worksheets, schedule authorizations, procedure guidelines, transmittals, destruction authorizations, reports, and related documentation. Minimum retention: (a) Destruction records, 25 years; (b) Index/Finding Aid records, until superseded or obsolete; (c) Filing System records, 5 years after superseded or abolished; (d) All other records, 5 years after superseded or obsolete .

(13) Resolutions: Series contains formal statements of decisions or expressions of opinions adopted by the city council. Minimum retention: Permanent.

(14) Waivers of Remonstrance: Series documents agreements made by private property owners to forgo their rights to remonstrate (oppose/protest) against certain city actions in exchange for other considerations. Minimum retention: (a) If waiver has an expiration date, 6 years after expiration date; (b) If waiver carries no expiration date, 6 years after completion of project.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0440 Financial Records

(1) Accounts Payable Records: Series documents payment of city bills for general accounts, excluding grants. Records may include reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, canceled checks or warrants, and related documentation. SEE ALSO: Grant Records. Minimum retention: 3 years after annual audit report has been completed.

(2) Accounts Receivable Records: Series documents revenues owed to the city by vendors, citizens, organizations, governments, and others to be credited to general accounts excluding grants. Records may include reports, receipts, invoices, awards, logs, lists, summaries, statements, and related documentation. SEE ALSO: Grant Records; and City Improvement Administrative and Financial Records. Minimum retention: 3 years after collected or deemed uncollectible.

(3) Adopted Budget: Series documents the final annual financial plan approved by the city council for all city expenditures. Records may include budget message, financial summaries, revenues and expenditures, operating programs, debt service, position and wage analysis, overhead allocations, organization charts, previous actual and budgeted amounts, and related documentation. Minimum retention: Permanent.

(4) Assessment Balance Reports: Series documents the status of billings related to assessments for city improvements. Records may include reports showing account status by tax lot, ordinance, delinquent balances, and other criteria. Minimum retention: (a) Annual reports or similar cumulative summaries, permanent; (b) All other reports, 3 years.

(5) Assessment Dockets, Ledgers, and Registers: Series documents payments made by property owners for assessment to finance city improvements. Records may include property assessments, terms, payment documentation, and related documentation. Minimum retention: 3 years after final payment.

(6) Audit Reports, External: Series documents annual audits of the financial position of the city by external auditors. Records may include accountant’s summary, combined financial statements, schedules, balance sheet details, comments, recommendations, and related documentation. SEE ALSO: Audit Records, Internal. Minimum retention: Permanent.

(7) Balance Status and Projection Reports: Series documents status of funds, bank accounts, investments, and other accounts of city funds. Minimum retention: 3 years after annual audit report issued.

(8) Bank Transaction Records: Series documents the status and transaction activity of city funds held at banks. Records may include account statements, deposit and withdrawal slips, checks, and reconciliation records. SEE ALSO: Grant Records for retention of records documenting grant transactions. Minimum retention: 3 years after annual audit report issued.

(9) Bankruptcy Notice Records: Series documents the notification to the city that certain individuals have filed for bankruptcy. Records may include notices of bankruptcy filings from U.S. Bankruptcy Court and related documentation. Minimum retention: 3 years from discharge of debt or last action by city, whichever comes first.

(10) Bond Records : Series documents actions pertaining to all city bond issues including foreclosures. Records may include property assessments, registers and receipts, payment schedules, title reports, legal opinions, resolutions, lists of properties to be sold, memoranda, and related documentation. Minimum retention: (a) Foreclosure records , 3 years after final payment, redemption, sale, or action; (b) Registers and receipts, 3 years after annual audit report issued; (c) All other bond records, 3 years after final payment.

(11) Budget Preparation Records: Series documents the preparation of department budget requests presented to the city council. Records may include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and related documentation. Minimum retention: 2 years.

(12) Check Conversion Records: Series documents checks received from customers that are electronically deposited after being converted to an Automated Clearing House (ACH) transaction or Image Replacement Document (IRD). Minimum Retention: (a) Original paper instrument, 30 days; (b) ACH transaction or IRD, 3 years.

(13) City Improvement Administrative and Financial Records: Series documents the non-technical and financial administration of city improvements, including capital improvements, local improvement districts, urban renewal, and economic improvement districts. Records may include affidavits of posting, notices of proposed assessments, certificates of mailing, interested party letters, bid quotes, reports, awards, expense reports, purchase orders, requisitions, cost analyses, construction and maintenance bonds and insurance, and related documentation. SEE ALSO: Assessment Dockets, Ledgers, and Registers . Minimum retention: (a) Records of project cost, 3 years after disposal or replacement of facility, structure, or system; (b) All other improvement records, 10 years after substantial completion [as defined by ORS 12.135].

(14) Collective Bargaining Records: Series documents negotiations between the city and employee representatives. Records may include contracts, reports, negotiation notes, letters of agreement, arbitration findings, cost analyses, minutes, audio and video recordings, and related documentation. Minimum retention: (a) Contracts and minutes, 75 years after contract expires; (b) All other records, 6 years after contract expires.

(15) Competitive Bid and Competitive Proposal Records: Series documents the publication, evaluation, rejection, and award of quoted bids to vendors and other entities. Records may include requests for proposals (RFPs), requests for qualifications (RFQs), invitations to bid (ITBs), requests for information (RFIs), bid exemption documents, bid and quote lists, notices of bid opening and award, comparison summaries, spreadsheets, tabulation worksheets, bid advertising records, tally sheets, bid specifications, and related documentation. SEE ALSO: Purchasing Records. Minimum retention: (a) Accepted city improvement bids and bid exemptions for construction projects, 10 years after substantial completion [as defined by ORS 12.135]; (b) All other accepted bids and bid exemptions, 6 years after bid awarded or canceled; (c) Rejected bids, 2 years.

(16) Credit and Debit Receipts: Series documents the city’s copy of credit or debit card receipts documenting payments received. Minimum Retention: 3 years after transaction.

(17) Financial Impact Analysis Records: Series documents the financial analysis of various city practices. Records may include reports, studies, worksheets, and related documentation. Minimum retention: 3 years.

(18) Financial Reports: Series contains reports on the general financial condition and operation of the city. Minimum retention: (a) Annual reports, permanent; (b) All other financial reports, 3 years after annual audit report issued.

(19) General Ledgers: Series documents the annual summary of accounts reflecting the financial position of the city. SEE ALSO: Subsidiary Ledger, Journal, and Register Records. Minimum retention: 10 years.

(20) Gift and Contribution Records: Series documents unconditional gifts and contributions to the city. SEE ALSO: Contract, Lease, and Agreement Records for conditional gift, contribution, and donation records. Minimum retention: 3 years.

(21) Grant Records: Series documents funds received or disbursed by the city for specific projects. Records may include applications, project proposals, evaluations and recommendations, summaries, budgets, grant agreements, inventories, financial reports, and accounting records. Minimum Retention: (a) Records documenting the purchase or disposal of real property, 10 years after substantial completion [as defined by ORS 12.135], or 3 years after final disposition, or as specified in agreement, whichever is longer; (b) Unsuccessful grant applications, 1 year after rejection or withdrawal; (c) All other grant records, 10 years after final expenditure report approved or as specified in agreement, whichever is longer.

(22) Investment Records: Series documents and tracks various investments made by the city. Records may include bank statements documenting investment information, journal entries, confirmations of purchase of U.S. Treasury Bills, confirmation of deposit in local investment pool, deposit slips, memoranda related to specific investments, and related documentation. Minimum retention: 3 years after investment ends.

(23) Lien Records: Series documents liens issued by the city to collect for unpaid assessments or services. Minimum retention: 3 years after lien paid in full.

(24) Local Tax Levy Records : Series documents various city tax levies. Records may include tax returns, tax forms, levy calculation materials, and related documentation. Minimum Retention: 6 years .

(25) Petty Cash Fund Records: Series documents petty cash activity for the city. Records may include requests and authorizations to establish petty cash funds, ledgers, statements, requests for disbursements, and copies of receipts and invoices. Minimum retention: 3 years.

(26) Purchasing Records: Series documents orders, authorizations, and evidence of receipt of the purchase of goods and services by the city. Records may include purchase orders and requests, authorizations, requisitions, and related documentation. SEE ALSO: Competitive Bid and Competitive Proposal Records; and Grant Records. Minimum retention: 3 years.

(27) Real Property Transaction Records: Series documents acquisitions, dispositions, and relocations of real property and rights-of-way by the city for urban renewal projects, parks, sewers, streets, water lines, traffic signals, and other reasons. Records may include cultural resource records, offer letters, options, agreements of short duration, staff reports, appraisal reports and reviews, inspection reports, letters of transmittal, summaries, and related documentation. SEE ALSO: Deeds to City-Owned Land. Minimum retention: 10 years after transaction completed and final audit accepted.

(28) Revenue Sharing Records: Series documents evidence of receipt and administration of federal and/or state revenue sharing funds including those from state liquor and cigarette taxes. Records may include transmittals, affidavits of publication, planned and actual use reports, and related documentation. Minimum retention: 3 years.

(29) Subsidiary Ledger, Journal, and Register Records: Series documents details of transactions such as those related to receipts and expenditures on a daily, monthly, quarterly, or similar basis. Records may include journals, ledgers, registers, day books, and other account books that provide backup documentation to the general ledger. Minimum retention: (a) Year-end payroll register, 75 years; (b) Trust fund ledgers, 3 years after trust fund closed; (c) All other subsidiary ledgers, journals, and registers, 3 years.

(30) Tax Assessment Deferral Records: Series documents various types of assessment deferrals for city improvements. Records may include applications, deferral claims, statements, financial documents, and other documentary proof showing satisfaction of requirements. Minimum retention: 3 years after final payment.

(31) Trust Fund Records: Series documents bequests to the city or funds held in trust by the city for specific parties. Records may include wills or other legal documents, expenditure records, chronologies, resolutions establishing trust funds by the city, records documenting subject matter approved for purchase, acquisition lists, and related documentation. SEE ALSO: Subsidiary Ledger, Journal, and Register Records. Minimum retention: 3 years after trust fund closed.

(32) Unclaimed Property Report Records : Series documents annual reports submitted to the Oregon State Treasury of financial assets being held for a person or entity that cannot be found. Records may include Holder Report, owner information, and related documentation. Note: Unclaimed property is not real estate, abandoned personal property, or lost and found items. Minimum Retention: 3 years after the property is remitted to the Oregon State Treasury .

(33) Utility Customer Account Records: Series documents management of accounts of public utility customers. Records include application and disconnection requests, billing and payment records, routine meter reading records, account change records, and related documentation. Minimum retention: (a) Account change records, 2 years; (b) Security deposit records, 3 years after refund or last action; (c) Internet Protocol (IP) address assignment records, until superseded or obsolete; (d) All other records, 3 years.

(34) Vendor Lists: Series documents vendors providing goods and services to the city. Minimum retention: Until superseded or obsolete.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0445 Information Systems Records

(1) Cybersecurity Records: Series documents the security of a city’s information systems and network infrastructure. Records may include employee access requests, access authorizations, system access logs, documentation of security incidents and response, and related documentation. SEE ALSO: Risk Management Records; Internal Policies and Procedures; and Data Breach Records. Minimum Retention: (a) System access logs 3 years, or longer if required by statute or regulation; (b) Cybersecurity incident records related to a data breach, retain per Data Breach series in this section; (c) Cybersecurity incident records not related to a data breach, 5 years after incident resolved; (d) All other cybersecurity records, 3 years after superseded or authorization expired.

(2) Data Breach Records: Series documents the investigation, assessment, and disclosure notification of breaches in city computer systems. Records document the response to an unauthorized access to computerized data possibly compromising the security, confidentiality, or integrity of personal information as required by ORS 646A.600 to 646A.628. Records may include documentation of the unauthorized access of the information security system, potentially affected personal information or data elements, incident reports, investigation reports, consultation reports, and disclosure notifications. SEE ALSO: Cybersecurity Records. Minimum retention: (a) If incident requires notification, 10 years after completion of investigation; (b) If incident does not require notification, 5 years after completion of investigation.

(3) Dataset Inventory Records: Series documents the location, structure, and use of city datasets. Minimum Retention: Until superseded or obsolete.

(4) Information System Application Documentation Records: Series documents the addition, modification or removal of operating systems, in-house build applications, and other software from city information systems. Records may include system overviews, operations logs, job listings, instruction manuals, system development logs, system specifications and changes, conversion notes, dataset logs, dataset record layouts, programming logs, program specifications and changes, control program table documentation, and program listings. SEE ALSO: Information System Planning and Development Records; Software Management Records; and Information System Maintenance Records. Minimum retention: (a) Migration plans, until superseded or obsolete; (b) Routine system-generated metadata and operational logs, until no longer needed; (c) All other records, 1 year after life of system.

(5) Information System Architecture Records: Series documents the structural design of city information systems, including interrelationships between data in different systems throughout the city. Records may include plans, diagrams, and related documentation. SEE ALSO: Dataset Inventory Records; and Information System Planning and Development Records. Minimum retention: 1 year after superseded or obsolete.

(6) Information System Maintenance Records: Series documents the maintenance of a city’s computer systems and is used to ensure compliance with any warranties or service contracts, schedule regular maintenance, diagnose system or component problems, document system backup procedure, and migrate information from the former system to a new system. Records may include computer equipment inventories, hardware performance reports, component maintenance records (warranties, maintenance logs, maintenance reports, and related records), system backup reports and procedures, backup tape inventories, and related documentation. Minimum retention: (a) Records related to system or component repair or service, 1 year after life of system or component; (b) Records documenting system backup procedures, 1 year after superseded or obsolete.

(7) Information System Planning and Development Records: Series documents the planning and development of city information systems. Records may include information technology plans, feasibility studies and cost-benefit analyses, city studies and surveys, system specifications and revisions, software evaluations, component proposals, technical literature, vendor literature and proposals, and related documentation. Note: For records related to administration of a project see Project Management Records. Minimum retention: (a) Implemented systems, for the life of the system; (b) Unimplemented systems, 3 years.

(8) Information System Wiring Records: Series documents the wiring of a city’s information system network. Records may include blueprints or diagrams of information system wiring, cables, computer equipment connections, and related documentation. Minimum retention: Until superseded or obsolete.

(9) Microfilm and Imaging Quality Control Records: Series documents that microfilm or digital images produced by or for cities conforms to the specifications required by OAR 166. Records may include microfilmed and digitally imaged records lists, microfilm reel indexes, service bureau transmittals, film inspection reports, methylene blue certifications, camera/processor/duplicator inspection reports, equipment and operator logs, and related documentation. Minimum retention: (a) Microfilm quality control records, life of documented film; (b) Digital imaging quality control records, until images pass initial quality checks.

(10) Software Management Records: Series documents the use of software in city information systems to ensure that city software packages are compatible, that license and copyright provisions are complied with, and that upgrades are obtained in a timely manner. Records may include software inventories, software licenses, site licenses, and related documentation. SEE ALSO: Work Order Records. Minimum retention: 1 year after software disposed of or upgraded.

(11) Telecommunications System Management Records: Series documents the creation, modification, or disposition of city telecommunications systems. Records may include equipment records, Federal Communications Commission records, system planning records, telecommunications maintenance contracts, telecommunications service and repair orders, and related documentation. SEE ALSO: Work Order Records. Minimum retention: 1 year after life of system.

(12) User Support Records: Series documents troubleshooting and problem-solving assistance provided by the city's information systems personnel to users of the systems (computer, telecommunications, etc.). Records may include assistance requests, resolution records, and related documentation. Minimum retention: (a) Routine assistance records, until problem resolved; (b) Records with ongoing reference value, until superseded or obsolete.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0450 Legal Records

(1) Civil and Criminal Case Files: Series documents civil and criminal cases filed by or against the city, and prosecution of criminal cases by the city attorney’s office. Records may include complaints, summons, investigations, citations, law enforcement reports, driving records, subpoenas, motions, pleadings, judgments, and related documentation. SEE ALSO: Liability Claim Records. Minimum retention: 10 years after case closed, dismissed, or date of last action.

(2) Civil Forfeiture and Asset Seizure Files Records: Series documents cases involving seizure of assets for civil forfeiture. Records may include police reports, City Attorney notes, legal pleadings and notices, descriptions and pictures of property and/or cash, and Asset Forfeiture Oversight Advisory Committee forms and reports. Minimum retention: 5 years after case resolution.

(3) Dispute Resolution Records: Series documents personnel disputes resolved through mediation or arbitration instead of pursuing action through the court system. Records may include pleadings, investigation reports, dispositions, and related documentation. SEE ALSO: Personnel Records. Minimum retention: 3 years.

(4) Land Use Board of Appeals (LUBA) Case Files: Series documents land use decisions made by the city that have been appealed to and reviewed by the Land Use Board of Appeals. Records may include staff reports, land use orders, pleadings, briefs, and related documentation. Minimum retention: 10 years after final decision.

(5) Legal Opinions: Series documents opinions and/or interpretations issued by the city attorney to elected officials, bureaus, commissions, and other agencies or bodies. Minimum retention: (a) Formal opinions, permanent; (b) Informal opinions, 10 years.

(6) Tort Claim Records: Series documents notices given to the city of potential suits against it, and the city response to such notices. Note: ORS 30.275 defines limitations and time frames required for tort claims and actions surrounding them. Minimum retention: 3 years after claim closed.

(7) Victim/Witness Assistance Program Records: Series documents the administration of victim/witness assistance programs. Records may include reports, activity logs, expense statements, records documenting state action, and related documentation. Minimum retention: 5 years.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0455 Library Records

(1) Accession Records: Series documents the accession of all library acquisitions into the library's holdings. Records may include accession registers and documentation of materials deaccessioned from the library collection. Minimum retention: Until superseded or obsolete.

(2) Borrower Registration Records: Series documents records used to grant members of the public library cards and privileges as well as to control circulation of library holdings. Minimum retention: Until superseded or 1 year after expiration or non-use.

(3) Catalogs: Series documents all materials currently held in the library’s collection. Minimum retention: Until superseded or obsolete.

(5) Inter-Library Loan Records: Series documents materials borrowed and loaned by the library through an interlibrary loan (ILL) program in response to patron and other library requests. Records may include requests, notices, tracking logs, and related documentation. Minimum retention: 6 months after materials returned to owner library.

(9) State Library of Oregon Annual Reports: City copy of reports filed with the Oregon State Library in satisfaction of ORS 357.520 to monitor library programs. Records may include statistics on circulation, patrons served, inter-library loan transactions, children's programs, and other subjects. Minimum retention: Permanent.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0460 Mayor/Council Records

(1) Appointment Records: Series documents appointments to boards, commissions, advisory boards, or other task forces. Records may include applications, interviews, and related documentation. Minimum retention: (a) Mayor or city council appointments, permanent; (b) Other appointments, 6 years after separation; (c) Application materials not leading to an appointment, 1 year.

(2) Legislative Tracking Records: Series documents records monitoring federal or state legislation affecting the city. Records may include copies of bills, reports, position papers, impact statements, meeting notes, and related documentation. Minimum retention: 4 years.

(3) Proclamations: Series documents statements issued by the mayor or city manager on matters affecting the city, usually dedications, openings, and other ceremonial occasions. Minimum retention: (a) Proclamations requested by outside groups or organizations, 1 year; (b) All other proclamations, permanent.

(4) Sister City Records: Series documents the city participation in sister programs with cities in other countries. Records may include minutes, agendas, ceremonial agreements, proclamations, exchange visit records, expense statements, audio/visual media, and related documentation. Note: In some cities, non-public groups are responsible for sister city arrangements and events. Minimum retention: (a) Ceremonial agreements, permanent; (b) Financial records, 3 years.

(5) State of the City Addresses: Series documents annual addresses by the mayor or city manager reviewing accomplishments of the preceding year and stating goals for the next year. These records may be maintained in complete form in the council minutes. Minimum retention: Permanent.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0465 Municipal Court Records

(1) Appeals Records: Series documents records related to municipal court decisions appealed to higher courts. Records may include copies of original citations, reports, driving records, evidence, original dispositions of cases, judgment orders, judge's trial notes, jury lists, jury verdict sheets, correspondence, and related documentation. Minimum retention: (a) DUII (Driving Under the Influence of Intoxicants) case records, 15 years after case closed; (b) All other records, 5 years after case closed.

(2) Court Appointed Attorney Application Records: Series documents letters of application submitted by attorneys requesting to be included on lists of court appointed attorneys designated by the court to defend certain individuals. Records may include letters of application, letters of acceptance, and related documentation. Minimum retention: 1 year.

(3) Court Orders and Procedural Rules: Series documents the guidelines and implementation of the State Uniform Trial Court Rules and local variations written by the judge to establish guidelines and clarify procedures for court clerks to perform duties of the court. Records may include municipal court orders and court procedural rules. Minimum retention: Current plus previous version.

(4) Docket/Trial Calendars: Series documents lists of dates and times set for court appearances. SEE ALSO: Trial Proceedings Records/Register of Actions for documentation of action taken. Minimum retention: 90 days.

(5) DUII Case Files: Series documents records related to DUII (Driving Under the Influence of Intoxicants) cases brought before the court and agreements by defendants to enter DUII diversion programs. Records may include citations, complaints, chemical analyses, diversion agreements, sentencing orders, commitment orders, license suspension notices, community service referrals, alcohol program referral notices, and related documentation. Minimum retention: 15 years after case closed .

(6) DUII Program/Conviction Summary Records: Series documents summaries documenting the number of convicted DUII (Driving Under the Influence of Intoxicants) cases and DUII cases diverted to court ordered medical or mental health programs. Records may include summaries of fines, forfeitures, fees charged to individuals in relation to conviction or diversion, agreement fees, conviction fees, and related documentation. Minimum retention: 5 years.

(7) Jury Records: Series documents records related to selecting and overseeing jurors for the court. Process includes selection of jurors and documentation of services rendered by jurors. Records may include lists of potential jurors, questionnaires, requests to be excused, juror notification cards, juror registers and sign-in sheets, jury pool statistical documentation, and related documentation. Minimum retention: 3 years.

(8) Municipal Court Criminal Case Files: Series documents the prosecution of non-traffic related criminal misdemeanor offenses and the disposition of cases before the court. Series may also document the preliminary hearing of felony offenses then remanded to circuit court. Action may be initiated by either citation or private complaint. Records may include citations to appear in court, complaints, warrants, police reports, subpoenas, defendant information, and related documentation. Minimum retention: 5 years after case closed or dismissed or date of last action.

(9) Municipal Court Expunged or Sealed Records: Series documents the arrest and/or conviction of a person who petitions and is granted by the court an order sealing or otherwise disposing of any related records (according to ORS 137.225) maintained by the Municipal Court. Also applies to records related to juveniles as outlined in ORS 419A.260 through 419A.262. SEE ALSO: Expunged or Sealed Records, Police. Minimum retention: (a) Expunged records, dispose according to the directive of the court; (b) Expungement orders, 5 years or according to the directive of the court; (c) Sealed records, 5 years or according to the directive of the court.

(10) Ordinance Violation Records (Code Enforcement): Series documents reported violations of city ordinance or code. Examples include environmental concerns, waste and refuse complaints, nuisances, and other non-traffic violations. Records may include citations, complaints, warrants, police reports, subpoenas, defendant information, and related documentation. SEE ALSO: Building Code Compliance and Violation Records. Minimum retention: (a) Citations issued, 5 years after case closed; (b) Records of citations not issued, 1 year after date of last action.

(11) Parking Citation Records: Series documents the issuance and disposition of parking citations. Records may include citations, correspondence, and related documentation. Minimum retention: 3 years after satisfied, dismissed, or deemed uncollectible.

(12) Traffic Citation Case Files: Series documents citations issued (including citations generated from photo radar records) and disposition of cases in court for moving violations such as hit and run and reckless driving, and infractions such as speeding and improper signaling. Records may include citations to appear in court, complaints, warrants, driving records, police reports, suspension records, disposition slips, subpoenas, and related documentation. Does not include DUII (Driving Under the Influence of Intoxicants) citation records. SEE ALSO: DUII Case Files; and Traffic, Transit, and Other Citation Records. Minimum retention: 5 years after case closed.

(13) Trial Proceedings Records/Register of Actions: Series documents the actions of all cases brought before the court. Types of cases may include criminal misdemeanors, including misdemeanor traffic crimes, with limited penalties; other minor traffic infractions; certain minor liquor and drug violations, parking violations; and municipal code violations such as animal and fire violations. Records may include a register of actions as described per ORS 7.020. Records may include arraignments, motions, orders, pleas, indexes, and judgments. Minimum retention: (a) Criminal cases, 5 years after case closed, dismissed, or date of last action; (b) Non-criminal cases, 5 years after case closed.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0470 Payroll Records

(2) Employee Time Records: Series documents hours worked, leave hours accrued, and leave hours taken by city employees. SEE ALSO: Leave Applications; and Grant Records. Minimum retention: 4 years.

(3) Federal and State Tax Records: Series documents records, in addition to those itemized in this section, used to report the collection, distribution, deposit, and transmittal of federal and state income taxes as well as social security tax. Examples include the federal miscellaneous income statement (1099), request for taxpayer identification number and certificate (W-9), employers' quarterly federal tax return (941, 941E), and similar federal and state completed forms. SEE ALSO: Wage and Tax Statements (W-2); and Withholding Allowance Certificates (W-4). Minimum retention: 5 years.

(5) Leave Applications: Series documents applications or requests submitted by city employees for paid or unpaid leave. SEE ALSO: Employee Time Records. Minimum retention: 3 years.

(6) Leave Balance Reports: Series documents individual city employee accrual and use of paid and unpaid leave. SEE ALSO: Employee Benefits Records. Minimum retention: (a) Year-end leave balance reports, 75 years after date of hire; (b) All other reports, 4 years.

(7) Payroll Administrative Reports: Series documents the administration and management of a city’s payroll. Records may include reports and studies used to evaluate payroll statistics. Minimum retention: 3 years.

(8) Payroll Registers: Series documents the earnings, voluntary and required deductions, and withholdings of city employees. Minimum retention: (a) Year-end, or month-end if no year-end payroll registers, 75 years; (b) Deduction registers, 5 years; (c) All other payroll registers, 2 years.

(11) Withholding Allowance Certificates (W-4): Series contains certificates for the exemption status of individual city employees. SEE ALSO: Federal and State Tax Records. Minimum retention: 5 years after superseded or employee separation.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0475 Personnel Records

(1) Affirmative Action Records: Series documents city compliance with the statutes and regulatory requirements of the U.S. Equal Employment Opportunity Commission. Records may include plans, updates, policy statements, reports, and related documentation. Minimum Retention: (a) Plans, updates, and policy statements, permanent; (b) All other records, 3 years.

(2) Child Abuse Report Records: Series documents suspected child abuse reported by city employees. Records may include notes and observations of the child, record of contact with the Oregon Department of Human Services or law enforcement agency, and related documentation. Minimum retention: 3 years.

(3) Communicable Disease Contact Tracing Records: Series documents the movement of employees, volunteers, and visitors at city sponsored activities or city facilities, not otherwise covered by Visitor Logs or Liability Waiver Records. Includes documentation for any disease for which there is a public health risk and need to track. Records may include screening information, sign-in sheets, and related documentation. Note: Cities may be required to transfer tracing data to Oregon Health Authority (OHA) or County Public Health departments in the event of an epidemic or pandemic. SEE ALSO: Employee Medical Records for individual cases among employees. Minimum Retention: (a) Logs involved in an active contact tracing event, 30 days or until resolution of event, whichever is longer; (b) All other logs, 30 days.

(4) Criminal Background Check Records: Series documents criminal record checks performed on prospective or current staff, faculty, and volunteers using the Oregon Law Enforcement Data System (LEDS). Records may include logs and criminal history verification forms. Minimum retention: (a) Background check log, until superseded or obsolete; (b) All other records, 90 days.

(5) Disciplinary Action Records: Series documents dismissal, suspension, progressive disciplinary measures, and other actions against employees. Records may include statements, investigative records, interview and hearing records, findings, and related documentation. Note: For police officers or reserve officers, as defined by ORS 181A, retain per Employee Personnel Records or Law Enforcement Internal Investigations Case Files. Minimum retention: (a) Investigations resulting in disciplinary action or exoneration, 5 years after resolution; (b) Investigations resulting in termination, 10 years after employee separation; (c) Unfounded claims, 3 years.

(6) Drug Testing Records: Series documents the testing of current and prospective employees for controlled substances prohibited by policy, procedure, or statute. Records may include the documentation of test results, the collection process, the random sample process, and those documenting the decision to administer reasonable suspicion drug testing. Minimum retention: (a) Positive drug tests, 5 years; (b) Negative drug tests, 1 year.

(7) Employee Benefits Records: Series documents an individual city employee's benefit information such as retirement, disability, or insurance plans. Records may include plan selection and application forms, enrollment records, contribution and deduction summaries, personal data records, authorizations, beneficiary information, year-end leave balance reports, notices of disability payments made, benefits continuation records, and related documentation. SEE ALSO: Leave Balance Reports. Minimum retention: (a) Official copy of retirement enrollment records, 75 years after date of hire; (b) All other records, 3 years after employee separation or eligibility expired.

(8) Employee Hazard Exposure Records: Series documents a city employee's exposure to hazardous conditions such as chemicals, toxic substances, blood-borne pathogens, biological agents, bacteria, viruses, fungi, radiation, noise, dust, heat, cold, vibration, repetitive motion, or other dangerous work-related conditions. Records may include radiation measurement records, blood test or other laboratory results, incident reports, first-aid records, X-rays, workstation air sampling reports, and related documentation. SEE ALSO: Employee Medical Records. Minimum retention: (a) Noise exposure measurement records, 2 years (29 CFR 1910.95); (b) Audiometric test records, until employee separation (29 CFR 1910.95); (c) All other records, 30 years after separation (29 CFR 1910.1020).

(9) Employee Medical Records: Series documents an individual employee's work-related medical history. Records may include medical examination records (pre-employment, pre-assignment, periodic, or episodic), X-rays, records of significant health or disability limitations related to job assignments, documentation of work-related injuries or illnesses, hearing test records, first-aid incident records, physician statements, release consent forms, vaccination records, and related documentation. Note: These records are not personnel records and must be kept in a separate location from employee personnel records as required by the Americans with Disabilities Act. SEE ALSO: Employee Hazard Exposure Records. Minimum retention: 6 years after separation.

(10) Employee Personnel Records: Series documents an individual employee's work history. Records may include applications, notices of appointment, employment applications, training and certification records, records of health limitations, salary schedules, tuition reimbursement records, personnel actions, performance appraisal evaluations, letters of commendation and recommendation, letters of reprimand, notices of disciplinary action, notices of layoff, letters of resignation, home address and telephone disclosures, emergency notification forms, oaths of office, grievance and complaint records, and related documentation. SEE ALSO: Disciplinary Action Records; Employee Benefits Records; Employee Medical Records; Grievance and Complaint Records; Recruitment and Selection Records; K9 Records; Law Enforcement Internal Investigations Case Files; and Volunteer Worker Records. Minimum retention: (a) Police officers or reserve officers, as defined by ORS 181A, 10 years after separation; (b) All other records, 6 years after separation.

(11) Employee Recognition Records: Series documents the recognition of employees for special service to the city. Records may include service awards, recognition certificates, commendations, award nominations, lists of past recipients, and presentation or ceremony records and photographs. Some records in this series may have historic value. For appraisal assistance contact the Oregon State Archives. Minimum retention: 6 years.

(12) Employment Eligibility Verification Forms (I-9): Series documents the filing of U.S. Immigration and Naturalization Service Form I-9. Minimum retention: 5 years after date of hire or 1 year after employee separation, whichever is longer.

(13) Equal Employment Opportunity (EEO) Compliance Records: Series documents reports and records maintained by cities with 15 or more employees in compliance with U.S. Equal Employment Opportunity Commission regulations. Contains EEO-4 reports and all records related to the completion of the reports. Minimum retention: 3 years.

(14) Equal Employment Opportunity (EEO), Oregon Workplace Fairness Act, and Public Civil Rights Complaint Records: Series documents complaints made against a city. Records may include complaints, case files, reports, exhibits, withdrawal notices, copies of decisions, hearings and meetings records, and related documentation. Minimum retention: 5 years after final decision issued.

(15) Equal Employment Opportunity (EEO) Policy Records: Series documents the adoption and administration of city programs to set personnel policies and procedures within the scope of the Civil Rights Act of 1964 and the Equal Employment Opportunity Act of 1972. Records may include anti-discrimination committee meeting records and reports, workplace analyses, discrimination complaint policies and procedures, and related documentation. Minimum retention: (a) Plans, updates, and policy statements, permanent; (b) All other records, 3 years.

(16) Grievance and Complaint Records: Series documents grievances or complaints filed by current employees, terminated employees, applicants, or private citizens regarding employment practices. Records may include complaints, investigation records, interview and hearing reports, arbitrator's findings and decisions, and related documentation. Minimum retention: 5 years after final decision issued.

(17) Health Initiative Records: Series documents the development, operation, and activities of internal city health initiatives such as wellness programs, smoking cessation programs, etc. Records may include program statements, health and safety surveys, committee minutes, newsletters, and related documentation. Minimum retention: 2 years.

(18) Layoff Records: Series documents procedures and computations used in laying off city employees. Records may include service credit computations, service credit lists, and layoff ranking lists. Related records may be filed in Employee Personnel Records. Minimum retention: 5 years.

(19) Pay Equity Records: Series documents the analysis, study, and resolution of pay equity, alleged job discrimination, and related issues involving the city and its employees. Records may include job content questionnaire summaries, position allocation reports, personnel reclassification studies, job category listings, and related documentation. Minimum retention: (a) Final study or report, permanent; (b) All other records, 5 years.

(20) Photo Identification Records: Series documents photographs and other records used to identify city employees, private security personnel, contract workers, and others. Minimum retention: Until updated or employee separates.

(21) Position Description, Classification, and Compensation Records: Series documents the description, classification, and compensation of city jobs and positions. Records may include reports, position descriptions, position evaluations, compensation studies, job analyses, interview data, selection criteria, authorizations, agreements, and related documentation. Minimum retention: 3 years after updated or position abolished.

(22) Recruitment and Selection Records: Series documents the recruitment and selection of city employees and contracted service providers. Records may include job announcements and descriptions, applicant lists, applications and resumes, position advertisement records, civil service and other examination records, classification specifications, affirmative action records, interview questions, interview and application scoring notes, letters of reference, civil service records, position authorization forms, certifications of eligibility, recruitment summary records, and related documentation. Note: Unsolicited application materials are non-record and may be destroyed when not needed. SEE ALSO: Employee Personnel Records; Employment Eligibility Verification Forms (I-9); and Criminal Background Check Records. Minimum retention: (a) Announcement records, position description, and test and rating records, 10 years; (b) All other records, 5 years after position filled or recruitment cancelled.

(23) Volunteer Program Records: Series documents the activities and administration of volunteer programs in the city. Records may include volunteer time tracking, volunteer program publicity records, insurance requirement records, inactive volunteer files, and related documentation. SEE ALSO: Volunteer Worker Records for records related to individual volunteers. Minimum retention: 4 years.

(24) Volunteer Worker Records: Series documents work performed for the city by citizens without compensation for their services. Records may include agreements, applications, skills test results, training documentation, task assignment and monitoring records, and related documentation. Minimum retention: 4 years after separation.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0480 Planning Records

(3) Design and Development Review Records: Series documents reviews of exterior renovations or new construction within particular city zones or the entire city. Records may include design review board or commission records, applications, site plans, staff reports, maps, review and appeal records, and related documentation. Note: Three-dimensional exhibits such as sample boards of brick, tile, and other building materials are not public records. Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in city records), permanent; (b) Audio and video recordings, 1 year after minutes prepared and approved, if no minutes approved recordings are treated as minutes; (c) Exhibits not pertinent to minutes, 5 years; (d) If no permit issued, 180 days; (e) If permit issued, but structure not started or completed, 2 years; (f) All other records if permit issued and structure completed, 2 years after substantial completion [as defined by ORS 12.135].

(4) Enterprise Zone Records: Series documents the creation and management of enterprise zones by the city or in conjunction with other cities and counties. Records may include reports, applications for zone status, nominations for federal status, and related documentation. Minimum retention: (a) Reports summarizing results or activities, permanent; (b) All other records, 4 years after zone designation expires.

(5) Flood Plain Permit Records: Series documents permits issued for construction within a flood plain zone. Records may include elevation certificates, applications, review records, checklists, and related documentation. Minimum retention: (a) Permits and elevation certificates, 10 years after the life of structure or until area determined not to be a flood plain, whichever is longer; (b) All other records, 10 years.

(6) Historic Structures Inventory Records: Series documents the results of inventory projects to designate historic properties within the city in conjunction with Oregon Land Conservation and Development Commission Goal 5 procedures. Minimum retention: Until superseded or obsolete.

(7) Historic Structures Rehabilitation Project Reviews: Series documents routine reviews of proposals for rehabilitation of structures that have been designated historically significant or are 50 years old. Records may include work proposals, rehabilitation evaluations, violations, photographs, and related documentation. Minimum retention: 3 years after project closed.

(8) Housing Authority Individual Tenant History Records: Series documents the history of individual tenant and housing authority actions from application to separation from the program. Records may include applications, landlord references, rental agreements, leases, periodic re-examination and hardship records, income verification, billing statements, maintenance requests, damage complaints, eviction notices, grievance hearing records, and related documentation. Minimum retention: 5 years after separation from program.

(9) Housing Authority Program Management Records: Series documents the activities and status of various programs administered by the housing authority (Section 8, etc.). Records may include staff meeting records and reports, waiting lists, maintenance records, tenant statistics, and related documentation generated in the administration of housing authority programs not specified elsewhere in the schedule. Minimum retention: 3 years after annual or final expenditure report submitted.

(10) Housing Authority Property Management Records: Series documents the actions of the housing authority in managing housing not owned by the city. Records may include applications for funding, sub-grants, insurance policies, contracts, and non-profit organization records such as articles of incorporation, bylaws, budgets, minutes, agendas, and related documentation. Minimum retention: 6 years after expiration.

(11) Housing Authority Rejected Assistance Application Records: Series documents rejected applications and related records from individuals seeking assistance from the housing authority. Records may include verification forms and related documentation. Minimum retention: 3 years.

(12) Housing Rehabilitation Loan Records: Series documents Housing Rehabilitation Programs for low-income homeowners with loans for needed and critical home repairs. Records may include client application, verification of income, credit reports, deeds of trust, project specifications and work plan, copy of agency agreement with homeowner, financial records, and related documentation. Minimum retention: (a) Deferred Payment Loans (DPL), 5 years after homeowner leaves home, sells home, transfers the title, refinances the mortgage, or a change of use; (b) Rental Rehabilitation Loans, 5 years after loan pay-off or foreclosure; (c) Cancelled Housing Rehabilitation Loans, 10 years after loan cancellation.

(13) Infrastructure Master Plan Records: Series documents the present and projected needs of the city for water, sewer, storm drainage, street, bike path, and other systems. Records may include plans, reports, evaluations, cost analyses, drawings, and related documentation. Minimum retention: Permanent.

(14) Sewage Sludge Management Plans: Series documents plans submitted to the Oregon Department of Environmental Quality by the city to engage in sludge disposal or application activity. Minimum retention: Permanent.

(15) Sign Review Records: Series documents planning department review of sign construction. Records may include reports, applications, and related documentation. SEE ALSO: Building Permits; Building Board of Appeals Records; Building Code Compliance and Violation Records; and Street Banner Records. Minimum retention: Life of the structure.

(16) Subdivision and Partition Records: Series documents actions on requests to divide an existing piece of land into smaller lots. Records may include applications, site plans, staff reports, appeals reports, decision statements, maps, and related documentation. Minimum retention: (a) If approved and city conditions met, permanent; (b) If not approved, 10 years after expiration or revocation; (c) Withdrawal request letters, 3 years; (d) Withdrawn applications, 180 days if not returned to applicant at time of withdrawal.

(17) Urban Renewal District Project Records: Series documents individual renewal projects within urban renewal areas. Projects may include construction, demolition, and rehabilitation of buildings, streets, and utilities. Records may include project area committee documents, reports, project plans, design reviews, maps, photographs, consultant studies, feasibility studies, agreements, and related documentation. Some records may have historic value. For appraisal assistance, contact the Oregon State Archives. Minimum retention: 25 years after district sunsets.

(18) Urban Renewal Plans and Reports: Series documents descriptions and justifications for proposed development in urban renewal areas within the city as mandated by ORS 457.085. Records may include plans, amendments, reports, hearings records, impact statements, feasibility studies, maps, relocation studies, and related documentation. Minimum retention: Permanent.

(19) Variance Records: Series documents applications and decisions in cases of minor deviations from zone code requirements. Records may include applications, site locations, description of requests, site plans, zoning maps, staff reports, and related documentation. Minimum retention: 10 years after expiration, revocation, or discontinuance of use.

(20) Wetlands Conservation Planning Records: Series documents the identification, delineation, and management of wetlands on city property or rights-of-way. Records may include plans, amendments, annual reports, consultant reports, and related documentation. See ORS 196.678 for further description. SEE ALSO: Wetlands Removal and Fill Permit Records. Minimum retention: Permanent.

(21) Withdrawn Land Use Application Records: Series documents land use applications and supporting documentation withdrawn by the applicant before a decision has been issued by the city. Records may include applications, site location descriptions, site plans, maps, and related documentation. Minimum retention: 180 days if not returned to applicant at time of withdrawal.

(22) Zone Change Records: Series documents rezoning land within the scope of an existing comprehensive plan. Records may include applications, staff reports, technical notes, approval orders, and related documentation. Minimum retention: (a) Applications, findings of fact, and decision documents, permanent; (b) All other records, 10 years after approval or denial.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0485 Property and Facilities Management Records

(1) Asset, Equipment, and Property Records: Series documents property and equipment owned and/or maintained by a city. Records may include manuals and specifications, service and repair records, work orders, damaged or stolen asset records, asset disposition records, risk reports, real property reports, transfer reports, money and negotiable securities reports, general risk surveys, lease agreements, and warranties. SEE ALSO: Real Property Transaction Records; and Vehicle Maintenance and Repair Records. Minimum retention: (a) Equipment maintenance records, 1 year after equipment disposed of; (b) All other records, 4 years.

(2) Asset Inventory Records : Series documents the capitalized and expendable assets of a city. Examples of capitalized assets may include buildings, real estate, infrastructure assets, vehicles, equipment, furniture, and information technology. Examples of expendable assets include office supplies and other small office purchases. Minimum retention: (a) Records of capitalized assets, 3 years after disposal or replacement of asset; (b) Records of expendable assets, 3 years.

(3) Cemetery Records: Series documents the administration and management of city-owned cemeteries. Records may include lists of names and maps of grave locations, deeds, documentation of purchasing lots and burials, death certificates, State Mortuary and Cemetery Board licensing and reporting records, and related documentation. Minimum retention: Permanent.

(4) Chemical Application Records: Series documents the use of pesticides, herbicides, and fertilizers on city property. Minimum retention: 3 years after application.

(5) Chemical Inventories: Series documents chemicals in use by a city for purposes of maintaining safety standards (29 CFR 1910). SEE ALSO: Master Material Safety Data Records. Minimum retention: 30 years.

(6) Equipment Calibration Records: Series documents the calibration of equipment and instruments used to undertake and monitor technical operations. Records may include logs, reports, and related documentation. Minimum retention: Life of equipment.

(7) Equipment Tracking Records: Series documents the issue of equipment to city personnel. Records may include inventories and tracking sheets. SEE ALSO: Weapons Inventory Records. Minimum retention: Until superseded or obsolete.

(8) Facilities and Grounds Inspection Records: Series documents periodic inspection of facilities and grounds to check for damage and recommend repairs and maintenance. Minimum retention: 2 years.

(9) Facilities and Grounds Maintenance and Repair Records: Series documents routine maintenance, repairs, and access to buildings and grounds owned or leased by the city. Records may include maintenance requests, summaries, logs, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. SEE ALSO: Activity Reports; and City Improvement Administrative and Financial Records. Minimum retention: (a) Records requiring engineering stamps, 2 years after life of structure; (b) All other records, 2 years.

(10) Fleet Vehicle Title and Registration Records: Series documents the ownership and registration of all city vehicles (including unmanned aircraft systems). Minimum retention: (a) Titles, until vehicle is sold or disposed of; (b) Registration records, until superseded or disposition of vehicle.

(11) Fuel Records: Series documents the amount of gasoline, diesel, and oil used by city-owned vehicles. Records may include logs, reports, and related documentation. Minimum retention: 2 years.

(12) Grass and Weed Control Records: Series documents the city’s work to prevent fires caused by overgrown vegetation. Records may include complaints, inspection reports, notices, violations, and related documentation. Minimum retention: 3 years after last action or final payment.

(13) Hazard Analysis Records: Series documents potential natural and man-made hazards in the city. The Federal Emergency Management Agency (FEMA) requires documentation for federally funded Emergency Management Assistance jurisdictions. Records may include federal forms and related documentation. Minimum retention: Until superseded or obsolete.

(14) Hazard Shelter Records: Series documents the condition of buildings designated to be used as hazard shelters in case of emergency. Records may include documents issued by federal and state emergency management agencies, sketches, photographs, and related documentation. Minimum retention: Until superseded or obsolete.

(15) Hazardous Material Emergency Incident Records: Series documents city response to hazardous material emergencies. Records may include reports, complaints, and related documentation. Minimum retention: Permanent.

(16) Master Material Safety Data Records: Series documents all hazardous chemicals used and held by a city. Records may include hazardous materials safety sheets, safety instructions, and emergency instructions. Minimum retention: Until superseded or chemical no longer in use.

(17) Regulated Substances Storage and Use Records: Series documents the storage and use of regulated substances such as gasoline, crude oil, fuel oil, and diesel oil in the city. Records may include applications, permits, inspection reports, and related records for city regulation of above ground storage tanks as well as reports of substance releases from underground storage tanks. SEE ALSO: Inspection and Occupancy Records. Minimum retention: (a) Records related to underground storage tanks, 25 years after tank removed; (b) Records related to above ground storage tanks, 5 years.

(18) Technical Manuals, Specifications, and Warranties: Series documentstechnical details of city-owned vehicles and equipment. Records may include specifications, operating instructions, and safety information. Minimum retention: (a) Manuals, until disposition of vehicle or equipment; (b) Warranties, until expiration.

(19) Vehicle Maintenance and Repair Records: Series documents the maintenance and repair history of all city-owned vehicles. Records may include usage logs, reports, summaries, and similar records usually compiled from daily work records on a monthly or quarterly basis. Minimum retention: (a) Daily vehicle inspection and usage records, 3 years; (b) All other records, 2 years after disposition of vehicle.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 192.005 - 192.170
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 192.005 - 192.170
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0490 Public Safety Records

(1) Alarm Records: Series documents the licensing, permitting, use, testing, maintenance, and response to security alarms in the city. Records may include permits, applications, malfunction reports, maintenance reports, alarm response reports, false alarm reports, and related documentation. Minimum retention: (a) Alarm licensing and permit records, 1 year after expiration or revocation; (b) All other records, 2 years.

(2) Alert and Notification Records: Series documents any written emergency warnings/notifications issued to the city from the county, the Oregon Department of Emergency Management, National Oceanic and Atmospheric Agency (NOAA), or the Federal Emergency Management Agency (FEMA). Minimum retention: 30 days.

(3) Animal Control Records: Series documents public safety activities relating to animal control. Records may include reports, logs, receipts, licenses, dog bite reports, and related documentation. Minimum retention: (a) Animal licenses, 3 years after expiration; (b) All other records, 2 years.

(4) Arrest Warrant Log Records: Series documents the status of arrest warrants as served, unserved, or recalled by the court. Records may include logs, validation listings, checkout sheets, and related documentation. Minimum retention: Until superseded or obsolete.

(5) Arrest Warrant Records: Series documents court orders commanding law enforcement officials to bring a specified individual before the court. Records may include detainer requests, informational documents related to the wanted person, teletypes, and other documentation relevant to the service of warrants. Note: These are working files that support the maintenance of the warrant itself. SEE ALSO: Incident Case Files for documentation of warrant service. Minimum retention: Until served, recalled, or cancelled by the court.

(6) Booking Records: Series documents the confinement and release of individuals held in a local correctional facility, temporary holding facility, juvenile detention facility, or lockup. Records may include books, logs, and related documentation. Note: Booking records related to individuals known to be deceased need not be retained. Minimum retention: (a) Homicides, 20 years; (b) Felonies, 10 years; (c) Misdemeanors, 5 years.

(7) Cadet Program Records: Series documents administration of a city’s junior cadet program. Records may include applications, reports, and related documentation. Minimum retention: 5 years.

(8) Controlled Substance Inventory and Tracking Records: Series documents the possession, storage, use, and tracking of controlled substances purchased by or surrendered to the department, pursuant to 21 CFR 1304.04. Records may include logs; inventory reports; sign-in, sign-out sheets; substance administration data; and related documentation. Minimum retention: 3 years, or until superseded, whichever is longer.

(9) Crime Analysis Records: Series documents department efforts to anticipate, prevent, detect, deter, or monitor possible criminal activity or other analytical work. Records may include reports, statistical summaries, trend or prediction documentation, photographs, audio and video recordings, and related documentation. Minimum retention: (a) Major crime analyses or studies, 10 years; (b) All other records, until superseded or obsolete.

(10) Crime Prevention and Community Policing Program Records: Series documents programs designed to build partnerships between police and the community that promote public safety, as well as documenting department efforts to train citizens in crime prevention. Records may include trespass agreements with merchants, crime prevention through environmental design (CPTED) program records, and training and media presentation records including lesson plans, outlines, tests, evaluations, speeches, and related documentation. Minimum retention: 2 years.

(11) Crime Prevention Vacation House Inspection Records: Series documents the inspection of homes and other properties while the occupants are away. Minimum retention: 30 days after inspections end .

(12) Criminal Arrest History Records: Series documents information on the accumulated criminal arrest history of individuals, which may be useful in current or future investigations. Records may include summary sheets or cards, arrest reports, fingerprint records, mug shots, and related documentation. Note: Records may be destroyed earlier if individual is known to be deceased. SEE ALSO: Incident Case Files for retention of individual incidents. Minimum retention: (a) Homicides, 20 years; (b) Felonies, 10 years; (c) Misdemeanors, 5 years.

(13) Criminal History Dissemination Records: Series documents the distribution of Criminal History Record Information (CHRI) and other law enforcement information to other agencies or criminal information systems. Records may include teletype and computer message logs. Minimum retention: Until case completed or suspended.

(14) Criminal Intelligence Records: Series documents possible and proven criminal activity by individuals, groups, organizations, and businesses for use by local government law enforcement agencies. Sources include law enforcement and regulatory agencies, and private citizens. Retentions are based on procedures detailed in OAR 137-090. Records may include investigatory reports, statistical reports, memoranda, and related documentation. Minimum retention: (a) "Permanent files" as defined by OAR 137-090-0080, 5 years; (b) "Temporary files" as defined by OAR 137-090-0080, 1 year; (c) "Working files" as defined by OAR 137-090-0080, 30 working days.

(15) Detoxification Confinement Logs: Series documents the temporary detention pursuant to ORS 430.399 of those unable to care for themselves due to intoxication. Minimum retention: 2 years.

(16) Dispatch Incident Records: Series documents a specific call received by a public safety answering point and the subsequent activity for that call. Minimum retention: 2 years.

(17) Emergency and Disaster Incident Records: Series documents actions taken with respect to emergency planning and response activities during and after emergency incidents. Records may include photographs, damage reports, response reports, incident action plans, resource ordering and tracking records, financial documentation, logs, messages, notes, and related documentation. Minimum retention: (a) Designated or declared emergencies, permanent; (b) Non-designated emergencies, 5 years.

(18) Emergency Exercise Records: Series documents regular emergency training exercises. Records may include statements of purpose, scenario narratives, major and detailed sequences of events, messages and inputs (simulation material), evaluation points, critique and follow-up actions reports, and related documentation. Minimum retention: 3 years after annual or final expenditure report submitted.

(19) Emergency Management Assistance Activity Reports : Series documents the city's emergency management work plans. Records include a narrative of emergency management program elements that were accomplished annually and supporting documentation. Minimum retention: 3 years after annual or final expenditure report submitted.

(20) Emergency Management Assistance Staff Pattern Records: Series documents the city’s personnel involved in the emergency management program and is submitted annually to the Oregon Department of Emergency Management for determining eligibility for funded staffing support of Emergency Management Assistance jurisdictions. Records may include appropriate Federal Emergency Management Agency (FEMA) forms and related documentation. Minimum retention: 3 years after annual or final expenditure report submitted.

(21) Emergency Management Resource Lists: Series documents emergency resources such as personnel, materials, equipment, supplies, and services provided by suppliers and vendors. Minimum retention: Until superseded or obsolete.

(22) Emergency Medical Incident Records: Series documents medical treatment, care, or response to a request for emergency medical services. Records may include pre-hospital care reports, patient refusal of care, medical aid liability release forms, and related documentation. Minimum retention: 10 years.

(23) Emergency Telephone Call Continuous Audio Recordings: Series documents incoming emergency calls, law enforcement and emergency dispatches, radio activity, and 911 calls. Minimum Retention: (a) Recordings used as evidence, until case reaches final disposition; (b) All other recordings, 7 months.

(24) Enhanced 911 Service Plans: Series documents the planning, development, and implementation of enhanced 911/public safety answering point systems. Records may include preliminary and final plans, drafts and worksheets, and related documentation. Minimum retention: (a) Approved plans and amendments, 5 years after superseded or obsolete; (b) Preliminary plans, drafts, worksheets and supporting materials, until plan approved by Oregon Department of Emergency Management.

(25) Expunged or Sealed Records, Police: Series documents an arrest or conviction that has been set aside or expunged by a court order, or otherwise disposing of any related records according to ORS 137.225. Also applies to records related to juveniles as outlined in ORS 419A.260 and 419A.262. Juvenile records are expunged, while adult records are sealed. Minimum retention: (a) Expunged records, dispose according to the directive of the court; (b) Expungement orders, 10 years or according to the directive of the court; (c) Sealed records, 10 years or according to the directive of the court.

(26) Field Interrogation Reports: Series contains reports written by a police officer related to individuals, groups, events, or vehicles for which the officer does not have probable cause for enforcement. Minimum retention: 1 year.

(27) Fingerprinting Records: Series documents fingerprints, palmprints, toeprints, and other personal identifiers of arrested individuals, used for identification and apprehension of suspects in criminal investigations. May also include fingerprints of private security personnel working in the city. Records of individuals known to be deceased need not be retained. SEE ALSO: Fingerprinting Records, Latent. Minimum retention: Until transmission to Oregon State Police verified.

(28) Fingerprinting Records, Latent: Series documents latent fingerprints and palmprints found at crime scenes without identification of suspects. These are compared against records on file at the police department or other databases. SEE ALSO: Fingerprinting Records. Minimum retention: (a) Cases involving crimes with no statute of limitations, 75 years after case closed; (b) All other cases, 1 year after statute of limitations expires.

(29) Fire and Emergency Medical Services Maps: Series contains maps and related records maintained by the city fire department for address location reference and response planning. Minimum retention: Until superseded or obsolete.

(30) Fire Investigation Records: Series documents investigations conducted by the city fire department. Records may include investigative reports, supplemental reports, photographs, maps, drawings, laboratory reports, notes, and related documentation. Minimum retention: (a) Records documenting fires involving loss of life, 75 years; (b) All other records, 10 years.

(31) Fire Reports: Series contains reports that document each fire responded to by the city fire department. Minimum retention: 10 years.

(32) Firearm Dealers' Sales Records: Series documents purchases of firearms from dealers. Records may include duplicate register sheets mailed by the dealer to the law enforcement agency and triplicate register sheets mailed by the dealer to the State Police for criminal records checks and then forwarded to the agency. Minimum Retention: (a) Records submitted to Chief Local Law Enforcement Official documenting individual purchases of multiple firearms per 18 U.S.C. 923 (g)(3)(A), not to exceed 20 days (per 18 U.S.C. 923 (g)(3)(B); (b) All other records, 3 years.

(33) Hazardous Substance Employer Survey Summaries: Series documents the storage and use of hazardous materials within the area served by the fire department. Records may include summaries of employer surveys conducted by the State Fire Marshal pursuant to ORS 453.317 as well as related records generated by the city. Minimum retention: 3 years after superseded or obsolete.

(34) Impounded and Abandoned Vehicle Records: Series documents the towing of vehicles by or at the direction of police, including for crashes, abandonment, or criminal activity. Records may include reports, notifications, information cards or sheets, receipts, and related documentation. Minimum retention: Records not included in Incident Case File, 2 years.

(35) Incident Case File Indexes: Series contains indexes to incident case files used as cross references between case numbers, names, dates, modus operandi, and other descriptive information. Minimum retention: Until superseded or obsolete.

(36) Incident Case Files: Series documents central case files documenting complaints or other actions or incidents investigated by the department. Records may include investigative reports, fingerprint records, original arrest reports, supplemental reports, photographs, teletypes, court orders, court dispositions, officer notes, laboratory reports, DUII (Driving Under the Influence of Intoxicants) test records including chemical analyses (also known as intoxilyzer or breathalyzer test records), citizen arrest certificates, copies of warrants, search warrants, and booking sheets, property/evidence reports, custody reports, police officer issued mental holds, use of force reports , and related documentation. Minimum retention: (a) Cases involving crimes with no statute of limitations, 75 years after case closed; (b) Protective custody files, until minor's age of majority or emancipation; (c) Missing Persons Reports, until found; (d) Cases involving stolen firearms, until firearm recovered and LEDS entry removed; (e) Non-criminal reports other than (b) or (c), 3 years; (f) Use of force reports, 5 years; (g) All other cases, 1 year after statute of limitations expires.

(37) Informant Case Files: Series documents information about informants used by department personnel. Records may include reports, payment records, fingerprint cards, signature cards, letters of understanding on informant activities, and related documentation. Minimum retention: Until superseded or obsolete.

(38) Inmate Accountability Records: Series documents inmate counts, cell locations, inmate status, and related information. Records may include logs detailing status of individual inmates, lists, rosters documenting the location of all inmates, inmate counts, and related documentation. Minimum retention: 1 year.

(39) Inmate Case File Indexes: Series contains indexes used to access inmate case files. Usually cross referenced by name, case number, and other identifiers. Minimum retention: Until superseded or obsolete.

(40) Inmate Case Files: Series documents non-medical information on inmates confined in a correctional facility. Records may include incident reports, release receipt indicating return of property, court commitment and release orders, and related documentation . Minimum retention: 3 years after release.

(41) Inmate Meal Records: Series documents menus used to plan and schedule inmate meals. Records may include listings of those inmates who received meals. Minimum retention: 6 months.

(42) Inmate Medical Records: Series documents outpatient medical treatment given to inmates. Records may include treatment log, prescriptions, health questionnaires, laboratory reports, x-ray reports, medical reports from other facilities, medication records, and related documentation. Minimum retention: 7 years after release without reactivity.

(43) Inmate Telephone and Mail Records: Series documents telephone calls and mail sent and received by inmates. Records may include logs and related documentation. Minimum retention: 1 year.

(44) Inspection and Occupancy Records: Series documents periodic fire prevention inspections of fire code compliance performed by the city fire department. Records may include reports, notices, and citations, as well as occupancy and pre-fire planning records such as floor plans, sketches, reports, lists, and related documentation. Minimum retention: Both current and previous inspection reports must be retained for at least 10 years and may not be destroyed until next report is issued.

(45) Interagency Inquiry Records: Series documents requests made to other agencies involving missing persons, wanted persons, stolen vehicles, and other subjects. Records may include logs and related request documentation. Minimum retention: Until superseded or obsolete.

(46) K9 Records: Series documents an individual K9’s work history. Records may include medical records, how the animal came into the program, historical information, photographs, and other information about the animals, capture log, type of activity undertaken by the dog (tracking, search, guard, etc.), capture number, custody number and other related information, training and certification records, performance appraisal evaluations, letters of commendation and recommendation, letters of reprimand, notices of disciplinary action, and related documentation. Minimum retention: 6 years after dog retires.

(47) Law Enforcement Database Validation Records: Series documents validation of entries into the National Crime Information Center (NCIC) or Law Enforcement Data System (LEDS) databases. Minimum retention: 5 years or until audited by NCIC or other applicable law enforcement network, whichever is shorter.

(48) Law Enforcement Internal Investigations Case Files: Series documents police department investigations of police officers or reserve officers, as defined by ORS 181A for violations of laws, rules, or policy and may include findings and dispositions of investigations. Records often include material found in incident case files. SEE ALSO: Disciplinary Action Records for investigations of all other personnel. Minimum retention: 10 years after separation.

(49) Lost and Found Property Records: Series documents items not related to a crime that are found by or turned into police. Records may include receipts, inventory logs, and destruction or disposition records. SEE ALSO: Property and Evidence Control and Disposition Records. Minimum retention: 2 years after disposition.

(50) Maps, Police: Series contains maps and related documentation used by police to facilitate incident response, planning, or displaying various trends including crime. Minimum retention: Until superseded or obsolete.

(51) Master 24 Hour Audio Recordings: Series documents recordings of calls to a public safety answering point on either 911 or non-emergency lines, or recording of radio traffic for fire, emergency medical services, or law enforcement. Note: Specific recordings of incidents may warrant longer retention for legal reasons. Minimum retention: 1 year.

(52) Master Name Index Records: Series documents relevant information on persons contacted by police. Minimum retention: Until superseded or obsolete.

(53) Master Street Address Guide (MSAG) Maintenance Forms: Series documents the 911/public safety answering point's notification to the phone service provider about the addition of new streets or revision to existing streets on the Master Street Address Guide (MSAG). The MSAG is maintained by the phone service provider or its independent contractor. Minimum retention: 2 years.

(54) Neighborhood Dispute Resolution Records: Series documents the city's dispute resolution program to handle complaints by citizens about concerns or disputes with neighbors or merchants. Typical cases may include animal control, landlord/tenant issues, noise, harassment, property disputes, and business/consumer issues. Records may include budget, activity, and statistical reports, mediation training information, evaluation and intake records, service referrals, resolution agreements, and follow-up surveys. Minimum retention: (a) Case records, 5 years after last action; (b) All other records, 2 years.

(55) Officer Notes: Series documents notes written by police officers during the course of their shift. Notes may or may not be incorporated into an Incident Case File or be added as comments to a Dispatch Incident Record. Minimum retention: 2 years.

(56) Patrol Car Video Recordings: Series documents recordings of officer activities from cameras mounted on police vehicles. Minimum retention: (a) Recordings used as evidence in an ongoing criminal investigation or court proceeding, until case reaches final disposition; (b) Recordings used for internal investigations, until investigation closed; (c) All other recordings, 30 days.

(57) Pawn Broker and Second Hand Dealer Reports: Series documents reports submitted to police documenting items bought, sold, or pawned by dealers. Minimum retention: 2 years.

(58) Peer Court Records : Series documents the city’s peer court program for youth offenders who are diverted from the juvenile court for minor offenses and adjudicated informally by their peers. Records may include policy and procedures manuals, budget, activity and statistical reports, guidelines and instructions for participants, applications, juvenile consent form, intake interview form, defendant questionnaire, summary report, attorney's analysis, jury verdict record, bailiff record, clerk's record, community service log, judge's notes, officer's status reports, defendant evaluation, parent evaluation, and related documentation. Minimum retention: (a) Case records, 5 years after final disposition of case, or youth reaches age of majority, whichever is longer; (b) Participant guidelines and instructions, until superseded or obsolete; (c) All other records, 2 years.

(59) Permit to Purchase Firearm Records: Series documents issuance of firearm Permits-to-Purchase and renewals as specified in ORS 166. Records may include permit applications, permit renewal applications, background check results, permit revocations and denials, proof of completion of an approved safety course, and related documentation. Minimum retention: (a) Revoked permits, 5 years after revocation or denial; (b) All other records, 2 years after expiration of permit.

(60) Police Officer Body-Worn Camera Recordings : Series documents video recordings made by body-worn cameras by members of law enforcement during the performance of their duties. Minimum retention: (a) Recordings used as evidence in an ongoing criminal investigation or court proceeding, until case reaches final disposition; (b) Recordings used for internal investigations, until investigation closed or 180 days, whichever is longer (not to exceed 30 months, per ORS 133.741); (c) All other recordings, 180 days (not to exceed 30 months, per ORS 133.741).

(61) Polygraph Records: Series documents polygraph tests given to criminal suspects, prospective employees, and others. Records may include pre-examination records, examination questions for individuals interviewed, statements of consent, polygraph analysis reports, examiner's original test questions, examination chart tracing reports, polygraph results charts, conclusions, interviewee statements, and related documentation. Minimum retention: (a) Cases involving crimes with no statute of limitations, 75 years after case closed; (b) All other cases, 1 year after statute of limitations expires.

(62) Premise Information Records: Series documents hazards or other information relevant to emergency responders about a premises or specific location in advance of arrival at an incident site. Minimum retention: 2 years, or until renewed, superseded, or expired, whichever is sooner.

(63) Property and Evidence Control and Disposition Records: Series documents records used to track property and evidence coming into police department possession. Documents receipt, storage, and disposition of personal property and physical evidence from defendants, victims, and others. Records may include receipt forms, evidence control sheets, property reports, destruction lists, property consignment sheets, seized firearm logs, homicide evidence inventories, crime scene photographs, and related documentation. Minimum retention: (a) Cases involving crimes with no statute of limitations, 75 years after case closed; (b) All other cases, 1 year after statute of limitations expires.

(64) Property Registration Records : Series documents the registration of property for identification in case of theft, loss, or burglary. Minimum retention: Until registration is expired, superseded, or obsolete.

(65) Public Safety Answering Point Data Management System Records: Series documents the maintenance and update of current information used to provide and direct incident response within a 911/public safety answering point service area. Minimum retention: Until superseded or obsolete.

(66) Public Safety Answering Point Operational Logs: Series documents chronological tracking of activities related to 911/public safety answering point operations. Records may include radio logs, telephone logs, tow logs, and criminal background check request logs. Minimum retention: 1 year.

(67) Public Safety Answering Point Quality Assurance Records: Series documents the evaluation, analysis, and assessment of the performance and quality of services provided by the 911/public safety answering point system. Records may include system evaluations, system performance reports, satisfaction surveys and questionnaires, quality improvement reports and recommendations, quality assurance committee minutes, and related documentation. Minimum retention: (a) Survey instruments, 2 years, or until summary report completed, whichever is sooner; (b) All other records, 2 years.

(68) Public Safety Answering Point Statistical Reports: Series documents the compilation of statistical data about the actions and activities of the 911/public safety answering point system. Records may include data about response times, number of calls received and dispatched, and responses by individual agency. Minimum retention: (a) Data instruments used to compile statistics, until statistical report completed; (b) Daily and weekly reports, until compiled into monthly reports; (c) Monthly and quarterly reports, 1 year; (d) Annual reports, 10 years.

(69) Public Safety Answering Point System Error/Malfunction Records: Series documents 911/public safety answering point electronic systems errors or malfunctions and subsequent corrective action. Records may include enhanced system error reports, trouble logs, work orders, and related documentation. Minimum retention: 2 years.

(70) Public Safety Worker Briefing Records: Series documents internal communications between supervisors and shift workers or between staff on different shifts. Minimum retention: 90 days.

(71) Ride-Along Applications: Series documents applications for ride-along programs run by police or emergency services. Records may include approved and denied applications. Minimum retention: 2 years.

(72) State Fire Marshal Exemption Records: Series documents partial or full city exemption from statutes, rules, and regulations administered by the State Fire Marshal for cities that enact and enforce adequate regulations to conform with state and national fire standards defined in ORS 476.030(3). Records may include applications, reports, exemption certificates, and related documentation. Minimum retention: 2 years after denial, revocation, or expiration of exemption.

(73) Tactical Response Records: Series documents the planning for and performance of hostage negotiations, riot response, bomb threats, or other tactical situations. Records may include maps, rosters, equipment inventory, training records, and situation reviews. Minimum retention: 3 years.

(74) Towed Vehicle Records: Series documents tow truck requests and responses. Records may include rotation lists, documentation of vehicles towed from private property at the request of citizens, and related documentation. Minimum retention: 1 year.

(75) Traffic, Transit, and Other Citation Records: Series documents police department copies of citations issued for traffic, transit, motor vehicle, and other violations. Includes Uniform Traffic Citations, parking citations, city’s photo radar enforcement program for red-light or speed violation, logs, and related documentation. Minimum Retention: (a) Logs, 1 year; (b) Issued Citations, 2 years; (c) Unissued photo radar citations, 30 days.

(76) Traffic Violation Warning Records: Series documents warnings issued for alleged traffic, transit, and other minor offenses. Minimum retention: 1 year.

(77) Used Firearm Transfer Records: Series documents the sale or transfer of a firearm by a licensed dealer reported to police as required by ORS 166.427. Minimum retention: 2 years.

(78) Weapons Inventory Records: Series documents weapons assigned to law enforcement officers. Minimum retention: Until superseded or obsolete.

(79) Youth Fire Prevention and Intervention Records: Series documents multi-disciplinary prevention and intervention services provided to children who have a history of or are at risk for setting fires. Community-based services are provided under the guidance of the Office of State Fire Marshal. Minimum retention: (a) Until court ordered expunction (ORS 419A.262); (b) If case is not expunged, 5 years after last action, or youth reaches age of majority, whichever is longer.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0495 Public Works - General Records

(1) Aerial Images: Series documents aerial photography depicting topographical and physical features of a particular geographic area. Series may include photographic negatives, original prints, digital images, or other photographic formats. Note: Photographs that are duplicates of originals held by state, county, federal, or other sources may be retained as needed. Minimum retention: Permanent.

(2) Annual Water Quality Reports (Consumer Confidence Reports): Series documents the presence of any contaminants in city water over the course of a year. Minimum retention: 5 years.

(3) Backflow Prevention Device Test Records: Series documents test results on backflow prevention devices designed to protect the city water system from pollution related to substances backing into water lines. Minimum retention: 10 years.

(4) City Elevation Benchmark Records: Series documents benchmarks placed by the city or the U.S. Geological Survey to denote elevations above sea level. Records may include books, maps, cards, and related documentation. Minimum retention: Permanent.

(5) Drinking Water System Non-Compliance Corrective Action Records: Series documents action taken by the city to correct violations of primary drinking water regulations. Records may include reports, logs, and related documentation. Minimum retention: 3 years after last action.

(6) Engineering Project Technical Records: Series documents the planning, design, and construction of various city improvement projects, including facilities, structures, and systems. Records may include impact statements, feasibility studies, plans, amendments, field test and laboratory reports, UAV (drone) video recordings, inspector reports, change orders, status reports, and related documentation. Some records may have historic value. For appraisal assistance, contact the Oregon State Archives. SEE ALSO: Financial Records; and Maps, Plans, and Drawings. Minimum retention: 10 years after substantial completion [as defined by ORS 12.135].

(7) Grease Trap Inspection Records: Series documents the city’s inspection of grease traps in food service facilities. Records may include applications, inspection reports, copies of the license issued, and related documentation. Minimum retention: (a) 1 year after date of most recent inspection by city; (b) Closed facilities, 2 years after closure.

(8) Hazardous Situation Permit Records: Series documents the issuance of a permit by the employer notifying employees that they may be exposed to hazardous substances and/or conditions in confined spaces. Records may include permit, pre-entry testing data, and field notations and observations. Minimum retention: 1 year after permit cancelled .

(9) Hydrant Location, Maintenance, and Inspection Records: Series documents the location, specifications, maintenance, testing, and repair of water hydrants in the city water system. Records may include lists, charts, logs, reports, and related documentation. Minimum retention: (a) Location and specification records, until hydrant permanently removed from service; (b) Maintenance, test, and repair records, 2 years.

(10) Industrial Pretreatment Permit Records: Series documents permits issued by the city to private industries allowing the discharge of specific pollutants under controlled conditions. Records may include applications, permits, addenda, modifications, and related documentation. Minimum retention: (a) Permits, addenda, and modifications, permanent; (b) All other records, 5 years after expiration or revocation.

(11) Maps, Plans, and Drawings: Series contains maps, plans, and drawings created by the city or contracted specifically for the city. Records may include various types of maps, as well as as-built plans, drawings, and details documenting city engineering and construction projects. Minimum retention: (a) Final implemented maps, plans, and drawings, permanent; (b) Draft and unimplemented maps, plans, and drawings, until superseded or obsolete.

(12) Materials Delivery Records: Series documents records issued by suppliers or city to verify delivery of supplies or materials (concrete, road base, gravel, topsoil, etc.). Minimum retention: 2 years.

(13) Mobile Waste Hauler Dumping Records : Series documents the dumping of septic tank pumpings and other wastes from various sources at the city waste treatment facility. Records may include logs, manifests, and related documentation. Minimum retention: 5 years.

(14) National Pollution Discharge Elimination System Permit Records: Series documents the application for and issuance of permits to the city under the Clean Water Act allowing discharge of specific pollutants under controlled conditions. Records may include applications, permits, addenda, modifications, and related documentation. SEE ALSO: Wastewater Annual Inspection Records. Minimum retention: (a) Permit, addenda, and modifications, permanent; (b) All other records, 5 years after expiration or revocation.

(15) Right-of-Way Permit Records: Series documents permits issued for private use or construction on public rights-of-way such as streets, sidewalks, and adjacent land. Minimum retention: (a) Construction related records, 10 years after substantial completion [as defined by ORS 12.135] of project; (b) All other records, 2 years after expiration, revocation, or discontinuance of use.

(16) Secondary Contaminant Reports : Series documents the analysis of water samples to determine the level of secondary contaminants. Minimum retention: 10 years.

(18) Sewer and Storm Drainage Maintenance and Repair Records: Series documents the maintenance and repair of city sewers and storm drains. Records may include summaries, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. SEE ALSO: Activity Reports; and Underground Infrastructure Inspection Records. Minimum retention: (a) Records requiring engineering stamps, 2 years after sewer or storm drain permanently removed from service; (b) All other records, 2 years.

(20) Survey Field Records : Series documents detailed field notes and other records related to surveys done for boundary work, local improvement districts, special requests, and other purposes. Records may include investigative surveys made of crime or accident scenes at the request of law enforcement officials, notes on traverses, right-of-way location, and construction, sketches related to the survey, and related documentation. SEE ALSO: Incident Case Files for retention of law enforcement surveys. Minimum retention: (a) General surveys and right-of-way location records, permanent; (b) All other construction records, 10 years after substantial completion of project [as defined by ORS 12.135].

(21) Temporary Access/Construction Easement Records: Series documents temporary easements allowing entrance and work on property or streets not owned by the easement holder. Permits usually apply to city crews and utility workers. Minimum retention: 2 years after easement expires.

(22) Temporary Use Records: Series documents action on permits for temporary activities in commercial and industrial zones such as allowing temporary placement of structures incidental to construction. Records may include applications, permits, staff reports, technical notes, approval orders, and related documentation. Minimum retention: 5 years after permit expiration.

(23) Underground Infrastructure Inspection Records : Series documents inspections used to determine the condition of underground infrastructure within the city’s jurisdiction. Examples include video inspections of sewers and infrared scanning of power lines. Records may include video recordings and written reports. Minimum retention: (a) Written reports, 1 year after life of section inspected; (b) Video tapes, 1 year after written report submitted.

(24) Utility Installation and Connection Records: Series documents installation of city utility systems or the connection of specific properties to city water, sewer, power, or similar systems. Records may include applications, permits, and related documentation. Minimum retention: 2 years after physical disconnection.

(25) Utility Line Location Request Records: Series documents requests and city action to locate underground lines in the vicinity of a construction site. Records may include notations of water, sewer, storm drains, and other line locations, and related documentation. If city uses a private contractor to locate lines, SEE ALSO: Contract, Lease, and Agreement Records. Minimum retention: 2 years.

(26) Utility Meter Installation, Maintenance, and Repair Records: Series documents the installation, maintenance, and repair of city operated water and power meters. Records may include logs, summaries, and similar records usually compiled from daily work records on a monthly or quarterly basis. Minimum retention: 5 years.

(27) Wastewater Annual Inspection Records: Series documents annual inspections of city wastewater treatment operations by the Oregon Department of Environmental Quality to monitor compliance with National Pollution Discharge Elimination System (NPDES) permit conditions. Records may include reports, pre-treatment requirements review, sampling checklists, flow measurements, laboratory assurance checklists, and related documentation. Minimum retention: (a) Reports, permanent; (b) All other records, until permit renewed, revoked, or expired.

(28) Wastewater System Discharge Monitoring Records: Series documents the amount of pollution discharged from the city wastewater treatment facility. Records may include reports submitted to the U.S. Environmental Protection Agency and the Oregon Department of Environmental Quality, and related documentation. Minimum retention: (a) Reports, permanent; (b) All other records, 5 years.

(29) Wastewater Treatment Operations Records: Series documents program records not listed elsewhere in this schedule for wastewater treatment operations. Records may include charts, reports, logs, log sheets, and related documentation. Minimum retention: (a) Annual reports, permanent; (b) Continuous monitoring records, 3 years; (c) All other records, 5 years.

(30) Water Bacteriological Quality Analysis Reports: Series documents water samples taken from various locations throughout the city water system and supply sources for bacteriological tests. Minimum retention: 5 years.

(31) Water Chemical and Radiological Analysis Reports: Series documents water samples taken from various locations throughout the city water system and supply sources for chemical and radiological tests. Minimum retention: 10 years.

(32) Water Consumption Reports: Series documents statistics of daily water consumption. Minimum retention: (a) Annual reports, permanent; (b) Information summarized in annual report, 1 year; (c) Information not summarized in annual report, 10 years.

(33) Water Line Maintenance and Repair Records: Series documents the maintenance and repair of city-owned water lines. Records may include reports, summaries, and similar documents usually compiled from daily work records on a monthly or quarterly basis. SEE ALSO: Activity Reports. Minimum retention: (a) Records requiring an engineering stamp, 2 years after water line permanently removed from service; (b) All other records, 2 years.

(34) Water Pollution Control Facilities (WPCF) Permit Records: Series documents the application for and issuance of a Water Pollution Control Facilities permit to the city by the Oregon Department of Environmental Quality. Records may include applications, permits, addenda, modifications, and related documentation. Minimum retention: (a) Permit, addenda, and modifications, permanent; (b) All other records, 5 years after expiration or revocation.

(35) Water Quality Complaint Records: Series documents complaints received from the public about the quality of city provided water. Records may include investigation narrative, complaints, and related documentation. Minimum retention: 3 years after last action.

(36) Water System Cross Connection Pollution Control Survey Records: Series documents the monitoring of potential or actual water system health hazards from pollution entering water pipes from other pipes. Records may include reports, surveys, checklists, and related documentation. Minimum retention: 1 year after disconnection or 10 years, whichever is longer.

(37) Water System Survey Records: Series documents overall condition of the city water system. Records may include written reports, summaries, and related documentation. Minimum retention: (a) Reports, permanent; (b) All other records, 5 years.

(38) Water System Valve Location and Maintenance Records: Series documents the location, specifications, maintenance, and repair of valves in the city water and sewer systems. Records may include lists, charts, drawings, reports, logs, and related documentation. Minimum retention: (a) Location and specification records, until valve permanently removed from service; (b) Maintenance and repair records, 2 years.

(39) Water Treatment Operations Records: Series documents water treatment operations and covers program records not listed elsewhere in this schedule. Records may include state or federal required reports, other reports, logs, log sheets, and related documentation. Minimum retention: (a) Annual reports, permanent; (b) Continuous monitoring records, 3 years; (c) All other records, 5 years.

(40) Water Treatment Variance and Exception Records: Series documents variances and exceptions granted to the city by regulatory agencies concerning water treatment operations. Minimum retention: 5 years after expiration or revocation of variance or exception.

(41) Water Turbidity Reports: Series documents the analysis of water samples to determine the level of cloudiness caused by suspended particles. Minimum retention: 10 years.

(42) Wetlands Removal and Fill Permit Records: Series documents city application for and receipt of permits regulating the removal or fill of material from wetlands on city property or rights-of-way. Records may include applications, permits, and related documentation. Minimum retention: 30 years.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0500 Public Works - Traffic Engineering and Maintenance Records

(1) Bridge and Culvert Maintenance and Repair Records: Series documents maintenance and repairs on city bridges and culverts. Records may include summaries, reports, logs, and related records usually compiled from daily work records on a monthly or quarterly basis. SEE ALSO: Activity Reports. Minimum retention: (a) Records with engineering stamps documenting structural maintenance or repairs, 2 years after bridge or culvert permanently removed from service; (b) All other records, 2 years.

(3) Crosswalk Records: Series documents the location and use of crosswalks in the city. Records may include striping records, reports, maps, studies, and related documentation. Minimum retention: 2 years after superseded or obsolete.

(4) Railroad Crossing Records: Series documents city activities in relation to railroad crossings. Records may include crossing plans and drawings, Oregon Public Utility Commission (PUC)/Oregon Department of Transportation (ODOT) public hearings records and rulings, PUC/ODOT inspection report corrective actions, reports and studies, accident records, and related documentation. Minimum retention: Permanent.

include notifications, planning documents, reports, and related documentation. SEE ALSO: Special Event and Celebration Records. Minimum retention: 2 years after event.

(6) Speed Zone Establishment and Review Records: Series documents the establishment and review of speed zones in the city (includes zones established by the city under OAR 734-020-0013). Records may include reports, photographs, proposals, orders, maps, accident summaries, and related documentation. Minimum retention: 2 years after superseded or obsolete.

(7) Street and Road Condition Inventory Records: Series documents the condition of city streets, roads, curbs, shoulders, sidewalks, bikeways, alleys, etc. Minimum retention: 5 years after annual audit report issued.

(8) Street Banner Records: Series documents proposals for and installations of banners on city streets, often in relation to civic events or celebrations. Records may include plans, maps, proposals, reports, applications, and related documentation. Minimum retention: 2 years.

(9) Street Maintenance and Repair Records: Series documents maintenance and repairs of city-owned streets and sidewalks by city personnel or contracted workers. Records may include reports, summaries, and similar documents usually compiled from daily work records on a monthly or quarterly basis. SEE ALSO: Activity Reports; and Contract, Lease, and Agreement Records. Minimum retention: (a) Records requiring engineering stamps, 10 years after substantial completion [as defined by ORS 12.135]; (b) All other records, 2 years.

(11) Streetlight Inventory Records: Series documents inventory records of all streetlights in the city. Records may include purchase and installation documentation, notes, and related documentation. Minimum retention: Until superseded or obsolete.

(12) Streetlight Maintenance and Repair Records: Series documents maintenance and repairs on city streetlights. Records may include reports, summaries, and similar records usually compiled from daily work records on a monthly or quarterly basis. SEE ALSO: Activity Reports. Minimum retention: 3 years after annual audit report issued.

(13) Streetlight Request and Survey Records: Series documents requests by citizens for the installation of streetlights, as well as city surveys to assess need and feasibility. Records may include request forms, surveys, reports, and related documentation. Minimum retention: 2 years after last action.

(14) Traffic Accident Analysis Records: Series documents the study of traffic accidents in the city. Records may include various statistical data on accidents related to fixed objects, parked automobiles, complicated intersections, bridges, pedestrians, city streets/state highways, and other factors. SEE ALSO: Survey Field Records. Minimum retention: (a) Reports and summaries, 10 years; (b) All other records, 5 years.

(15) Traffic Control Equipment Inventory Records: Series documents the location, type, and use of traffic equipment in the city. Minimum retention: 2 years after superseded or obsolete.

(16) Traffic Control Equipment Maintenance and Repair Records: Series documents maintenance and repair of traffic signals and signs in the city. Records may include reports, summaries, and related documentation. Minimum retention: (a) Traffic signal records, 2 years after equipment permanently removed from service; (b) Traffic sign records, 2 years.

(17) Traffic Research and Study Records: Series documents data gathering and analysis concerning traffic patterns, speed, direction, and other topics. Records may include information on vehicles, bicycles, and pedestrians for a given location and period of time, machine and manual traffic counts, reports, summaries, and related documentation. SEE ALSO: City Improvement Administrative and Financial Records; and Engineering Project Technical Records. Minimum retention: (a) Reports and summaries, 10 years; (b) All other records, until information is summarized or obsolete.

(18) Transit System Records: Series documents the location of transit system routes, stops, stations, and crossings in the city. Records may include reports, traffic surveys, decision statements, notifications to affected property owners, and other records related to city review and approval or denial of individual stops or crossings proposed by a transit district. SEE ALSO: Meeting Records, Boards, Commissions, Committees, and Governing Bodies. Minimum retention: (a) Review records, 2 years after denied or approved and stop or crossing removed; (b) Transit system maps, until superseded or obsolete.

(19) Truck Route Records: Series documents the designation of truck routes for transporting goods within and through the city. Records may include reports, maps, studies, and related documentation. Minimum retention: 2 years after superseded or obsolete.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Or. Admin. R. 166-200-0505 Risk Management Records

(1) City Vehicle Accident Records: Series documents accidents involving city vehicles. Records may include dispatch reports, motor vehicle accident reports, photographs, and related documentation. Minimum retention: (a) If litigated, see Civil and Criminal Case Files in the Legal section for retention; (b) If not litigated, 10 years.

(2) Contractor Liability Insurance Verification Records: Series documents letters or certificates of coverage provided by insurance companies declaring that specific contractors are covered by appropriate liability insurance. Minimum retention: 10 years after substantial completion [as defined by ORS 12.135].

(3) Contractor Performance and Surety Bond Records: Series documents the posting of performance guarantees or surety bonds by contractors performing work for the city, or residents for situations involving code violation correction assurances. Records may include letters, certificates, copies of bonds, checks, and related documentation. Minimum retention: (a) If related to city improvement project, 10 years after substantial completion [as defined by ORS 12.135]; (b) All other bond records, 6 years after expiration.

(4) Employee Bond Records: Series documents the posting of fidelity, performance, or position bonds to guarantee the honest and faithful performance of elected officials, individual employees, or groups of employees. Minimum retention: 6 years after expiration.

(5) Hazard Communications Program Records: Series documents city participation in the Hazard Communications Program as required by the Oregon Occupational Safety and Health Administration (OR-OSHA). Records may include plans, reports, and material safety data sheets (MSDS). Minimum retention: 30 years after superseded or obsolete.

(6) Injury Reports, Public Use: Series documents injuries sustained by non-employees on city property such as parks, swimming pools, libraries, and senior centers. Minimum retention: (a) If claim filed, see Liability Claim Records in this section for retention; (b) If no claim filed, 3 years.

(7) Insurance Policy Records: Series documents the terms and conditions of insurance policies between the city and insurers. Records may include policies, endorsements, rate change notices, agent of record, and related documentation. Minimum retention: (a) Group employee health and life, property, and liability insurance, 75 years after expiration if no claims pending; (b) All other insurance records, 6 years after expiration if no claims pending.

(8) Liability Claim Records: Series documents various types of liability claims filed against the city for personal injury, property damage, motor vehicle accident, false arrest, and others. Records may include reports, photographs, summaries, reviews, notices, audio and video recordings, transcriptions of recorded statements, memoranda, and related documentation. SEE ALSO: Civil and Criminal Case Files. Minimum retention: (a) If action taken, 10 years after case closed, dismissed, or date of last action; (b) If no action taken, 10 years.

(9) Liability Waiver Records: Series documents the release of the city from liability related to various activities that include citizen involvement including participating in city sponsored activities. Minimum retention: 3 years.

(10) Mitigation Program Records: Series documents the establishment and maintenance of the city mitigation program, plans, and procedures. Records may include mitigation plans and strategies, policies, procedures, seismic surveys and structural upgrade records of city facilities, project reports, hazard mitigation grant records, and related documentation. Minimum retention: (a) Adopted plans, permanent; (b) All other records, for the life of the structure.

(11) Occupational Injury and Illness Records: Series documents occupational injuries and illnesses as required by the Oregon Occupational Safety and Health Administration (OR-OSHA). Records may include OR-OSHA logs and summaries, claims summary reports, status reports, financial reports, and related documentation. SEE ALSO: Workers' Compensation Claim Records; and Employee Medical Records. Minimum retention: 6 years.

(12) Property Damage Records: Series documents damage to city property such as signs, trees, picnic tables, buildings, fountains, and fences. Records may include reports, photographs, and related documentation. SEE ALSO: Incident Case Files for related vandalism records; and Flood Plain Permit Records. Minimum retention: (a) If litigated, see Civil and Criminal Case Files in the Legal section for retention; (b) If not litigated, 10 years after date of last action.

(13) Risk Factor Evaluation Records: Series documents the assessment of various risk factors for a city. Records may include surveys, safety audit and inspection reports, real property reports, policy manuals, insurance coverage analyses, and related documentation. Minimum retention: (a) Records documenting the formation or change of policy, permanent; (b) All other records, 5 years.

(14) Safety Program Records: Series documents the city's program to promote a safe work environment for its employees. Records may include safety policies, plans and procedures, workplace safety committee records, reports on inspections conducted by the safety officer, evacuation rosters and reports, and related documentation. Minimum retention: (a) Safety policies, plans, and procedures, 5 years after superseded; (b) Inspection reports, evaluations, and recommendations, 10 years; (c) All other records, 3 years.

(15) Workers' Compensation Claim Records: Series documents the processing of individual employee claims of job-related injuries or illnesses. Records may include claim disposition notices, claim reporting and status forms, injury reports, determination orders, insurance premium documentation, hearing requests, safety citations, inspection reports, medical status updates and reports, investigation reports, reimbursement and payment records, and related documentation. Minimum retention: (a) Records describing injuries and illnesses and the related subsequent medical condition of the employee, see Employee Medical Records in the Personnel section; (b) All other records, 6 years after claim closed or final action.

History

Statutory/Other Authority: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
Statutes/Other Implemented: ORS 192.005 - 192.170 & ORS 357.805 - 357.895
OSA 3-2025, adopt filed 07/03/2025, effective 07/03/2025

Division 300 STATE AGENCY GENERAL RECORDS RETENTION SCHEDULE

Or. Admin. R. 166-300-0010 Definitions and Applicability

(1) Definitions.

(a) as used in these Division 300 rules:

(A) “Board and commission” means any state entity, including state boards, commissions, councils, task forces, and similar groups that are both subject to the Oregon Public Meetings Law, ORS 192.610 et seq. , and within the executive department as defined in ORS 174.112.

(B) “Series” has the meaning given the term “record series” in OAR 166-005-0010.

(C) “Special schedule” means a records retention schedule approved by the State Archivist for records unique to an agency. Special schedule requirements are also addressed in OAR 166-030.

(D) “State Agency” has the meaning given in ORS 192.005. “Agency” has the same meaning as “State Agency”.

(b) OAR 166-005-0010 and OAR 166-017-0011 contain general definitions that may also apply to these Division 300 rules.

(2) Applicability. This General Records Retention Schedule applies to the official copy of all public records, regardless of medium or physical format, that are created or stored by state agencies. A state agency shall destroy public records which have met the terms and conditions of their scheduled retention period, subject to the prior audit requirements of OAR 166-030-0041 and any suspension ordered under the provisions of OAR 166-030-0045. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.

History

Statutory/Other Authority: ORS 357.895
Statutes/Other Implemented: ORS 357.895
OSA 2-2025, amend filed 05/29/2025, effective 05/29/2025
OSA 5-2002, f. & cert. ef. 10-14-02
OSA 9-1998, f. & cert. ef. 12-30-98
OSA 1-1995, f. & cert. ef. 5-25-95

Or. Admin. R. 166-300-0015 Administrative Records

(1) Administrative Rule Preparation Records : Series documents the formulation, development, notice, and filing of an agency’s administrative rules. Records may include advisory committee minutes and agendas, advisory committee roster, draft rules and work notes, correspondence, copies of administrative orders and delegations of rulemaking authority filed with the Secretary of State, and public comments and testimony. Administrative rule preparation records must be retained according to this schedule even if the rule has been renumbered. The Secretary of State maintains the statewide record copy of the Oregon Administrative Rules, Oregon Bulletin, and filed administrative orders. Retention: (a) Retain denied petitions for rulemaking 3 years, destroy; (b) Retain hearing audio and video recordings 1 year after transcribed or summarized, destroy; (c) Retain final drafts and filing records 10 years after repeal of entire rule (as defined by ORS 183.310(9)), destroy; (d) Retain Rule Coordinator and Delegation of Rulemaking Authority Forms 5 years after superseded or obsolete, destroy; (e) Retain all other records 10 years, destroy.

(2) Agency and Major Program Formation Records : Series documents the formation and initial organization of the agency and the creation of major new programs or councils within the agency. Records may include documentation of authority, mission and goal statements, rules and regulations, and related documentation. SEE ALSO: Agency Organization and Business Plan Records; and Board and Commission Formation and Organizational Records. Retention: Retain permanently, transfer to State Archives after 10 years.

(3) Agency Organization and Business Plan Records : Series documents the ongoing organizational arrangement and administrative structure of an agency, relating to the assessment, planning, implementation, and review of an agency’s functions, programs, and goals. Records may include organizational charts, reorganization studies and plans, management plans, directives, and related documentation. Retention: Retain 2 years after superseded or obsolete, destroy.

(4) Agency Training and Presentation Records : Series documents the design and presentation of training programs offered or sponsored by the agency. Records may include class descriptions, instructor certifications, planning documentation, instructional materials, course outlines, class enrollment and attendance records, and related documentation. SEE ALSO: Employee Training Records for individual employee training records. Retention: (a) Retain class enrollment and attendance records 2 years, destroy; (b) Retain all other records 2 years after superseded or obsolete, destroy.

(5) Attorney General Opinion Records : Series documents Attorney General Opinions and attorney’s letters of advice. Records may include requests for opinions, opinions, letters of advice, and correspondence. The Department of Justice maintains the statewide record copy. Retention: Retain 10 years after opinion invalid, destroy.

(6) Audit Report Records : Series documents an examination of the agency’s fiscal condition, internal control and compliance policies and procedures, performance, or other related audits. This includes audits done by the Secretary of State Audits Division, internal auditors, or independent auditors. Records include audit reports, supporting documentation, agency comments, and correspondence. The Secretary of State Audits Division maintains the statewide record copy of their audits. Note: For audits conducted by an agency on individuals or organizations over which they have oversight see the agency’s authorized special retention schedule. Retention: (a) Retain grant fund audit reports 5 years or according to the terms (if greater than 5 years) specified in the grant, destroy; (b) Retain all other audit reports 5 years after close of audit, destroy.

(7) Calendar and Scheduling Records : Series documents the scheduling of events and activities involving agency staff or resources, regardless of format. Records may include schedules, desk calendars, reservation logs, lists, requests, and related documentation. Scheduling information recorded in a personal day planner or personal electronic device may be a public record under ORS 192. Retention: Retain 1 year, destroy.

(8) Contract, Lease, and Agreement Records : Series documents the negotiation, execution, completion, and termination of legal agreements between one or more agencies or one or more agencies and other parties. Records may include the official contracts, leases, intergovernmental or inter-agency agreements, state agency coordination agreements, data sharing agreements, amendments, exhibits, addenda, legal records, contract review records, and related documentation. Records do not include property records. SEE ALSO: Grant Records. Retention: (a) Retain records documenting building construction, alterations, or repair 10 years after substantial completion [as defined by ORS 12.135 (3)], destroy; (b) Retain all other records 6 years after expiration, destroy.

(9) Correspondence Records : Series documents communications sent and received by agency personnel that relate to the work of that agency. Records may include letters, memoranda, and electronic communications such as email, instant/direct messages, text messages, and social media. Retention is based on the content of the communication and not on the format of the communication. Communications pertaining to agency business sent or received on private accounts or devices are considered public records and are subject to retention requirements. Agencies may either retain Correspondence Records with associated records per this General Schedule, approved Agency Special Schedule, or per role-based groupings using methods approved by the State Archives. Communications used only to send copies of documents or duplicate information, conveying short-term logistical data or instructions, or relating to personal matters are not considered Public Records per ORS 192.005 and may be disposed of when no longer needed.

(10) Forms Development Records : Series documents the development of new or revised forms used by an agency. Records may include sample forms, drafts, revisions, form logs/listings, proposals, authorizations, and illustrations. Retention: Retain until superseded or obsolete, destroy.

(11) LEDS Certification Records : Series documents the qualification of staff to perform Law Enforcement Data System (LEDS) searches on clients or agency employees. SEE ALSO: Employee Personnel Records; and Recruitment and Selection Records. Retention: Retain 2 years after employee ceases to be LEDS certified, destroy.

(12) Legislative Development Advisory Committee Records : Series documents the activities of agency-appointed advisory committees to help develop legislation for an agency. Records may include membership lists, minutes, agendas, fiscal impact statements, work notes, draft legislation, member comments on drafts, final committee version of legislation, and related documentation. Retention: Retain 6 years, destroy.

(13) Legislative Tracking Records : Series documents the development and monitoring of legislation which may have an impact on an agency’s programs or policies. Records may include concept statements, proposals, bill logs, fiscal/organizational impact analysis papers, copies of bills, testimony summaries, committee reports, agendas, and related documentation. Does not include copies of legislative bills used solely to monitor the legislative process. Retention: (a) Retain copies of legislative records used for research until no longer needed, destroy; (b) Retain all other records 4 years, destroy .

(14) Litigation and Administrative Hearing Records : Series documents agency activities in litigation and administrative hearings. Records may include court documents, research materials, reports, and related documentation. Retention: (a) Retain court opinions 15 years after litigation or administrative hearing is complete, destroy; (b) Retain all other litigation and administrative hearing records 5 years after litigation is complete, destroy.

(15) Lobbyist Records : Series documents lobbyist and lobbyist employer activities that have been reported to the Oregon Government Ethics Commission. Records may include expenditure reports, registration statements, termination records, guidelines, and related documentation. Retention: (a) Retain expenditure reports 4 years, destroy; (b) Retain all other lobbyist records 5 years after last reported lobbyist activity, destroy.

(16) Lost and Found Property Records : Series documents personal property that has been left behind at an agency facility. Retention: Retain 2 years after disposition or return of property, destroy.

(17) Mailing Lists : Series documents the compilation of names and addresses of persons and organizations by an agency for mailing purposes. Retention: Retain until superseded or obsolete, destroy.

(18) Parking Records : Series documents parking provided for the public or agency staff. Records may include parking permits and applications, special permits, and permit receipts. Retention: Retain 4 years, destroy.

(19) Phone Call Recordings : Series documents routine recording of agency phone calls when the recording is made for quality assurance or internal training purposes. Retention: Retain until no longer needed, destroy.

(20) Policy and Procedure Guideline and Manual Records : Series documents internal instructions, rules, and guidelines for current agency policies and procedures. Records may include authorizing bulletins and advisories, manuals documenting departmental policies and procedures, handbooks, desk manuals, drafts, and related documentation. Retention: (a) Retain final policy document 6 years after superseded, destroy; (b) Retain all other policy development and planning records 1 year after final document produced, destroy); (c) Retain procedure documents until superseded or obsolete, destroy.

(21) Press Release Records : Series documents agency information officially released to the media for dissemination to the public. Records may include press or news releases, prepared statements, public service announcements, and related documentation. Retention: Retain 5 years, destroy.

(22) Project Management Records :Series documents administration of formal projects such as physical infrastructure development, technology implementation, and operational improvement. Records may include project charters, team agreements, risk analyses, stakeholder feedback, project budgets and expenditures, technical documentation, progress reports, and related documentation. Note: Records related to project deliverables are filed with work products. Retention: Retain 10 years after completion or abandonment of project, destroy.

(23) Public Records Disclosure Request Records : Series documents requests for disclosure of public records and provide a record of agency responses. Records may include requests for disclosure, request logs, approvals, denials, copies of petitions to the Attorney General for review of denials of disclosure, Attorney General Orders to grant or deny disclosure, and related documentation. Note: Copies of records created for fulfillment of records requests may be destroyed when no longer needed. Retention: Retain 5 years after last action, destroy.

(24) Publication Preparation Records : Series documents the development of agency reports, studies, directories, leaflets, flyers, brochures, and other publications. Records may include working papers, mock-ups, drafts, and related documentation. Note: Stocks of publications are not public records as defined by ORS 192.005(5) and need not be scheduled. Retention: Retain 1 year after publication printed, destroy.

(25) Radio System Records: Series documents an agency’s use and maintenance of a radio system. Records may include FCC licenses, frequency information, and call sign designations. Retention: (a) Retain call sign designations until superseded or obsolete, destroy; (b) Retain FCC licenses 2 years after expiration, destroy; (c) Retain all other radio system records for the life of the system, destroy.

(26) Records Management Records : Series documents the authorized retention, scheduling, inventory, and disposition of an agency’s records. Records may include records retention schedules, inventory worksheets, schedule authorizations, procedure guidelines, agency storage inventory lists, transmittals, destruction lists, destruction requests and authorizations, and related documentation. Retention: (a) Retain destruction records 25 years, destroy; (b) Retain index and finding aid records until superseded or obsolete, destroy; (c) Retain all other records 5 years after superseded, destroy.

(27) Security and Access Records : Series documents security provided for agency buildings and grounds, including issuance of keys and keycards to staff to enable access to buildings and sites. Records may include surveillance records, security logs, sign-in sheets, security activity reports, incident reports, key inventories, key issue forms, key replacement records, key disposal records, and related documentation. SEE ALSO: Video Surveillance Recordings; and Visitor Log Records. Retention: (a) Retain access and entry logs 3 years, destroy; (b) Retain other key and keycard records 2 years after key is turned in, destroy; (c) Retain records documenting individual employee access rights 6 months after employee separation or access status changed, destroy; (d) Retain all other records 5 years, destroy.

(28) Signature Authorization Records : Series documents the authorization of employees designated to sign official documents. Retention: Retain 6 years after authorization superseded or expired, destroy .

(29) Staff Meeting Records : Series documents the activities and proceedings of agency staff meetings that are not subject to Oregon’s Public Meetings Law (ORS 192.610 to 192.705). Records may include minutes, notes, virtual meeting chats, reports, and related documentation. Retention: Retain until no longer needed, destroy.

(30) Strategic Planning Records : Series documents the development, planning, implementation, assessment, and review of an agency’s strategic or long-term goals through policies, programs, and activities. Records may include strategic and management plans, mission and goal statements, final policy statements and directives, preliminary drafts, work notes, and related documentation. Retention: (a) Retain final document 20 years, destroy; (b) Retain all other records 1 year after final document produced, destroy.

(31) Video Surveillance Recordings : Series documents the video monitoring of agency operated or public facilities, structures, roads, parking lots, and other similar locations. Retention: (a) Retain recordings used as evidence in a criminal, civil, or administrative proceeding until case reaches final disposition, destroy; (b) Retain recordings used for internal investigations until investigation closed, destroy; (c) Retain all other recordings 30 days, destroy.

(32) Visitor Log Records : Series documents the registration of non-agency personnel and visitors into the agency’s building and/or office area. SEE ALSO: Security and Access Records. Retention: Retain 1 year, destroy.

(33) Work Order Records : Series documents requests made for work to be done for one agency division by another agency division. Retention: Retain 1 year after assignment completed or cancelled, destroy.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 2-2025, amend filed 05/29/2025, effective 05/29/2025
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 1-2005, f. & cert. ef. 2-28-05
OSA 5-2002, f. & cert. ef. 10-14-02
OSA 1-1999, f. & cert. ef. 2-4-99, Renumbered from 166-303-0010
OSA 9-1998, f. & cert. ef. 12-30-98
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 1-1995, f. & cert. ef. 5-25-95

Or. Admin. R. 166-300-0017 Board and Commission Records

(1) Appeal and Review Records : Series documents reviews of decisions made by the board or commission or appeals to the board or commission concerning decisions made by state agencies, local governments, or special districts. Records may include narrative history or description of case, minutes and testimony, exhibits, reports and findings of fact, final orders, opinions, conclusions, or decisions, audio and video recordings, working files, hearing schedules and lists of participants, and related documentation. Retention: (a) Retain case files 25 years after case closed, destroy; (b) Retain working files until case is closed, destroy; (c) Retain audio and video recordings 5 years or until transcribed, whichever comes first, destroy.

(2) Board and Commission Formation and Organizational Records : Series documents the formation and organization of the board or commission. Records may include by-laws, position and policy statements, mission and goal statements, rules and regulations, work plans, and related documentation. Retention: Retain permanently, transfer to State Archives after 10 years.

(3) Board and Commission Meeting Records : Series documents the official proceedings of the board, commission, council, or other similarly named group subject to public meeting requirements. Records may include agendas, minutes, meeting notices, items for board action, contested case hearings schedules, committee reports, exhibits, and related documentation. Records may also include audio and video recordings of meetings used to prepare summaries. Retention: (a) Retain minutes permanently, transfer to State Archives after 10 years; (b) Retain audio and video recordings 1 year after minutes approved, destroy, if no minutes approved recordings are treated as minutes; (c) Retain all other records 5 years, destroy.

(4) Board and Commission Reports and Studies : Series documents findings, assessments, recommendations, research activities, studies, accomplishments, goals, and other activities of the board or commission. Records may include project evaluation reports, public surveys, program or plan summaries, progress or performance reports, biennial, annual, or monthly reports, workload studies, photographs, monitoring reports, needs assessment studies, project outlines and schedules, administrative histories, statistics, working papers and drafts, and related documentation. Note: Reports and studies may be considered publications and may be subject to Oregon State Library depository requirements described in ORS 357.090. Retention: (a) Retain final reports and studies 10 years, destroy; (b) Retain working papers, background documentation, and draft material 3 years after final document produced or longer if required by statute or regulation, destroy.

(5) Commodity Assessment Records : Series documents the assessment of fees to handlers, growers, and processors of agricultural products to fund the production and market research, educational, and promotional activities of the agricultural commodity commission. Records include the amount produced or processed and the commission’s assessment per unit of production. Records also include the report sent to the United States Census Bureau on a quarterly basis of the assessment amounts collected from the growers and processors. Retention: Retain 10 years, destroy.

(6) Commodity Promotion Records : Series documents the activities of the agricultural commodity commission to promote the marketing and sale of agricultural commodities. Records may include circulars, advertisements, seminar reports, trip records, promotional statistical reports, marketing budgets, special events records, press releases, and related documentation. Retention: (a) Retain trip records, marketing budgets, and press releases 10 years, destroy; (b) Retail all other records permanently, transfer to State Archives after 10 years.

(7) Complaint and Investigation Records, Establishment : Series documents non-judicial investigations of complaints brought against establishments, alleging violation of laws and administrative rules that govern operation of the establishment. Records may include description of complaint, case files, legal notices and orders, hearing records, audio and video recordings and transcripts, license and certificate records, exhibits, investigative reports, working notes and files, investigation committee records, minutes and agendas, and related documentation. Retention: (a) Retain records for unsubstantiated complaints or complaints not leading to investigation 3 years, destroy; (b) Retain all other records 10 years after investigation is closed, destroy.

(8) Complaint and Investigation Records, Individual : Series documents non-judicial investigations of complaints brought against licensed and unlicensed individuals alleging professional practice violations and any resulting disciplinary actions. Types of complaints may include alleged violations of laws, rules or ethical standards, negligence, practicing outside scope of activities to which the individual is licensed, title violations, breach of confidentiality, and incompetence. Records may include investigation records, complaint forms, narrative description of complaint, complaint log, complaint disposition, hearings and appeals records, audio and video recordings, disciplinary actions such as suspension or revocation, and related documentation. Retention: (a) Retain records for unsubstantiated complaints or complaints not leading to investigation 3 years, destroy; (b) Retain audio and video recordings involved in investigations 4 years or until transcribed, whichever comes first, destroy; (c) Retain all other records 25 years after investigation is closed, destroy.

(9) Crop Production and Acreage Records : Series documents the number of acres devoted to production of an agricultural commodity and the amount of production. Records may include crop production register, acreage survey, and related documentation. Retention: Retain 5 years, destroy.

(10) Education Program Review Records : Series documents the review of public and private educational programs, including college and university certification programs, to determine if licensure requirements, continuing education standards, or teacher certification requirements are being met. Records may include reports from the college about faculty, students, and curriculum, catalogs, self-study evaluations, lists of accredited schools, course listings and descriptions, program descriptions and literature, seminar and workshop agendas, and related documentation. Retention: Retain 5 years, destroy.

(11) Examination and Administration Records : Series documents the administration of license examinations by the licensing board, by an outside examination service, or by a national board. Records may include examination order sheets, sign-in sheets, draft and final copies of exams, sample exams with answers, examination booklets, and related documentation. SEE ALSO: Licensing Records, Establishment; and Licensing Records, Individual. Retention: Retain 10 years, destroy.

(12) Incomplete License Application Records : Series documents the application process that was initiated by an establishment or individual but never completed by the applicant. Records may include incomplete, pending, inactive, withdrawn, or denied status applications. Retention: Retain 1 year, destroy.

(13) Inspection Records, Establishment : Series documents inspections of establishments to ensure compliance with laws and administrative rules that govern operation of the establishment. Records may include inspection ledgers, completed inspection forms, advertisements, contracts, corporation history, inspection reports, equipment checks, and related documentation. Retention: Retain 5 years after most recent inspection, destroy.

(14) Licensing Records, Establishment : Series documents the application process and licensure history of establishments regulated by state law and administrative rule. Records may include license and certificate records, applications, inspection reports, background investigations, staff resumes, reports, lists of licensed establishments, and related documentation. Retention: (a) Retain cemetery, crematory, mortuary, and immediate disposition facility records permanently, transfer to State Archives after administrative need ends; (b) Retain other establishments’ records 5 years after license expires, is revoked, or becomes inactive, destroy.

(15) Licensing Records, Individual : Series documents the process of licensing individuals who have met the professional standards of the applicable licensing board. Series may include applications, renewal notices, copies of licenses or temporary permits, certificate of education or college transcripts, verification of national or out-of-state licensure, examination scores, license audit records, verification of work and supervisory experience, resumes, continuing education records, and related documentation. Retention: Retain records 5 years after license has lapsed, is revoked, or becomes inactive, destroy.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 2-2025, adopt filed 05/29/2025, effective 05/29/2025

Or. Admin. R. 166-300-0020 Facilities/Property Records

(1) Agency Asset, Equipment, and Property Records : Series documents property and equipment owned and/or maintained by an agency. Records may include manuals and specifications, service and repair records, work orders, damaged or stolen asset records, asset disposition records, risk, real property, and transfer reports, money and negotiable securities reports, general risk surveys, lease agreements, and warranties. Retention: (a) Retain equipment maintenance records 1 year after equipment disposed of, destroy; (b) Retain all other records 4 years, destroy.

(2) Asset Inventory Records : Series documents the capitalized and expendable assets of the agency. Examples of capitalized assets may include buildings, real estate, infrastructure assets, vehicles, equipment, furniture, and information technology. Examples of expendable assets include office supplies and other small office purchases. This series applies to routine property control inventories. Retention: (a) Retain records of capitalized assets 3 years after disposal or replacement of asset, destroy; (b) Retain records of expendable assets 3 years, destroy.

(3) Building Records : Series documents the original construction or remodeling of state-owned or leased facilities. Records may include original blueprints and floor plans, as-builts, electrical, plumbing, and HVAC plans, documentation of remodeling and major repairs, engineering blueprints, and documentation of all work that alters the structure’s floor plan, stability, or systems. SEE ALSO: Information System Wiring Records. Retention: (a) Retain records for state-owned facilities for the life of the structure, destroy; (b) Retain records for leased facilities 6 years after expiration of lease, destroy.

(4) Chemical Inventories : Series documents chemicals in use by an agency for purposes of maintaining safety standards (29 CFR 1910). SEE ALSO: Master Material Safety Data Records. Retention: Retain 30 years, destroy.

(5) Hazardous Substance Employer Survey Records : Series documents the locations and quantities of hazardous chemicals and the individuals responsible for the handling of specific hazardous chemicals housed by an agency. This survey is required by the State Fire Marshal pursuant to ORS 453.317. The State Fire Marshal maintains the statewide record copy. Retention: Retain until superseded or obsolete, destroy.

(6) Master Material Safety Data Records : Series documents all hazardous chemicals currently used and held by an agency. Records may include hazardous materials safety data sheets, safety instructions, and emergency instructions. Retention: Retain until superseded or chemical no longer in use, destroy.

(7) Pesticide Application Records : Series documents the application of pesticides to agency buildings or grounds as required by the Oregon Department of Agriculture (ODA) under ORS 634. Records may include pesticide applicator license information and records relating to the agency’s use of the specific pesticide. Retention: Retain 3 years after report submitted to ODA, destroy.

(8) Vehicle Records : Series documents the purchase, maintenance, and disposition of an agency’s fleet vehicles. Records may include purchase records, maintenance and repair records, vehicle registration logs, gas card issuance logs, gas slips, and related documentation. SEE ALSO: Vehicle Accident Records. Retention: (a) Retain daily vehicle inspection records 3 years, destroy; (b) Retain all other records 2 years after disposition of vehicle, destroy.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 2-2025, amend filed 05/29/2025, effective 05/29/2025
OSA 5-2002, f. & cert. ef. 10-14-02
OSA 1-1999, f. & cert. ef. 2-4-99, Renumbered from 166-304-0010
OSA 9-1998, f. & cert. ef. 12-30-98
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 2-1995, f. & cert. ef. 5-25-95

Or. Admin. R. 166-300-0025 Financial Records

(1) 1099-Miscellaneous Forms : Series documents the filing of Federal form 1099-Miscellaneous for vendor information correction. Retention: Retain 6 years, destroy.

(2) Account Balance Records : Series documents internal and external financial account actions including reconciliation, transfer of funds, and receipt of funds. Accounts may be within State Treasury, Statewide Financial Management Application, or with external financial institutions. Records may include worksheets, reports, schedules, journal vouchers, transfer requests, bank/Treasury statements and support reconciliation records, validated deposit slips, and paid check/warrant copies. Retention: Retain 6 years, destroy.

(3) Accounting Structure Organizational Hierarchy Records : Series documents the program and organization of an agency’s accounting structure. Records may include profile listings showing accounting structure and fund split tables, and related documentation. Retention: Retain 6 years, destroy.

(4) Accounting System Input Documents and Listings, and Agency Control Reports : Series documents transactions or changes entered into the accounting system and other subsystems and related quality control. Records may include input documents, batch control reports, hand-posted spreadsheets, control reports, and related documentation. SEE ALSO: Capital Project Financial Records for records relating to capital projects exceeding 50 million dollars in value. Retention: Retain 6 years, destroy.

(5) Accounts Payable Records : Series documents current outstanding liabilities and provides a record of payments of bills by the agency, excluding grants. They may also serve as a subsidiary ledger. SEE ALSO: Grant Records. Retention: Retain 6 years, destroy.

(6) Accounts Receivable Records : Series documents billings and collections and provides a record of money owed to the agency. Serves as a subsidiary ledger of original entry/input and records amounts received from debtors for goods and services. Retention: (a) Retain monthly accounts receivable reports and SFMA requestable reports 6 years, destroy; (b) Retain all other accounts receivable records 6 years after collected or deemed uncollectible, destroy.

(7) Agency-Issued Bond and Loan Records : Series documents the issuance and management of revenue and pass-through bonds, and agency-issued loans. Records may include applications, monitoring, evidence of loan repayment, bond purchase agreements, bond transcripts, indenture, and related documentation. Retention: (a) Retain bond records 6 years after bond maturity, destroy; (b) Retain loan records 6 years after repayment, destroy; (c) Retain denied and withdrawn applications 3 years, destroy.

(8) Annual Financial Reports : Series documents the agency’s annual financial condition and results of operation as of June 30 using trial balance data. These reports are used as a reference by the Secretary of State, Audits Division and included in the Annual Comprehensive Financial Report (ACFR) produced by the Department of Administrative Services. Records may include transmittal cover sheet, organization and function, combined balance sheet, combined statement of revenues, expenditures, changes in fund balance, notes to the financial statement, and exhibits. Exhibits may include a working trial balance by fund type, adjustments to accounting data, cash flow analysis, and other documents supporting statement amounts and notes. The Department of Administrative Services maintains the statewide record copy of the ACFR. Retention: Retain 6 years, destroy.

(9) Budget Allotment Records : Series documents the agency’s containment within quarterly budget authorizations using expenditure, encumbrance, and budget data. Records are used to develop and monitor apportioned fiscal distributions. Retention: Retain present and previous biennium, destroy.

(10) Budget Preparation Records : Series documents the agency’s activity to plan, develop, estimate, and propose biennial budget requests. Records may include budget requests, spreadsheets, expenditure projection work papers, preliminary division/section budget proposals, budget development schedules, allotment reports, decision packages, spending plans, funding formula factor analysis, compensation plan proposals, contingency/deviation plans, performance measures, fiscal impact analysis, monthly trial balance summaries, expenditure detail reports, revenue detail reports, monthly encumbrance registers, expenditure and revenue registers, and related documentation. Retention: Retain present and previous biennium, destroy.

(11) Capital Project Financial Records: Series documents financial expenditures for projects relating to capital assets exceeding 50 million dollars in value. Records may include invoices, vouchers, payment receipts, expenditure records, and related documentation. SEE ALSO: Accounting System Input Documents and Listings, and Agency Control Reports; Expenditure and Revenue Report Records; Invoice Records; and Voucher Records for capital projects less than 50 million dollars in value. Retention: Retain 6 years or 3 years after project completion, whichever is longer, destroy.

(12) Cash Receipt Records : Series documents tabulated and keyed-in transactions for cash received by the agency. Records may include cash register tapes or equivalents, copies of receipts, and batch sheets. SEE ALSO: Receipt Records. Retention: Retain 6 years, destroy.

(13) Check Records : Series documents checks written, received, or cancelled by an agency. Records may include check registers, requests for cancellation, redeemed, void, and canceled checks, and related documentation. Retention: Retain 6 years, destroy.

(14) Competitive Bid and Competitive Proposal Records : Series documents the evaluation and award of bids to vendors and/or agencies and provides evidence of accepted and rejected bids and proposals. Records may include requests for proposals, proposals, invitations to bid, bids, bid and quote lists, notices of bid and proposal opening and award, comparison summaries, spreadsheets, tabulation worksheets, bid and proposal advertising records, tally sheets, bid specifications, and related documentation. SEE ALSO: Purchasing Records; and Vendor Report Records. Retention: Retain 6 years after bid awarded or procurement canceled, destroy.

(15) Credit Records : Series documents the usage of credit and debit cards by state agencies, including payments received, purchases made, and issuance of cards by agencies. Records may include applications and approval for state-issued cards, monthly statements, receipts, transaction logs, and related documentation. Retention: (a) Retain receipts for payments received by agency 3 years after transaction, destroy; (b) Retain application and approvals 3 years after card cancelled, revoked, or denied, destroy; (c) Retain all other credit card records 6 years, destroy.

(16) Debit/Credit Advice Records : Series documents the receipt of and/or verification of special deposits or withdrawals and the adjustment of dollar amounts in funds because of recording errors or fund transfers between accounts. Retention: Retain 6 years, destroy.

(17) Deposit Slip Records : Series documents monies deposited in banks at privately operated institutions and the State Treasury. Retention: Retain 6 years, destroy.

(18) Emergency Board Request Records : Series documents an agency’s requests to the Legislative Emergency Board for additional funds or authority to spend funds between legislative sessions. Records may include requests, schedules and agendas, exhibits, organization charts, testimony summaries, fiscal analyses, legislative progress reports, revenue projections, reclassification plans, presentation drafts, performance measures, other exhibits, and related documentation. Retention: Retain present and previous biennium, destroy.

(19) Encumbrance Register Records : Series documents outstanding encumbrances (financial obligations), purchase commitments, and vouchers written to liquidate or reduce encumbrances. Retention: Retain 6 years, destroy.

(20) Expenditure and Revenue Report Records : Series documents expenditures, revenue, encumbrances, and budgetary data, and are used to monitor and control expenditures in accordance with Legislatively Approved Budgets. SEE ALSO: Capital Project Financial Records for records relating to capital projects exceeding 50 million dollars in value. Retention: (a) Retain monthly expenditure and revenue reports 6 years, destroy; (b) Retain expenditure and revenue projection reports until superseded or obsolete, destroy; (c) Retain all other expenditure and revenue reports 2 years, destroy.

(21) Gift Tracking Records : Series documents gifts to agency officials, employees, and volunteers, and are used to document compliance with the ethics and disclosure requirements found in ORS 244. Records may include spreadsheets, correspondence, and related documentation. Retention: Retain 3 years, destroy.

(22) Grant Records : Series documents the application, evaluation, awarding, administration, monitoring, and status of grants in which the agency is the recipient, grantor, allocator, or administrator. Grants may be awarded from federal or state government, or other public or private funding sources. Records may include applications including project proposals and narratives, summaries, objectives, activities, budgets, exhibits, and award notification, grant evaluation records and recommendations concerning applications, grant administration records including progress reports, budgets, project objectives, proposals, and summaries, records documenting allocation of funds, grant agreements, records monitoring project plans and measuring achievement and performance, equipment inventories, financial reports, accounting records, audit reports, expenditure reports, and related documentation. SEE ALSO: Contract, Lease, and Agreement Records. Retention: (a) Retain grant records, including SFMA requestable reports 5 years after final or annual expenditure report accepted, destroy; (b) Retain unsuccessful grant applications 3 years after rejection or withdrawal, destroy; (c) Retain capital asset records 3 years after disposition of assets, destroy.

(23) Invoice Records : Series documents goods and services billed by the agency. Records may include invoice registers and itemized invoices. SEE ALSO: Capital Project Financial Records for records relating to capital projects exceeding 50 million dollars in value. Retention: Retain 6 years, destroy.

(24) Journal Entry Register Records : Series documents an account record of original entry/input and provides a record of debit and credit journal transactions. Retention: Retain 6 years, destroy.

(25) Legislatively Adopted Budget Records : Series documents the comprehensive financial plan for the agency’s biennial operating budget that was approved by the Legislature and forms a basis for appropriations. Records may include supplemental reports dealing with affirmative action, productivity, performance measures, improvement in programs, information systems, and other subjects. The Department of Administrative Services, Budget and Management section maintains the statewide record copies of Legislatively Adopted Budgets. Retention: Retain 10 years, destroy.

(26) Oregon State Treasury Report Records : Series documents reports generated by the Oregon State Treasury and are used to update an agency on account and fund status and activity, investment balances and transactions, and the agency’s activities in issuing debt. Records may include banking, account, and other finance reports, investment reports, and debt management reports. Retention: (a) Retain daily account reports until superseded by monthly reports which summarize daily activity, destroy; (b) Retain debt management reports 6 years after indebtedness is retired, whether by maturing or being called, destroy; (c) Retain all other State Treasury reports 6 years, destroy.

(27) Petty Cash Fund Records : Series documents petty cash activity for the agency. Records may include requests and authorizations to establish petty cash funds, ledgers, statements, requests for disbursements, and copies of receipts and invoices. Retention: Retain 6 years, destroy.

(28) Purchasing Records : Series documents the purchase of goods and services by the agency. Records may include purchase orders and requests, purchase authorizations, requisitions, contract release orders, price agreements, material/cost specifications, copy center/printing orders, and related documentation. SEE ALSO: Competitive Bid and Competitive Proposal Records; and Vendor Report Records. Retention: Retain 6 years, destroy.

(29) Receipt Records : Series documents acknowledgment of payment and/or delivery. Records may include receipt registers and individual receipts. SEE ALSO: Cash Receipt Records. Retention: Retain 6 years, destroy.

(30) Travel Expense Records : Series documents reimbursement claims made by employees for travel and related expenses. Records may include travel expense detail sheets and related documentation. Retention: Retain 6 years, destroy.

(31) Trial Balance Report Records : Series documents summaries of general ledger accounts and shows the agency’s current financial position. Reports are used to prepare the agency’s financial statements. Retention: Retain 6 years, destroy.

(32) Unclaimed Property Report Records : Series documents annual reports submitted to the State Treasury of financial assets being held for a person or entity that cannot be found. Records may include Holder Report, owner information, and related documentation. Note: Unclaimed property is not real estate, abandoned personal property, or lost and found items. Retention: Retain 3 years after the property is remitted to the State Treasury, destroy.

(33) Vendor Report Records : Series documents vendor data used to select vendors and to track voucher and purchase order status. SEE ALSO: Purchasing Records. Retention: (a) Retain annual vendor reports 6 years, destroy; (b) Retain all other vendor reports until superseded or obsolete, destroy.

(34) Voucher Records : Series documents individually authorized expenditure transactions. Records provide the documentation and backup for all payments to vendors. Voucher files may contain invoices, receipts, travel expense detail sheets, purchase requests, purchase orders, cancelled checks, and related documentation. SEE ALSO: Capital Project Financial Records for records relating to capital projects exceeding 50 million dollars in value. Retention: Retain 6 years, destroy.

(35) Voucher Register Records : Series documents a book of original entry and provides a listing of vouchered disbursement transactions. Retention: Retain 6 years, destroy.

(36) Warrant Cancellation and Reissuance Request Records : Series documents the request to cancel warrants issued on vouchers and to request the issue of duplicates. Records may include request memoranda, affidavits, related documentation, and memoranda from the Department of Administrative Services confirming re-issuance. Retention: Retain 6 years, destroy.

(37) Warrant Records : Series documents the promise to pay and the authorization for claim payments. Records may include redeemed, void cancelled, and undeliverable warrants, and related documentation. Retention: (a) Retain undeliverable warrants until expired, destroy; (b) Retain all other warrants 6 years, destroy.

(38) Warrant Register Records : Series documents a listing of warrants issued by an agency. Retention: Retain 6 years, destroy.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 5-2025, minor correction filed 08/15/2025, effective 08/15/2025
OSA 2-2025, amend filed 05/29/2025, effective 05/29/2025
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 2-2010, f. & cert. ef. 9-3-10
OSA 1-2010, f. & cert. ef. 5-27-10
OSA 1-2009, f. & cert. ef. 2-19-09
OSA 1-2005, f. & cert. ef. 2-28-05
OSA 5-2002, f. & cert. ef. 10-14-02
OSA 1-1999, f. & cert. ef. 2-4-99, Renumbered from 166-305-0010
OSA 9-1998, f. & cert. ef. 12-30-98
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 3-1995, f. & cert. ef. 5-25-95

Or. Admin. R. 166-300-0030 Information Systems Records

(1) Cybersecurity Records : Series documents the security of an agency’s information systems and network infrastructure. Records may include employee access requests, access authorizations, system access logs, documentation of security incidents and response, and related documentation. SEE ALSO: the Risk Management Records section; Policy and Procedure Guidelines and Manuals Records; and Data Breach Records. Retention: (a) Retain system access logs 3 years, or longer if required by separate statute or regulation, destroy; (b) Retain cybersecurity incident records related to data breach as per Data Breach series; (c) Retain cybersecurity incident records not related to a data breach 5 years after incident resolved, destroy; (d) Retain all other cybersecurity records 3 years after superseded or authorization expired, destroy.

(2) Data Breach Records : Series documents the investigation, assessment, and disclosure notification of breaches in agency computer systems. Records document the response to an unauthorized access to computerized data possibly compromising the security, confidentiality, or integrity of personal information, as required by ORS 646A.600 to 646A.628. Records may include documentation of the unauthorized access of the information security system, potentially affected personal information or data elements, incident reports, investigation reports, consultation reports, and disclosure notifications. SEE ALSO: Cybersecurity Records. Retention: (a) Retain records of incidents which require notification 10 years after completion of investigation, destroy; (b) Retain records of incidents not requiring notification 5 years after completion of investigation, destroy.

(3) Dataset Inventory Records : Series documents the location, structure, and use of agency datasets. Retention: (a) Retain biennial inventory until confirmed received by State Chief Data Officer, destroy; (b) Retain ongoing inventory and supporting documents until superseded or obsolete, destroy.

(4) Information System Application Documentation Records : Series documents the addition, modification, and removal of operating systems, in-house build applications, and other software from agency information systems. Records may include system overviews, operations logs, job listings, instruction manuals, system development logs, system specifications and changes, conversion notes, dataset logs, dataset record layouts, programming logs, program specifications and changes, control program table documentation, and program listings. SEE ALSO: Information System Maintenance Records; Information System Planning and Development Records; and Software Management Records. Retention: (a) Retain migration plans until superseded or obsolete, destroy; (b) Retain routine system-generated metadata and operational logs until no longer needed, destroy; (c) Retain all other records 1 year after life of system, destroy.

(5) Information System Architecture Records : Series documents the structural design of agency information systems, including interrelationships between data in different systems throughout the agency. Records may include plans, diagrams, and related documentation. SEE ALSO: Dataset Inventory Records; and Information System Planning and Development Records. Retention: Retain 1 year after superseded or obsolete, destroy.

(6) Information System Maintenance Records : Series documents the maintenance of an agency’s computer systems and are used to ensure compliance with warranties and service contracts, schedule regular maintenance, diagnose system or component problems, document system backup procedures, and migrate information from a former system to a new system. Records may include computer equipment inventories, hardware performance reports, component maintenance records (warranties, maintenance logs, maintenance reports, and related records), system backup reports and procedures, backup tape inventories, and related documentation. Retention: (a) Retain records related to system or component repair or service 1 year after life of system or component, destroy; (b) Retain records documenting system backup procedures 1 year after superseded or obsolete, destroy.

(7) Information System Planning and Development Records : Series documents the planning and development of agency information systems. Records may include information technology plans, feasibility studies and cost-benefit analyses, agency studies and surveys, system specifications and revisions, software evaluations, component proposals, technical literature, vendor literature and proposals, and related documentation. Note: For records related to administration of a project see Project Management Records. Retention: (a) Retain implemented systems for life of system, destroy; (b) Retain unimplemented systems 3 years, destroy.

(8) Information System Wiring Records : Series documents the wiring of an agency’s information system network. Records may include blueprints or diagrams of information system wiring, cables, and computer equipment connections, and related documentation. Retention: Retain until superseded or obsolete, destroy.

(9) Microfilm and Imaging Quality Control Records : Series documents that microfilm or digital images produced by or for state agencies conforms to the specifications required by OAR 166-025. Records may include microfilmed and digitally imaged records lists, microfilm reel indexes, service bureau transmittals, film inspection reports, methylene blue certifications, camera/processor/duplicator inspection reports, equipment and operator logs, and related documentation. Retention: (a) Retain microfilm quality control records for life of documented film, destroy; (b) Retain digital imaging quality control records until images pass initial quality checks, destroy.

(10) Software Management Records : Series documents the use of software in agency information systems to ensure that agency software packages are compatible, license and copyright provisions are complied with, and upgrades are obtained in a timely manner. Records may include software inventories, software licenses, site licenses, and related documentation. SEE ALSO: Work Order Records. Retention: Retain 1 year after software disposed of or upgraded, destroy.

(11) Telecommunications System Management Records : Series documents the creation, modification, and disposition of agency telecommunications systems. Records may include equipment records, Federal Communications Commission records, system planning records, telecommunications maintenance contracts, telecommunications service and repair orders, and related documentation. SEE ALSO: Work Order Records. Retention: Retain 1 year after life of system, destroy.

(12) User Support Records : Series documents troubleshooting and problem-solving assistance provided by the agency’s information systems personnel to users of computers, telecommunications, and other systems. Records may include assistance requests, resolution records, and related documentation. Retention: (a) Retain routine assistance records until problem resolved, destroy; (b) Retain records with ongoing reference value until superseded or obsolete, destroy.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 4-2025, minor correction filed 08/15/2025, effective 08/15/2025
OSA 2-2025, amend filed 05/29/2025, effective 05/29/2025
OSA 5-2002, f. & cert. ef. 10-14-02
OSA 1-1999, f. & cert. ef. 2-4-99, Renumbered from 166-306-0010
OSA 9-1998, f. & cert. ef. 12-30-98
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 2-1995, f. & cert. ef. 5-25-95

Or. Admin. R. 166-300-0035 Payroll Records

(1) Deduction Register Records : Series documents both voluntary and required deductions from the gross pay of agency employees. Deductions may include federal income and social security taxes, state income tax, workers’ compensation, union dues, insurance, deferred compensation, credit union, parking permit, pre-written checks, garnishments, levies, charitable contributions, and others. Retention: Retain 5 years, destroy.

(2) Employee Payroll Records : Series documents individual employee pay history. Records may include source documents authorizing payroll deductions and withholding such as Public Employee Retirement System (PERS) enrollment forms, insurance applications, beneficiary designations, leave authorizations, pay related personnel action documents, garnishment records, child support claim records, electronic deposit authorizations, work out of class and overtime authorizations, deduction reports, and related documentation. SEE ALSO: Employee Personnel Records; and Employee Benefits Records. Retention: (a) Retain PERS enrollment records 75 years, destroy; (b) Retain garnishment records 4 years after resolution, destroy; (c) Retain deduction authorization records 3 years after superseded, eligibility expired, or employee separation, destroy; (d) Retain all other employee payroll records 3 years after employee separation, destroy.

(3) Employee Time Records : Series documents hours worked and leave hours accrued and taken by agency employees. SEE ALSO: Leave Application Records. Retention: Retain 4 years, destroy.

(4) Federal and State Tax Records : Series documents the collection, distribution, deposit, and transmittal of federal and state income taxes and social security tax. Records include the federal Miscellaneous Income Statement (1099), Request for Taxpayer Identification Number and Certificate (W-9), Employers Quarterly Federal Tax Return (941, 941E), Tax Deposit Coupon (8109), Withholding Allowance Certificates (W-4), Wage and Tax Statements (W-2), and related federal and state tax forms. Retention: (a) Retain Withholding Allowance Certificates (W-4) 5 years after superseded or employee separation, destroy; (b) Retain all other federal and state tax records 5 years, destroy.

(5) Leave Application Records : Series documents applications or requests submitted by employees for sick, vacation, compensatory, personal business, family and medical leave, long-term leave, and other leave time. SEE ALSO: Employee Time Records. Retention: (a) Retain Family Medical Leave Act records 3 years, destroy; (b) Retain all other records 1 year, destroy.

(6) Oregon State Payroll Application (OSPA) Report Records : Series documents reports generated by the Department of Administrative Services Joint Payroll System, used to update an agency on employee earnings, deductions, and leave accrual. Reports may include Time Sheet Audit and Control Reports, Time Sheet Exception Reports, Payroll Register Detail and Summary Reports, Deduction Register Detail and Summary Reports, FICA Magnetic Tape Reconcile Detail, PERS Current Employee Contribution, Deferred Compensation by Plan, Year-to-Date Corrections, and ACH Direct Deposit Register. Oregon Statewide Payroll Services maintains the statewide record copy of the Leave Accrual Detail Transaction Register (1987 - present), the Payroll Register Detail Report (1951 - present), and the Payroll Year-to-Date Register (1976 - present). Retention: (a) Retain pre-1987 Leave Accrual Detail Transaction Registers 75 years, destroy; (b) Retain 1987 and later Leave Accrual Detail Transaction Registers 10 years, destroy; (c) Retain pre-1951 Payroll Register Detail Reports 75 years, destroy; (d) Retain 1951 and later Payroll Register Detail Reports 4 years, destroy; (e) Retain pre-1976 Payroll Year-to-Date Register or Monthly Payroll Registers 75 years, destroy; (f) Retain 1976 and later Payroll Year-to-Date Registers or Monthly Payroll Registers 10 years, destroy; (g) Retain all other payroll system reports 4 years, destroy.

(7) Payroll Administrative Report (Non-OSPA) Records : Series documents an agency’s statistical studies, payroll budget preparation, projections, workload and personnel management, and payroll research. Retention: Retain 4 years, destroy.

(8) Unemployment Compensation Claim Records : Series documents claims submitted by former agency employees for unemployment compensation. Records may include claims, notices, reports, claim determination appeal records, and related documentation. Retention: Retain 4 years, destroy.

(9) Unemployment Report Records : Series documents employee earnings on a quarterly basis, which are used to determine costs and charges in the event of an unemployment compensation claim. Retention: Retain 4 years, destroy.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 2-2025, amend filed 05/29/2025, effective 05/29/2025
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 5-2002, f. & cert. ef. 10-14-02
OSA 1-1999, f. & cert. ef. 2-4-99, Renumbered from 166-307-0010
OSA 9-1998, f. & cert. ef. 12-30-98
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 1-1995, f. & cert. ef. 5-25-95

Or. Admin. R. 166-300-0040 Personnel Records

(1) Affirmative Action Records : Series documents agency compliance with the statutes and regulations of the U.S. Equal Employment Opportunity Commission regarding affirmative action. Records include affirmative action plans and policies and their revisions and updates, which are required to be submitted to the Office of Cultural Change (OCC) at the Department of Administrative Services (DAS). Records may also include reports and supporting documentation. The OCC maintains the statewide record copy of plans and policies. Retention: (a) Retain Affirmative Action plans and policies 3 years after superseded or obsolete, destroy; (b) Retain all other Affirmative Action records 3 years, destroy.

(2) Collective Bargaining Records : Series documents the agency’s role in initial and ongoing collective bargaining between the state and a bargaining unit. Records may include union contracts and amendments, tentative agreements, arbitrator’s recommendations, negotiation work notes, strike contingency plans, management counter proposals, negotiation updates, newspaper clippings, press releases, research background material, employee classification printouts, and related documentation. The Department of Administrative Services maintains the statewide record copy. Retention: (a) Retain agency proposals and notes until contract superseded or obsolete, transfer to Department of Administrative Services; (b) Retain all other agency collective bargaining records 6 years after contract expiration, destroy.

(3) Criminal Background Check Records : Series documents the pre-employment or periodic criminal record check performed by the agency on prospective or current staff, faculty, and volunteers. Records may include a Fingerprint-Based Criminal History Verification form documenting the result of a criminal history background check coordinated by the Oregon Law Enforcement Data System (LEDS). Retention: (a) Retain background check log until superseded or obsolete, destroy; (b) Retain all other criminal background check records 90 days, destroy.

(4) Drug Testing Records : Series documents the testing of current and prospective employees for controlled substances prohibited by policy, procedure, or statute. Records may include the documentation of test results, the collection process, the random sample process, and documentation regarding the decision to administer reasonable suspicion drug testing. Retention: (a) Retain positive test results 5 years, destroy; (b) Retain negative test results 1 year, destroy.

(5) Employee Benefits Records : Series documents an individual employee’s benefit information such as selection of insurance plans, retirement, pension, and disability plans, deferred compensation plans, and other benefit program information. Records may include plan selection and application forms, enrollment records, contribution and deduction summaries, personal data records, authorizations, beneficiary information, benefits continuation records, and related documentation. SEE ALSO: Employee Payroll Records. Retention: (a) Retain PERS enrollment records 75 years, destroy; (b) Retain all other benefits records 3 years after employee separation or eligibility expired, destroy.

(6) Employee Medical Records : Series documents an individual employee's work-related medical history. Records may include medical examination records (pre-employment, pre-assignment, periodic, or episodic), X-rays, records of significant health or disability limitations related to job assignments, documentation of work-related injuries or illnesses, hearing test records, first-aid incident records, physician statements, release consent forms, and related documentation. SEE ALSO: Employee Hazard Exposure Records. Note: These records are not personnel records and must be kept in a separate location from employee personnel records as required by the Americans with Disabilities Act. Retention: Retain 7 years after separation, destroy.

(7) Employee Personnel Records : Series documents an individual’s work history. Records may include records used to determine the employee’s qualification for employment, promotion, compensation, employment termination or other disciplinary action; application and separation documentation; performance and disciplinary records; personal contact information; and conflict of interest forms and oaths of office. The Department of Administrative Services Chief Human Resources Office maintains the statewide record. Retention: (a) Retain employment applications (most recent and first successful), personnel actions, employee contracts, home address/telephone disclosures and emergency notification information (most recent), and oaths of office 10 years after employee separation, destroy; (b) Retain disciplinary and investigatory records for 7 years, destroy; (c) Retain all other employee personnel records 3 years, destroy.

(8) Employee Training Records : Series documents individual employee participation in required or optional training. Records may include enrollment and attendance records, grade reports, certificates of completion, and related documentation. Retention: Retain 3 years, destroy.

(9) Employment Eligibility Verification Forms (I-9) Records : Series documents the filing of U.S. Immigration and Naturalization Service Form I-9 verifying that an applicant or employee is eligible to work in the United States. Retention: Retain 5 years after date of hire or 1 year after employee separation, whichever is longer (8 CFR 274), destroy.

(10) Equal Employment Opportunity Commission Compliance Records : Series documents agency compliance with U.S. Equal Employment Opportunity (EEO) Commission regulations. Records may include EE0-4 reports, anti-discrimination committee meeting records and reports, workplace analyses, discrimination complaint policies and procedures, and related documentation. SEE ALSO: Equal Employment Opportunity, Oregon Workplace Fairness Act, and Public Civil Rights Complaint Records. Retention: (a) Retain policies and procedures 3 years after superseded, destroy; (b) Retain all other EEO records 4 years, destroy.

(11) Equal Employment Opportunity, Oregon Workplace Fairness Act, and Public Civil Rights Complaint Records : Series documents complaints made against an agency. Records may include complaints, case files, reports, exhibits, withdrawal notices, copies of decisions, hearings and meetings records, and related documentation. Retention: Retain 5 years after final decision issued, destroy.

(12) Layoff Records : Series documents procedures and computations used in laying off agency employees. Records may include service credit computations, service credit lists, layoff ranking lists, layoff notice letters, employee layoff election forms, and related documentation. Related records may be filed in an individual employee’s personnel record. Retention: Retain 5 years, destroy.

(13) Pay Equity Records : Series documents the study, analysis, and resolution of pay equity, alleged job discrimination, and related issues involving an agency and its employees. Records may include job content questionnaire summaries, position allocation reports, personnel reclassification studies, job category listings, and related documentation. Retention: Retain 15 years, destroy.

(14) Position Description and Reclassification Records : Series documents studies and evaluations of individual positions or classes to determine if reclassification is appropriate. Records may include old and new position descriptions, organizational charts, classification specifications, desk audits, salary surveys, classification review reports, and related documentation. Retention: Retain 3 years after updated or position abolished, destroy.

(15) Position Inventory Control System (PICS) Reports : Series documents agency compliance with budgetary personnel authority using reports generated by the Department of Administrative Services. The Department of Administrative Services maintains the statewide record copy. Retention: Retain 4 years, destroy.

(16) Recruitment and Selection Records : Series documents the recruitment and selection of agency employees. Records may include position authorization forms, job announcements, classification specifications, position advertisement records, applicant lists, certificates of eligibles, affirmative action statistical sheets, interview questions, tests (such as experience and training ratings, multiple-choice tests, and interview panel ratings), interview notes, recruitment summary records (job announcement, position description, documentation relating to the announcement and test, and test items and ratings levels), and related documentation. Note: Unsolicited application materials are non-record and may be destroyed when not needed. SEE ALSO: Criminal Background Check Records. Retention: (a) Retain announcement records, position description, and test and rating records 10 years, destroy; (b) Retain all other records 5 years after position filled or recruitment cancelled, destroy.

(17) Volunteer Program Records : Series documents the activities and administration of volunteer programs in an agency. Records may include volunteer applications, emergency notification forms, volunteer hour statistics, volunteer program publicity records, insurance requirement information, and related documentation. SEE ALSO: Criminal Background Check Records. Retention: (a) Retain individual volunteer records 3 years after volunteer separation, destroy; (b) Retain all other volunteer program records 5 years, destroy.

(18) Work Schedules and Assignment Records : Series documents the scheduling and assignment of shifts, tasks, projects, or other work to agency employees. Records may include calendars, schedules, lists, charts, rosters, and related documentation. Retention: (a) Retain records designed and used to assess employee performance 3 years, destroy; (b) Retain all other work schedules and assignment records 1 year, destroy.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 2-2025, amend filed 05/29/2025, effective 05/29/2025
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 5-2002, f. & cert. ef. 10-14-02
OSA 1-1999, f. & cert. ef. 2-4-99, Renumbered from 166-308-0010
OSA 9-1998, f. & cert. ef. 12-30-98
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 1-1995, f. & cert. ef. 5-25-95

Or. Admin. R. 166-300-0045 Risk Management Records

(1) Communicable Disease Contact Tracing Records : Series documents the movement of employees, volunteers, and visitors at government sponsored activities or government facilities, not otherwise covered by Visitor Logs, or liability waivers. Includes documentation for any disease for which there is a public health risk and need to track. Records may include screening information, sign-in sheets, contact information such as names and addresses, and related documentation. Note: Agencies may be required to transfer tracing data to Oregon Health Authority (OHA) or County Public Health departments in the event of an epidemic or pandemic. For records documenting individual cases of communicable disease among employees, see Employee Medical Records. Retention: (a) Retain logs involved in an active contact tracing event 30 days or until resolution of event, whichever is longer, destroy; (b) Retain all other logs 30 days, destroy.

(2) Emergency Response Plans and Procedures Records : Series documents the development, testing, implementation, and updating of agency plans and procedures for operations during and following an emergency or disaster. Records may include disaster preparedness and business resumption plans, procedures to follow in response to specific situations, and related documentation. Retention: Retain until superseded or obsolete, destroy.

(3) Employee Hazard Exposure Records : Series documents an employee’s exposure to hazardous conditions such as chemicals, toxic substances, blood-borne pathogens, biological agents, bacteria, viruses, fungi, radiation, noise, dust, heat, cold, vibration, repetitive motion, or other dangerous work-related conditions. Records may include hearing test records, radiation measurement records, blood test or other laboratory results, incident reports, first-aid records, X-rays, workstation air sampling reports, and related documentation. SEE ALSO: Employee Medical Records. Retention: (a) Retain noise exposure measurement records 2 years (29 CFR 1910.95), destroy; (b) Retain audiometric test records until employee separation (29 CFR 1910.95), destroy; (c) Retain all other hazard exposure records 30 years after employee separation (29 CFR 1910.1020), destroy.

(4) Incident Report Records : Series documents employee or non-employee accident and injury incidents that occur in the workplace, regardless of whether the incident results in a claim. Records may include incident reports, occupational injury report and investigation records, employee identification and physical assessment forms, and related documentation. SEE ALSO: Employee Hazard Exposure Records. Retention: (a) If incident results in a claim transfer to appropriate claim file; (b) If no claim results retain 10 years, destroy; (c) If incident involves employee hazard exposure retain 30 years after employee separation (29 CFR 1910.1020), destroy.

(5) Insurance Fund Claim Records : Series documents requests for payment of insurance claims from Department of Administrative Services Risk Management Division. Records may include Auto/Liability (Tort)/Property Claim Reports, estimates of repairs, accident reports, police reports, and related documentation. The Department of Administrative Services Risk Management Division maintains the statewide record copy. Retention: Retain 4 years after claim paid or denied, destroy.

(6) Occupational Injury and Illness Records : Series documents occupational injuries and illnesses which occur in the workplace and provides information required by the Oregon Occupational Safety and Health Administration (OR-OSHA). Records may include logs and summaries of recordable occupational injuries and illnesses, OSHA Form 200, supplementary records and OSHA Form 301, serious injury reports, injury cost reports, annual occupational injury and illness summaries and other surveys, and related documentation. Retention: Retain 5 years following the year to which they relate, destroy.

(7) Risk Factor Evaluation Records : Series documents the assessment of various risk factors for an agency and may also be used to identify hazards and risks for use in emergency preparedness and response planning. Records may include worksheets, annual Department of Administrative Services Risk Management Division reports and supplemental information, insurance coverage and premium data, restoration fund inventory reports, policy manuals, property transfer reports, self-insurance manuals, real property reports, money and negotiable securities reports, general risk surveys, and related documentation. Retention: Retain 4 years, destroy.

(8) Safety Compliance and Inspection Records : Series documents an agency’s compliance with state and local safety regulations, determined as a result of a complaint or through periodic safety inspections by OR-OSHA, State Fire Marshal, and other state or local agency inspectors. Records may include inspection reports on buildings (including inspections of fire alarm and security systems, elevators, and boilers), complaints, citations, notices of penalties, correction orders, follow-up actions, extension notices, variance records, and related documentation. Retention: Retain 10 years, destroy.

(9) Safety Program Records : Series documents an agency’s program to promote a safe work environment for its employees. Records may include safety policies, plans, and procedures, workplace safety committee records, reports on inspections conducted by the safety officer, evacuation rosters and reports, and related documentation. Retention: (a) Retain safety policies, plans, and procedures 5 years after superseded, destroy; (b) Retain inspection reports and workplace safety committee minutes, agendas, reports, evaluations, and recommendations 10 years, destroy; (c) Retain all other safety program records 5 years, destroy.

(10) State Accident Insurance Fund (SAIF) Claim Records : Series documents job-related injury and illness compensation claims made by agency employees to the State Accident Insurance Fund and the resulting claim disposition. Records may include injury reports (WCD Form 801), notices of claim acceptance or denial, determination orders, medical reports, notices of closure, employer’s payroll reports, agency’s copy of Workers Compensation Board hearing transcripts, Board Orders, claim disposition agreement documents, agency investigation reports, appeal letters, vocational rehabilitation records, legal documents, and related documentation. Retention: Retain 6 years after final disposition of claim, destroy.

(11) Vehicle Accident Records : Series documents accidents involving state-owned vehicles. Records may include state claim forms, photographs, accident reports, repair estimates, and related documentation. The Department of Administrative Services maintains the statewide record copy of the Claim Form. SEE ALSO: Insurance Fund Claim Records. Retention: Retain 4 years, destroy.

History

Statutory/Other Authority: ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895
OSA 2-2025, amend filed 05/29/2025, effective 05/29/2025
OSA 5-2002, f. & cert. ef. 10-14-02
OSA 1-1999, f. & cert. ef. 2-4-99, Renumbered from 166-310-0010
OSA 9-1998, f. & cert. ef. 12-30-98
OSA 3-1996, f. 9-4-96, cert. ef. 9-15-96
OSA 3-1995, f. & cert. ef. 5-25-95

Division 400 EDUCATIONAL SERVICE DISTRICTS, SCHOOL DISTRICTS, AND INDIVIDUAL SCHOOL RECORDS

Or. Admin. R. 166-400-0010 Administrative Records

(1) Activity and Room Scheduling Records document scheduling and reservations related to public participation and use of various agency activities, events, classes and facilities. Includes schedules, logs, lists, requests, and similar records. Minimum retention: 1 year.

(2) Activity Reports, General Daily, weekly, monthly, or similar reports documenting the activities of employees. Useful for compiling annual reports, planning and budgeting, monitoring work progress and other purposes. Usually tracks type of activity, employees and/or volunteers involved, time spent on activity, work completed, and related information in narrative or statistical form. Minimum retention: 2 years.

(3) Annual Reports document the program or primary functional activities and accomplishments of the office for the previous year. These are often compiled from monthly, quarterly, or other subsidiary activity reports. Usually includes statistics, narratives, graphs, diagrams, and similar information. Minimum retention: Permanent.

(4) Association and Organization Membership Records document the membership and participation of the school, district, or ESD in professional and educational associations and organizations. Records may include but are not limited to meeting announcements and agendas; promotional information; meeting, workshop, and conference records; rules and regulations; reports; proposals and planning records; surveys and questionnaires; meeting minutes; and related documentation and correspondence. This series does not include individual faculty or staff membership records unless such membership is paid for by the school, district, or ESD. Minimum retention: 3 years after school year in which records were created.

(5) Audit Records, Internal Records document the examination of the agency’s fiscal condition, internal control, and compliance policies and procedures. Records may also document performance or other financially related audits by agency or contracted auditors. Records may include audit reports, supporting documentation, comments, and correspondence. Minimum retention: 10 years.

(6) Bond Election Records document the process whereby bond measures to finance school construction and improvements are approved by the voters. Records may include but are not limited to certified copies of election results; county election filing forms; precinct and district maps; election tax levy history; type of election; proposals; assessor’s certification; statistical reports to the Oregon Department of Education; and related correspondence and documentation. SEE ALSO Bond Records in the Financial Records section. Minimum retention: 5 years after school year in which bond matures.

(7) Calendars and Scheduling Records document planning, scheduling and similar actions related to meetings, appointments, trips, visits and other agency activities. Includes calendars, appointment books, notes, telephone messages, diaries, and similar records, regardless of format. Depending on content, some telephone messages and similar records may merit inclusion in related program or project files. This applies to records that contain significant information that is not summarized or otherwise included in reports or similar documents. Calendar and Scheduling information recorded in a personal day planner or personal electronic device may be a public record under ORS Chapter 192. Minimum retention: 1 year.

(8) Child Care Facility License Records document the annual licensing of school child care facilities by the Employment Department, Child Care Division. Records may include but are not limited to sanitation inspection reports; fire safety reports; fire and other emergency drill records; staff development and training records; staff criminal history checks; staff qualification forms; time sheets, staff first aid cards; staff driving records; staff orientation records; official license; Child Care Division inspection reports and certification; and related correspondence and documentation. Minimum retention: (a) If license expired or renewed: 1 year after expiration or renewal (b) If license revoked: 3 years after revoked.

(9) Committee and Board Meeting Records document the activities, decisions, and proceedings of regularly scheduled, special, executive session, or emergency meetings of governing bodies and committees of the school, district, or ESD. Governing bodies may include boards, advisory councils, commissions, site councils, committees, advisory groups, and task forces. Records may include but are not limited to meeting minutes, agendas and agenda packets, exhibits, resolutions, staff reports, sound recordings, membership lists, meeting books, significant correspondence and memorandum, and other supporting documentation. SEE ALSO Budget Records in the Financial Records section. Minimum retention: (a) School board meeting minutes and agendas: Permanent (b) Exhibits, other minutes, and supporting records: 5 years after school year in which records were created (c) Sound recordings, if transcribed or abstracted: 1 year after minutes approved.

(10) Committee and Board Member Records document the election or appointment of school, district, or ESD board, budget committee, and other committee members. Records may include but are not limited to date of election and installation, length of term, zone or district represented, and related biographical information about each board or committee member. Minimum retention: 5 years after term expires.

(11) Conference and Workshop Records document conferences, seminars, workshops, and training activities attended or sponsored by school, district, or ESD personnel. Records may include but are not limited to agendas, reports, speeches, program records, conference or seminar descriptions and schedules, participant lists, fee records, planning records, evaluations, registration material, handouts, and related correspondence and documentation. Records may also include documentation of attendance for certification, continuing education, or in-service training requirements. Minimum retention: (a) Significant program records - school, district, or ESD sponsored: 5 years after school year in which records were created (b) Other records: 2 years after school year in which records were created.

(12) Contracts and Agreements Records document the negotiation, execution, completion, and termination of legal agreements between the school, district, or ESD and other parties, including the Oregon Department of Education. Records include the official contract or agreement, amendments, exhibits, addenda, legal records, contract review records, and related correspondence and documentation. Records do not include leases or property records. Minimum retention: (a) Contracts or agreements documenting building construction, alterations, or repair: 10 years after substantial completion as defined by ORS 12.135(3). (b) Other contracts and agreements: 6 years after expiration.

(13) Correspondence: Records that: 1. document communications created or received by an agency AND 2. directly relate to an agency program or agency administration AND 3. are not otherwise specified in the Educational Service Districts, School Districts and Schools General Records Retention Schedule (OAR 166-400) or in educational service districts, school districts and schools special schedules or in ORS 192.170. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, and information about contracts, purchases, grants, personnel and particular projects or programs. Disposition: File with the associated program or administrative records. Retentions for program records are found in state agency special schedules; retentions for administrative records are typically found in the State Agency General Records Retention Schedule. Communications not meeting the above criteria do not need to be filed and may be retained as needed.

(14) Eighth Grade Examination Records document the examinations given to eighth grade students. Records may include but are not limited to examinations; examinations registers; diploma lists; and related documentation. These records are no longer being created. Minimum retention: Permanent.

(15) Fax Reports Records document facsimile transactions of the agency. Reports may also be used for billing purposes. Information includes date and time fax transmitted or received and recipient/sender’s fax number. Minimum retention: (a) Retain if used for billing: 3 years (b) Retain all other reports: 1 year.

(16) Food/Nutrition Service Program Records document the operation of school food/nutrition service programs. Records may include but are not limited to operations reports; child nutrition program reviews; food service financial records; food supply inventory records; free and reduced price lunch applications and reimbursement claim records; meal production and menu records; meal ticket inventory records; sanitation inspection reports; summer food services records; and related documentation and correspondence. Minimum retention: 3 years (or as specified by 7 CFR 210.7-28 and 225.6-16).

(17) Health Log Book Records document the daily activities of and visits to the Health Room/School Nurses Office. Record may include but not limited to student’s name, time of visit, reason for visit/ailment, action taken, parental notification, was student sent home or returned to class. Minimum retention: Retain 6 years after school year in which created, destroy.

(18) Immunization Records, Administrative Records document the review and report of the immunization status of students to the County health department and the exclusion of students who do not meet the minimum immunization requirements. Records may include but are not limited to the annual Primary Review Summary, school copies of Exclusion Orders for No Record, school copies of Exclusion Orders for Incomplete Information/Insufficient Information, and related documentation. SEE ALSO Student Immunization Records in the Student Education Records section. Minimum retention: 1 year.

(19) Legal Case Records document a school, district, or ESD’s legal actions by in-house or outside counsel. Records may include but are not limited to litigation records, correspondence, staff opinions, research findings, and background notes relating to specific cases. Cases may include but are not limited to Tort Liability Claims, Civil Service Commission cases, unemployment and discrimination cases, bid protests and contract disputes, student/parent complaints, and employee complaints. Minimum retention: 10 years after final disposition of case.

(20) Legal Opinion and Advice Records document the legal opinions and advice given to schools, districts, or ESDs by a lawyer or the Attorney General. Records may include legal advice given to private schools. Records may include but are not limited to requests for opinions; opinions; letters of advice; and related correspondence. Minimum retention: (a) Retain copies of legislative bills, statutes: 6 years (b) Retain Administrative Rule Preparation Records: 10 years after appeal of rule (c) Retain all other records: Permanent.

(21) Legislative Tracking Records document the development and monitoring of legislation which may have an impact on the programs or policies of a school, district, or ESD. Records may include but are not limited to concept statements, proposals, bill logs, fiscal and organizational impact analysis papers, copies of bills, testimony summaries, committee reports, agendas, record of action, and related correspondence and documentation. Minimum retention: 2 years.

(22) Lobbyist Records document lobbyist and lobbyist employer activities, and are used to report these activities to the Oregon Government Ethics Commission. Records may include but are not limited to expenditure reports, registration statements, termination records, guidelines, and correspondence. Minimum retention: (a) Retain expenditure reports: 4 years (b) Retain all other records: 5 years after last activity.

(23) Mitigation Program Records document the establishment and maintenance of the agency mitigation programs, plans, and procedures. Records may include mitigation plans and strategies, policies, procedures, seismic surveys and structural upgrade records of agency facilities, project reports, hazard mitigation grant records, and related documentation, which may include capital improvement records. SEE ALSO the Emergency Management section. Minimum retention: (a) Retain adopted plans: Permanent (b) Retain all other records: For the life of the structure.

(24) Notary Public Log Books Records document notarial transactions completed by a notary public and employed by a government agency. Agencies may retain logbooks by agreement with the notary after their separation from employment. Agencies retaining notary public log books without notary agreements should consult their legal counsel and/or the Secretary of State, Corporation Division for retention instruction. Minimum retention: 7 years after date of commission expiration.

(25) Oregon School Register Records document student enrollment, attendance, and membership in elementary and secondary schools and forms the basis for student attendance reporting to the Oregon Department of Education. The register contains student’s name and other personally identifiable information, attendance, indication of student non-residency or withdrawal, program membership, whether student was promoted or retained at end of school year, and related information. Minimum retention: Permanent.

(26) Organization Records document the lines of organizational hierarchy and administrative responsibility within a program, school, district, or ESD. Records may include but are not limited to drafts and final charts or diagrams, statements, studies, and related documentation. Minimum retention: 4 years after superseded or obsolete.

(27) Parent-Teacher Organization Records document the history, development, policies, and actions of parent-teacher organizations under the jurisdiction of the District. Records may include but are not limited to minutes; constitutions and by-laws; committee records; budget and accounting records; handbooks; officer and member rosters; scrapbooks; photographs; and related documentation and correspondence. Minimum retention: (a) Retain minutes, constitutions, by-laws, and committee records 10 years after school year in which records were created. (b) Retain all other records 3 years after school year in which records were created.

(28) Policy and Planning Records document the development, assessment, and review of school, district, or ESD policies, programs, and activities. Records may include but are not limited to board policy and district-wide administrative rules; authorizing bulletins and advisories; mission, policy, and goal statements; finalized policy statements and directives; by-laws; regulations; strategic plans; management plans; and related documentation. Minimum retention: (a) Retain annual board adopted policy and district-wide administrative rules, official copy: Permanent (b) Retain planning documents: 10 years (c) Retain working papers and draft material: 1 year after school year in which final document produced.

(29) Policy Statements and Directives Series documents review, assessment, development, and authorization of an agency’s formal policies and procedures that have been approved by a governing body. Records may include authorizing bulletins and advisories, mission and goal statements, manuals, and final policy statements and directives. Information often includes policy and procedure numbers, revision dates, subject identification, narrative description, authorization information, and effective date. SEE ALSO Policy and Procedure Guidelines and Manuals in this section. Minimum retention: 10 years after superseded or obsolete.

(30) Procedure Manuals Records document internal development and guidelines for consistency and continuity in the operation of a school, district, or ESD department or office. Records may include but are not limited to manuals documenting departmental and program procedures; basic secretarial/clerical instructional procedures; handbooks; desk manuals; emergency response plans; safety plans and procedures; and related documentation and correspondence. Minimum retention: (a) Retain routine clerical manuals: 2 years after superseded or obsolete (b) Retain manuals relating to specific construction and/or engineering projects: 10 years after substantial completion, as defined by ORS 12.135(3) (c) Retain one copy of all other manuals: Permanent.

(31) Professional Membership Records document institutional or agency-paid individual memberships and activities in professional organizations. Minimum retention: 3 years.

(32) Public Notice Records document compliance with laws requiring public notice of government activities. Subjects include assessments, elections, land use changes, public meetings and hearings, sale of property, and others. Records include public or legal notices, certificates, affidavits of publication, and similar documents. SEE ALSO Competitive Bid Records in the Financial section for public notices related to bid openings and awards. Minimum retention: 3 years.

(33) Reports and Studies Records document the school, district, or ESD’s curriculum offerings, programs, services, problems, projects, student achievements, financial status, staffing, operations, and activities. Reports may be required to be submitted to the Oregon Department of Education or to other state, federal, or private agencies. Reports may be annual reports compiled from monthly, quarterly, or other subsidiary activity reports. Records may include but are not limited to narrative and statistical reports, studies, performance measures, annual reviews, surveys, plans, proposals, progress reports, evaluation reports, financial data and reports, staffing reports, student attendance accounting reports, accreditation studies, summaries, and other types of reports and documentation. Minimum retention: (a) Retain annual reports and studies with historical value or policy implications: Permanent (b) Retain other reports and studies: 5 years or as required by government or agency (c) Retain working papers and draft material: 1 year after school year in which final document produced.

(34) Requests and Complaints Records document complaints or requests concerning a variety of agency responsibilities not specified elsewhere in this general schedule. Information often includes name, phone number, and address of person making request or complaint, narration of request or complaint, name of person responding to request or complaint, dates of related activities, and other data. (If a specific request or complaint is listed in another records series under a functional area such as law enforcement in this general schedule, the retention period specified in that functional area supersedes the retention period listed in this series.) SEE ALSO Correspondence. Minimum retention: 2 years after last action.

(35) Routing and Job Control Records used to control the routine flow of documents and other items and actions in and between offices in the agency. Includes routing slips, job control records, status cards, receipts for records charged-out, batch slips, and similar records. Minimum retention: 1 year.

(36) School Census Records document the number of students of school age within the county, district, or school. Records may contain but are not limited to the names, ages, birth dates, and address of students; information about the parents or guardians; and related documentation. The actual census-reporting requirement ended in 1971 and this record is no longer being created. Minimum retention: Permanent.

(37) School, District, Or ESD History Records document important organizational changes, significant events, celebrations, programs, and projects of the ESD, district, or school. Records may include but are not limited to newsletters, press releases, publications, reports and articles, institution histories, biographies and records of past administrators, faculty, or staff, photographs, scrapbooks, newspaper clippings, and related documentation. SEE ALSO Publications in this section. Minimum retention: Permanent.

(38) Special Education Census Reports document the number of special education students served by the school and district included in annual census reports to the Oregon Department of Education. Records may include but are not limited to annual reports and district summary reports which includes total number of students and students per district, age of students, and handicapping condition of students; student census information; placement and services provided records; agency information; number of special education teachers; and related documentation. Minimum retention: 5 years after school year in which records were created.

(39) Special Event and Celebration Records document agency-sponsored celebrations of special and historic occasions such as centennials, pioneer days, and similar events. Provides a record of planning and promotional efforts, public attendance and response, major speeches and dedications, and other significant aspects of the celebration. These significant records may include studies, publications, photographs, attendance summaries, final reports, and other significant documents. This series also includes routine documentation related to implementing the promotion and organization of the event. These often include lists, rosters, correspondence, memoranda, volunteer information, and related records. Records may also include scrapbooks, but does not include newsclippings. Newsclippings are not public records and may be discarded. Minimum retention: (a) Retain records documenting significant aspects of the event: Permanent (b) Retain all other records: two years after event.

(40) Staff Meeting Records document the activities, decisions, and proceedings of school, district, or ESD staff meetings. Records may include but are not limited to minutes, agendas, notes, reports, and related documentation. Minimum retention: Until end of school year.

(41) Standardization Records document the process of standardization visits from the Oregon Department of Education to schools, districts, or ESDs. Records may include but are not limited to self-evaluation reports, on-site inspection reports; waiver authorizations; letters of concern; plans of correction; schedules; and related correspondence and documentation. Minimum retention: 6 years after school year in which records were created.

(42) Student Information and Demographic Records document the composition of the student population in a variety of sequences, groupings, and lists. Records include demographic profiles of students; student record cards; and other manual or computer produced lists organized by school, class, special program, or other grouping. Records may include but are not limited to student identification information including name, address, birth date, birthplace, parents, and guardians; student demographics including gender, ethnicity, and age; attendance; enrollment dates; previous school attended; student grades and transcript data; health and immunization information; handicapped status; and related documentation. Minimum retention: (a) Retain years ending in 0 and 5 Permanent (b) Retain all others 5 years.

(43) Student Organization Administrative Records document the history, development, and policies of student organizations, including student clubs, government, and publications. Records may include but are not limited to student organization annual review forms; minutes; constitutions and bylaws; committee, subcommittee, and task force records; student senate bill and resolution records; handbooks; officer and member rosters; scrapbooks; photographs; and related documentation and correspondence. SEE ALSO Student Organization Financial Records in the Financial Section. Minimum retention: (a) Retain constitution and bylaws: Until superseded or obsolete (b) Retain all other records: 2 years after school year in which records were created.

(44) Superintendent of Schools Records document the official and financial affairs of the superintendent of schools concerning teachers, students, and schools located in the county. Records may include but are not limited to annual statements on the condition of common (public) schools in the county; school district boundary records; school district accounts; book purchases; and related documentation. Information contained in the records may include financial information, school curricula, boundary descriptions, facilities, and enrollment and attendance data. These records are no longer being created. Minimum retention: Permanent.

(45) Surveys, Polls, and Questionnaires Records document the measurement of public opinion by or for the agency related to various issues, actions, and concerns. May include surveys, polls, questionnaires, summaries, abstracts and significant related records. Examples of summaries include studies which incorporate the significant results of public opinion surveys, abstracts of questionnaires designed to determine the skills and interests of citizens volunteering for agency service, and other records which distill survey data into summary form. Minimum Retention: (a) Retain summary reports and abstracts: 3 years (b) Retain all other records: Until summary report is completed or 3 years, whichever is sooner.

(46) Test Administration Records document the administration of assessment, placement, diagnostic, credit by exam, and other tests. Records may include but are not limited to rosters of test takers; testing rules and regulations; test administration records; examiner’s manuals; exams and tests; test order and payment records; placement and test results; summary reports of results; and related correspondence and documentation. Minimum retention: 3 years after school year in which records were created.

(47) Work Order Records document requests and authorizations, according to existing contracts or agreements, for needed services and repairs to agency property and equipment. May include copy center work orders, printing orders, telephone service and installation requests, repair authorizations, and similar records. Minimum Retention: (a) Retain work completed by county personnel: 1 year (b) Retain work completed by outside vendors: 3 years.

(48) Work Schedule and Assignment Records document the scheduling and assigning of shifts, tasks, projects, or other work to agency employees. Useful for budget and personnel planning and review, assessing employee work performance, and other purposes. May include calendars, schedules, lists, charts, rosters, and related records. Minimum retention: 5 years.

(49) Year 2000 (Y2K) Planning Records document the planning and development of agency Y2K contingency plans. Records may include but are not limited to meeting minutes, correspondence, draft plans, work notes, plan test results, and final plan. Information includes type of systems vulnerable to Y2K, level of priority, and party responsible for system solution or troubleshooting. Minimum retention: Destroy.

History

Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2017, f. & cert. ef. 1-13-17
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 1-2008, f. & cert. ef. 1-30-08
Renumbered from 166-405-0010, OSA 1-2006, f. & cert. ef. 4-17-06
OSA 6-1997, f. & cert. ef. 4-22-97

Or. Admin. R. 166-400-0015 Curriculum and Instruction Records

(1) Course Descriptions Records document the list and description of school courses offered to students. Information may include course content descriptions; number of units’ granted; required or elective status; goals, competencies and standards for standard and modified diplomas; and other information relative to educational plans. Minimum retention: 10 years after school year in which records were created

(2) Curriculum Development Records Records document the development and approval process for staff or faculty to develop or revise program curriculum or to update curriculum strategies and instruction. Records may include but are not limited to support documentation, reviews, reports, approvals, and related correspondence and documentation. Minimum retention: 3 years after superseded or obsolete.

(3) Instructional Materials Selection and Adoption Records Records document the selection and adoption of textbooks and other instructional materials by schools, districts, and ESDs. Records may include but are not limited to adoption authorization records; lists of state adopted textbooks including titles of books, authors, and publishers; and related documentation. SEE ALSO Supplemental Materials Selection and Adoption Records in the Library and Media Records section. Minimum retention: 6 years after school year in which records were created.

(4) Teacher Daily Instructional Plans Records document the instruction of students as planned on a daily basis by teachers. Records may include but are not limited to instructional plans and related documentation and correspondence. Minimum retention: 1 year after school year in which records were created.

(5) Talented and Gifted Program (TAG) Records Records document district and school efforts to provide TAG education programs and opportunities for students identified as Talanted and Gifted under state guidelines. The records document district and ESD efforts to provide Talented and Gifted Education instruction that challenges high-end learners and meets each student’s learning needs. Resources and support materials for districts, schools, teachers, parents, and students are included. SEE ALSO Educational Programs Student Records in Student Education Records section for individual participating student records. Minimum retention: 5 years after school year in which records were created.

History

Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2017, f. & cert. ef. 1-13-17
Renumbered from 166-406-0010, OSA 1-2006, f. & cert. ef. 4-17-06
OSA 6-1997, f. & cert. ef. 4-22-97

Or. Admin. R. 166-400-0020 Property and Equipment Records

(1) Architectural Drawings, Blueprints, and Maps Records document a detailed graphic record of the land and buildings of a school, district, or ESD. The records are a primary source tool for improvement and maintenance projects on existing buildings and/or land, including athletic fields, and for new construction. Records may include but are not limited to drawings; maps; photographs; architectural blueprints; sketches; preliminary planning drawings; as-built drawings and blueprints; surveys; drawings reflecting changes to original plans; soil testing maps; and any other type of graphic representation and related documentation produced relating to buildings, systems, and land. Minimum retention: Life of the structure.

(2) Asbestos Management Records Records document the identification and proper handling of asbestos material within school, district, or ESD buildings. Records may include but are not limited to federal inspection reports and management plans required by the Environmental Protection Agency, contact reports, laboratory test results, work orders, project checklists, work precautions, site schematics, and related documentation. The management plan may contain response actions, operations and maintenance, and periodic surveillance plans. SEE ALSO Hazardous Materials Management Records in this section. Minimum retention: (a) Retain management plan: 3 years after superseded or obsolete (b) Retain records of measurements taken to monitor employee exposure to asbestos: 30 years after employee separation per 29 CFR 1910.1020 (c) Retain all other records: 5 years after building or property disposed of

(3) Building and Grounds Repair, Remodeling, and Construction Records Records document the condition, repair, and routine maintenance of school, district, or ESD buildings and grounds. Records also document remodeling, improvement, and non-capital construction projects. Records may include but are not limited to floor plans; specifications; layouts; building inspection reports; building permits; maintenance agreements; work logs; and related correspondence and documentation. Records may also include records of remodeling or construction due to American Disabilities (ADA) Act requirements.Minimum retention: (a) Retain floor plans, layouts, specifications, final inspection reports, permits for completed structures: Life of the structure (b) Retain other permits: 2 years after revoked or expired (c) Retain contracts and agreements documenting building construction, alterations, or repair: 10 years after substantial completion (d) Retain all other records: 4 years

(4) Capital Construction Project Records Records document the planning, administration, and implementation of current and potential capital construction projects by schools, districts, or ESDs; to project needs for projects; and as a reference to projects once they have been completed. Records may include but are not limited to project descriptions and requirements; plans and plan reviews; project schedules; contract change orders; bid documentation; building permits; contracts and agreements with architects, engineers, consultants, vendors, and contractors; materials and soils reports; progress reports; insurance reports; payment schedules; summary reports; certificates of occupancy; memos; final acceptance statements; and related correspondence and documentation. Minimum retention: (a) Retain contracts and agreements documenting building construction, alterations, or repair: 10 years after expiration as defined by ORS 12.135(3). (b) Retain all other records: Life of the structure

(5) Damaged/Stolen Property Records Used to prepare reports relating to damaged or stolen property. Records may include yearly risk report, restoration fund inventory report, policy manual, property transfer report, self-insurance manual, real property report, money and negotiable securities report and a general risk survey. Minimum retention: 4 years

(6) Equipment Loan Records Records document the loan of district owned equipment to students. Equipment may include but is not limited to musical instruments and athletic equipment. Records may include loan agreements, parental consent forms, approval forms, return forms, logs, overdue records, and related documentation and correspondence. SEE ALSO Audio-Visual Materials and Equipment Loan Records in the Library and Media Records section. Minimum retention: (a) Retain overdue records: Until equipment is returned or debts reconciled or deemed uncollectible (b) Retain all other records: 2 years after school year in which equipment is returned. (c) Retain loan agreements: 6 years

(7) Equipment Records Records document equipment owned by the school, district, or ESD and provides support documentation for warranty, operation, maintenance, service, and repair. Records may include but are not limited to shipping or packing slips; vendor information; operating manuals; warranties and guarantees; specifications; serial numbers; maintenance agreements or contracts; lease agreements; service reports; maintenance records; damaged/stolen property records; and related correspondence and documentation. SEE ALSO Vehicle Maintenance Records in the Transportation Records section. Minimum retention: 2 years after disposal of equipment

(8) Facility Use Records Records document the application for and use of school, district, or ESD facilities by outside individuals or organizations. Records may include but are not limited to the application and contract for using facilities. Information may include name of individual or organization requesting occupancy, type of activity, dates and hours of projected use, facility name and location, use permits, conditions of use, acknowledgment of responsibility for damage or liability resulting from occupancy, insurance documentation, fees and charges, request approval, correspondence, and support documentation. Minimum retention: (a) Retain approved application records: 3 years after school year in which records were created (b) Retain denied applications: 1 year after school year in which records were created

(9) Hazardous Materials Management Records Records document the chain of custody of hazardous materials within a school, district, or ESD and relate to the identification, location, safe handling, storage, transportation, and disposal of hazardous waste materials including PCBs, laboratory chemicals, cleaning solvents, and pesticides. Records may include but are not limited to Environmental Protection Agency/Department of Environmental Quality monitoring forms, Department of Transportation Hazardous Waste Manifest forms, material safety data sheets, invoices, work orders, purchase orders, and other working papers. Records document that use and storage of hazardous materials and hazardous waste management has been performed in accordance with state and federal regulations. SEE ALSO Asbestos Management Records in this section. Minimum retention: (a) Retain material safety data sheets: Until superseded or obsolete (b) Retain all other records: 6 years after school year in which records were created.

(10) Inventory Records Records document the expendable and non-expendable property, supplies, equipment, and other items owned by the school, district, and ESD. Examples include but are not limited to buildings, real estate, vehicles, equipment, furniture, and supplies. Records may include but are not limited to description, purchase information, value, purchase price, replacement cost, depreciation, quantity, location, date of acquisition, shipping records, and related correspondence and documentation. SEE ALSO Library and Media Inventory Records in the Library and Media Records section. Minimum retention: 2 years after superseded or obsolete.

(11) Property Disposition Records Records document the disposition of non-real property and equipment owned by the school, district, or ESD. Disposition is usually through public auction, competitive bidding, or destruction. Records may include but are not limited to description of property, expendable property inventory listings, disposition, disposition requests and notices, equipment transfer records, reason for disposition, condition, authorization, and related correspondence and documentation. Minimum retention: 3 years after disposition of property.

(12) Property Records Records document the purchase, ownership, and sale of land or buildings by the school, district, or ESD. Records may include but are not limited to titles and deeds; title search records; property descriptions; title insurance policies and forms; easements; right of ways; appraisals; records of sale; and related documentation and correspondence. SEE ALSO Facility and Equipment Records section and Lease Records in the Financial Records section. Minimum retention: 3 years after property is no longer owned by agency.

(13) Underground Storage Tank Management Records Records document the description, location, operation, testing, maintenance, and final disposition of underground storage tanks owned by schools, districts, or ESDs. Records may include documentation of corrective procedures undertaken in the event of spills, leaks, or corrosion. Minimum retention: 25 years after removal

(14) Utilities Systems Operating And Maintenance Records Records document the operations and maintenance of school, district, or ESD utility systems. Records may include but are not limited to equipment operations logs, mechanical readings charts, permits, equipment maintenance histories, and related correspondence and documentation. Minimum retention: (a) Retain permits: 5 years (b) Retain all other records: Until equipment is no longer in service.

(15) Work Orders Records document requests and authorizations for services and/or repairs to school, district, or ESD property and equipment. Records may include but are not limited to repair requests and authorizations, material lists, work order schedules, copy center work orders, printing orders, telephone service orders, and related correspondence. Information includes location and type of work, priority rating, approval signatures and dates, and time and cost estimates. Minimum retention: 3 years after school year in which records were created.

History

Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2017, f. & cert. ef. 1-13-17
Renumbered from 166-407-0010, OSA 1-2006, f. & cert. ef. 4-17-06
OSA 6-1997, f. & cert. ef. 4-22-97

Or. Admin. R. 166-400-0025 Financial Records

(1) Accounts Payable Records Records document outstanding liabilities and provides a record of payment of bills by the school, district, or ESD, including payments from student body fund accounts, disbursed by school personnel. Records may include but are not limited to invoices, invoice vouchers, statements, vouchers, journal entry forms, purchase orders, payment authorizations, check requests, check registers, reports of receipt of goods or service, canceled checks or warrants, daily batch lists, and related correspondence and documentation. Minimum retention: (a) Retain records documenting expenditure of federal funds: 5 years after final or annual expenditure report accepted (b) Retain all other records: 4 years.

(2) Accounts Receivable Records Records document billings and collections and provide a record of money owed to or received by the school, district, or ESD, including receivables for student body fund accounts collected by school personnel, for goods or services rendered. Records may serve as subsidiary ledgers of original entry or input which record the amounts received for goods and services. Records may include but are not limited to aging reports used to monitor accounts which are outstanding and overdue, invoices, invoice registers, billing records, receipts, receipts registers, cash receipt records; account edit sheets, and related documentation. Minimum retention: (a) Records documenting recovery of federal supplied funds: 3 years after final or annual expenditure report accepted (b) All other records: 3 years after collected or deemed uncollectible.

(3) Audit Reports Records document the examination of a school, district, or ESD’s financial condition by internal or independent auditors. Audits include an examination of the fiscal condition, internal controls and compliance with policies and procedures, accounting principles and methods, the accuracy and legality of transactions, and performance audits. Records may include but are not limited to audit reports (including those completed for student body fund accounts), supporting documentation, accountant’s summary, financial statements, balance sheet details, comments, summaries, recommendations, preparation records, and related correspondence and documentation. Minimum retention: (a) Audit report, official copy: Permanent (b) Grant fund audit records: 5 years after final or annual expenditure report accepted (c) Other records: 4 years.

(4) Bank Transaction Records Records document the current status and transaction activity of school, district, or ESD funds held in bank accounts, including accounts for student body funds. Records may include but are not limited to account statements, deposit and withdrawal slips, redeemed, void, or canceled checks, check registers, interest payments, reconciliation worksheets or spreadsheets, and related documentation. Minimum retention: (a) Records documenting grant fund transactions: 5 years after final or annual expenditure report accepted (b) Other records: 3 years.

(5) Bond Records Records document the authorization and payment of bonds to finance school construction and improvements. Records may include but are not limited to authorizations, supporting financial documentation, bond ratings, and sample copies of bonds issued; paid bonds, coupons, and receipts; bond registers; and related documentation. SEE ALSO Bond Election Records in the Administrative Records section. Minimum retention: 3 years after final payment.

(6) Budget Preparation Records Records document the planning, development, estimation, and proposed budget requests for schools, districts, and ESDs. Records may include but are not limited to budget requests, spreadsheets, expenditure projection work papers and reports, budget proposals, budget development schedules, allotment reports, decision packages, spending plans, funding analysis, revenue projection reports, compensation plan proposals, contingency plans, fiscal impact analysis, and related correspondence and documentation. Minimum retention: 2 years.

(7) Budget Records Records document the annual financial plan approved by schools, districts, and ESDs. Records may monitor allotments, apportioned fiscal distributions, and expenditures. Records may include but are not limited to budget allotment reports, adopted budgets, budget messages, revenue and expenditure tracking records, status reports, operating programs, debt service, position and wage analysis, summaries, annual report to Oregon Department of Education, and related correspondence and documentation. Minimum retention: (a) Adopted budget, official copy: 20 years (b) Other records: 3 years.

(8) Check Conversion Records Records document checks received from customers that are electronically deposited after being imaged and converted to an Automated Clearing House (ACH) transaction or Image Replacement Document (IRD). Minimum Retention: (a) Retain original paper instrument 30 days, destroy (b) Retain ACH transaction or IRD 6 years, destroy.

(9) Competitive Bid Records Records document the publication, evaluation, rejection and award of quoted bids to vendors and other entities. Records may include but are not limited to requests for proposals (RFPs), requests for qualifications (RFQs), invitations to bid (ITBs), requests for information (RFIs), bid exemption documents, bid and quote lists, notices of bid opening and award, comparison summaries, spreadsheets, tabulation worksheets, bid advertising records, tally sheets, bid specifications, correspondence, and related records. SEE ALSO Purchasing Records in this section. Minimum retention: (a) Retain accepted bids 10 years after substantial completion (as defined by ORS 12.135(3)(b) Retain other accepted bids: 6 years after bid awarded or canceled (c) Retain rejected bids and bid exemptions: 2 years after bid awarded or canceled.

(10) Credit and Debit Receipts Agency’s copy of credit or debit card receipt documenting payment received by agency. Records include customer’s name and account information. Minimum Retention: Retain 36 months after transaction, destroy.

(11) Credit Slips Slips issued to citizens who have withdrawn from agency-sponsored classes or activities and are due credit for all or part of fees paid. Information usually includes name of class or activity, date, expiration date, name and address of citizen, and related data. Minimum retention: 3 years after credit expired or redeemed.

(12) Employee Bond Records Records document the post of fidelity, performance, or position bonds to guarantee the honest and faithful performance of school, district, and ESD employees. Information may include but is not limited to person’s name, amount of coverage, dates, and related documentation. Minimum retention: 6 years after expiration.

(13) Financial Reports Records document the financial condition, operation, and activities of schools, districts, and ESDs. Records may include but are not limited to organization and function statements, accounting of income and expenditures, balance sheets, revenue statements, fund balance reports, notes to the financial statements, and exhibits. Exhibits may include a working trial balance by fund type, adjustments to accounting data, cash flow analysis, and other supporting documentation. Reports may also be completed for student body fund accounts. Records may include monthly, quarterly, or annual reports. Minimum retention: (a) Retain annual report, official copy: Permanent (b) Retain working papers and draft material: 1 year after acceptance of Annual Report (c) Retain all other Financial Reports 3 years.

(14) General Ledgers Records document all fiscal transactions of the school, district, or ESD. The ledgers summarize the accounts and reflect the financial position of the school, district, or ESD. Information often includes debit, credit, and balance amounts per account; budget, fund, and department numbers; and totals for notes receivable, interest income, amounts due from other funds, federal grants received; bank loans received, cash in escrow, deferred loan received, cash, encumbrances, revenue, accounts receivable, and accounts payable; and related documentation and data. SEE ALSO Subsidiary Ledgers, Journals, and Registers in this section. Minimum retention: (a) Retain year-end ledgers: 10 years (b) Retain all other general ledgers: 3 years.

(15) Gift and Contribution Records Records document gifts and contributions to the school, district, and ESD, including contributions to student body funds. Records may include but are not limited to memorial donation records related to money to be used by the institution in the name of an individual, donor and acknowledgment letters, acquisition lists itemizing purchases made with contributed money, checks, receipts, and related correspondence and documentation. Minimum retention: (a) Retain conditional gift, contribution, and donation records: 6 years after expiration of agreement or conditions met (b) Retain all other records: 3 years.

(16) Grant Records Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which the agency is the recipient, grantor, allocator, or administrator. Grants may come from federal or state governments or foundations or other funding sources. Records may include but are not limited to applications including project proposals, summaries, objectives, activities, budgets, exhibits, and award notification; grant evaluation records and recommendations concerning grant applications; grant administration records including progress reports, budgets, project objectives, proposals, and summaries; records documenting allocation of funds; contracts; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation. Minimum retention: (a) Retain final reports from significant grants to the School, District, ESD: Permanent (b) Retain records documenting the purchase and/or disposal of real property: 10 years after substantial completion (as defined by ORS 12.135(3)), or 3 years after final disposition, or as specified in agreement, whichever is longer (c) Retain other grant records: 3 years after annual or final expenditure report submitted and approved or, as specified in agreement, whichever is longer (d) Retain unsuccessful grant applications: 1 year after rejection or withdrawal.

(17) Investment Records Records document financial investments made by schools, districts, or ESDs. Records may include but are not limited to time certificates of deposit, interest income distribution, and tax anticipation notes. Information includes date purchased, date received, date matured, accrued interest, total interest to date, and related documentation. Minimum retention: 3 years after investment maturity.

(18) Lease Records Records document the lease or rental of school, district, or ESD owned property to other parties, and lease or rental of facilities from other parties. Records may include but are not limited to include leases, rental agreements, amendments, addenda, authorizations, and related correspondence and documentation. Leases are typically for office space, equipment, machinery, real estate, or facilities. Minimum retention: 6 years after expiration.

(19) Petty Cash Fund Records Records document petty cash activity for a school (including student body funds), district, or ESD. Records include but are not limited to requests and authorizations to establish petty cash funds, ledgers, statements, requests for disbursements, copies of receipts and invoices, and related documentation. Minimum retention: 3 years.

(20) Purchasing Records Records document the purchase of goods and services by a school, district, or ESD, including purchases through a student body fund account. Records may include but are not limited to purchase orders and requests; purchase authorizations; requisitions; contract release orders; price agreements; material and cost specifications; copy, print, service, and other types of work orders, receipt and delivery documentation, and related correspondence and documentation. Minimum retention: (a) Retain records documenting expenditure of federal funds: 5 years after final or annual expenditure report accepted (b) Retain all other records: 3 years.

(21) Revenue Records Records document application for and receipt of funds from local, state, and federal revenue sources and disbursement to the school, district, or ESD. Records include funds received directly from federal agencies or apportioned to the school, district, or ESD through the Oregon Department of Education or other state agencies. Records may include but are not limited to projection reports of forecasted revenue earnings; revenue registers listing revenue earned; fund applications and awards; performance and financial reports; supporting fiscal documentation; reimbursement requests and claim records; and related correspondence. Local revenue sources may include tax levies, tuition, local government units, adult continuing education programs, summer school programs, schools transportation and food service programs, community services programs, textbook and other rentals, and private contributions. Intermediate revenue sources may include county school funds, ESD equalization and special program funds, and state timber revenue funds. State revenue sources may include basic school support funds, common school funds, state timber revenue funds, and special education, driver education, vocational education, and special school assistance funds. Federal revenue sources may include migrant education, Indian education, and other funds. Minimum retention: (a) Retain records of revenue from federal and state sources: 5 years after final or annual expenditure report accepted (b) Retain all other records: 3 years.

(22) Signature Authorization Records Records document that designated school, district, or ESD employees are authorized to sign fiscal and contractual documents, including those involving student body funds. Minimum retention: 6 years after authorization superseded or expired.

(23) Student Organization Financial Records Records document the budgeting, accounting, and financial affairs of student organizations including student clubs, government, and publications. Records may include but are not limited to bank statements, deposit slips, cancelled checks/vouchers, receipts, and related documentation and correspondence. Minimum retention: 3 years after school year in which records were created.

(24) Subsidiary Ledgers, Journals, and Registers Records document details of fiscal transactions by a school, district, or ESD such as those related to receipts and expenditures on a daily, monthly, quarterly, or similar basis. Records include journals, ledgers, registers, day books, transaction reports, trial balance reports, and other account books or reports that provide documentation for the general ledger or financial reports. Records may include details of revenues, expenditures, encumbrances, cash receipts, warrants, and other financial records. Information often includes date, payee, purpose, fund credited or debited, check number, and related data. SEE ALSO General Ledgers in this section and Payroll Registers in the Payroll Records section. Minimum retention: (a) Retain year end payroll register: 75 years (b) Retain trust fund ledgers: 3 years after trust fund closed (c) Retain all other subsidiary ledgers, journals, and registers: 3 years.

(25) Travel Expense Records Records document requests, authorizations, travel advances and reimbursement claims made by school, district, or ESD employees for travel and related expenses. Records may include but are not limited to travel expense reports and receipts, supporting documentation, and related correspondence. Minimum retention: 3 years.

(26) Unclaimed Property Report Records Records document annual reports submitted to the Department of State Lands of financial assets being held for a person or entity that cannot be found. Series includes Holder Report, owner information, correspondence and other related documents. Note: Unclaimed property is not real estate, abandoned personal property, or lost and found items. Minimum Retention: 3 years after the property is remitted to the Department of State Lands.

(27) Vendor Records Records document vendors and suppliers providing goods and services to the school, district, or ESD. Records may include but are not limited to lists name and address of vendor or company; description of goods and services provided; catalogs; promotional and advertising materials; product specification sheets; copies of purchase orders and requisitions; packing slips; price quotations; and related correspondence and documentation. Minimum retention: Until superseded or obsolete.

History

Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2017, f. & cert. ef. 1-13-17
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 1-2010, f. & cert. ef. 5-27-10
Renumbered from 166-408-0010, OSA 1-2006, f. & cert. ef. 4-17-06
OSA 6-1997, f. & cert. ef. 4-22-97

Or. Admin. R. 166-400-0030 Information and Records Management Records

(1) Computer System Maintenance Records Records document the maintenance of school, school district, or ESD computer systems and is used to ensure compliance with any warranties or service contracts; schedule regular maintenance and diagnose system or component problems; and document systems backups. Records may include but are not limited to computer equipment inventories, hardware performance reports, component maintenance records (invoices, warranties, maintenance logs, correspondence, maintenance reports, and related records), system backup reports and backup tape inventories, and related documentation. Minimum retention: (a) Retain records related to system or component repair or service: Life of the system or component (b) Retain records related to regular or essential records backups: 1 year after superseded or obsolete

(2) Computer System Program Documentation Records document the addition, modification, or removal of software from a school, school district, or ESD computer system.

Records usually fall into six categories: 1. records that document operating systems; 2. records that document the in-house creation and modification of application programs; 3. records that document the structure and form of data sets; 4. records that document the use of commercial software packages; 5. records that document the structure of the system; and 6. records that document system-to-system communication.

Records may include but are not limited to system overviews, operation logs, job listings, operator instruction manuals, system development logs, system specifications and changes (including narrative and flow chart descriptions), conversion notes, data set logs, data set inventories, data set record layouts, hard copies of tables, data dictionaries, data directories, programming logs, program specifications and changes, record layouts, user views, control program table documentation, program listings, commercial software manuals, and related correspondence and documentation. SEE ALSO Software Management Records in this section. Minimum retention: (a) Retain migration plans: until superseded or obsolete (b) Retain all other records: 1 year after system superseded or obsolete.

(3) Computer System Security Records Records documenting the security of the computer systems. Includes employee access requests, passwords, access authorizations, encryption keys, and related documentation. Minimum retention: 3 years after superseded

(4) Computer System Wiring Records Records documenting the wiring of the computer network system. Includes blueprints or drawings of building computer system wiring, cables, computer equipment connections, and related documentation. Minimum retention: Current plus previous version.

(5) Federal Communications Commission (FCC) License Records Records document the process of obtaining licenses for television, wireless, radio, and mobile communication frequencies from the Federal Communication Commission. Records may include but are not limited to applications, correspondence, legal opinions, license, excess capacity agreements, contract approval records, and related documentation. Minimum retention: 5 years after school year in which license expires.

(6) Filing System Records Records document the establishment, maintenance, alteration, or abolition of school, school district, or ESD filing systems. Records may include but are not limited to include master file lists, organizational charts, program descriptions, and correspondence. Minimum retention: 3 years after superseded or abolished.

(7) Forms Development Records Records document the development of new or revised forms used by a school, school district, or ESD. Records may include but are not limited to sample forms, drafts, revisions, form logs/listings, proposals, authorizations and illustrations. Minimum retention: Until superseded or obsolete.

(8) Information Service Subscription Records Records document school, district, or ESD subscriptions to information services. Records may include but are not limited to subscriptions, invoices, and correspondence. Minimum retention: 3 years.

(9) Information System Planning and Development Records Records document the planning and development of school, school district, or ESD information systems. Although these records typically document computerized information systems, they may also document manual filing systems and microfilm systems. The records are used to insure that planned systems will help the institution fulfill its missions, are cost-effective, conform to adopted information standards, and integrate with existing institution information systems. Records may vary according to the level of documentation required for each system, but may include information technology plans, feasibility studies, cost-benefit analyses, institution studies and surveys, system specifications and revisions, component proposals, technical literature, vendor literature and proposals, and correspondence. Minimum retention: (a) Retain implemented systems: Life of the system (b) Retain unimplemented systems: 3 years

(10) Microfilm and Image Quality Control Records Records document that microfilm and images produced by or for public schools, school districts, or ESDs conforms to the specifications required by Oregon Administrative Rules 166-25-005 to 166-25-030. Records may include but are not limited to microfilmed records lists, microfilm reel indexes, service bureau transmittals, film inspection reports, methylene blue certifications, camera/processor/duplicator inspection reports, equipment and operator logs, and correspondence. Minimum retention: Same as related microfilm or digital image.

(11) Public Records Disclosure Request Records Records document requests for disclosure of public records and provides a record of school, district, or ESD responses. Records may include but are not limited to requests for disclosure, types of records requested, request logs, notation of transfer to another district, approvals, denials, copies of petitions to the Attorney General for review of denials of disclosure, Attorney General Orders to grant or deny disclosure, correspondence, and related documentation. Minimum retention: (a) Retain approved requests: 5 years. (b) Retain denied requests: 2 years after last action

(12) Records Management Records Records document the authorized retention, scheduling, inventory, and disposition of school, district, or ESD public records. Records may include but are not limited to records retention schedules, inventory worksheets, schedule authorizations, procedure guidelines, transmittals, destruction authorizations, reports, and correspondence. Minimum retention: (a) Retain destruction records permanent (b) Retain all other records 5 years after superseded.

(13) Software Management Records Records document the use of software in school, district, or ESD information systems to insure that institution software packages are compatible, that license and copyright provisions are complied with, and that upgrades are obtained in a timely manner. Records may include but are not limited to software purchase records, software inventories, software licenses, site licenses, and correspondence. Minimum retention: 2 years after software disposed of or upgraded.

(14) Telecommunications System Management Records Records document the creation, modification, or disposition of school, district, or ESD telecommunications systems. Records may include but are not limited to equipment records, Federal Communications Commission records, repair order forms, system planning records, telecommunications maintenance contracts, telecommunications service orders, and correspondence. Minimum retention: (a) Retain repair and service order records: 4 years. (b) Retain all other records: 1 year after system superseded or obsolete

(15) User Support Records Records documenting troubleshooting and problem-solving assistance provided by information systems personnel to users of the systems (computer, telecommunications, etc. Records may include assistance requests, resolution records, and related documentation. Information may include name of requester, date, time, location, and description of problem and resolution. Minimum retention: 1 year

History

Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2017, f. & cert. ef. 1-13-17
Renumbered from 166-409-0010, OSA 1-2006, f. & cert. ef. 4-17-06
OSA 6-1997, f. & cert. ef. 4-22-97

Or. Admin. R. 166-400-0035 Library and Media Records

(1) Acquisition and Deaccession Records Records document the process of requesting, purchasing, and acquiring, as well as deaccessioning, books, periodicals, audio-visual, and other library materials. Records may include but are not limited to accession and deaccession registers; correspondence with publishers; questionnaires; request forms; bibliographic data; receipt notations; and related documentation. SEE ALSO Library Catalog Records in this section. Minimum retention:(a) Retain registers: Until superseded or obsolete (b) Retain all other records: 3 years after school year in which records were created.

(2) Audio-Visual Materials and Equipment Loan Records Records document the loan, rental, scheduling, and delivery of audio-visual or media material and equipment to school, district, or ESD faculty or staff. Records may include but are not limited to request forms; extension and cancellation records; borrower identification; title and material identification; shipping or delivery information; booking records; attendance and number of times media used or shown; usage statistics; accounting records concerning the cost of material; and related documentation. Minimum retention: (a) Retain extension and cancellation records: 1 month (b) Retain equipment inventories: 3 years after superseded or obsolete (c) Retain all other records: 3 years after school year in which records were created.

(3) Circulation Records Records document the borrowing of circulating library, audio-visual, media, and learning resource center materials by students and faculty. Records may include but are not limited to name of the borrower, title of material borrowed, due date, overdue status, overdue notices, and related documentation. Records may be exempt from public disclosure per ORS 192.502(21). Minimum retention: (a) Retain overdue records: Until material is returned or debts reconciled or deemed uncollectible (b) Retain all other records: 1 year after school year in which records were created.

(4) Copyright and Duplication Records Records document permission received from authors, publishers, producers, and distributors of video programs and other media and materials to allow the school, district, and ESD to duplicate the material without copyright infringement. Records may include but are not limited to agreements which state the terms and conditions, copyright releases, authorizing signatures, and related documentation and correspondence. Minimum retention: 6 years after agreement expires.

(5) Library and Media Inventory Records Records document approved lists of books, periodicals, audio-visual materials, and other library materials. Records may include but are not limited to annual inventories; and lists of books, periodicals, audio-visual materials, and other materials; and lists of books and materials on specific subjects. Lists document material approved for use in the school or district; materials that may be borrowed from centralized media and resource centers; and are used in the acquisition of materials. Records generally include titles, bibliographic descriptions, and identification numbers. Minimum retention: 3 years after superseded.

(6) Library Catalog Records Records document the maintenance, and retrieval of the holdings of the school library; professional library; teaching resource center; and audio-visual, media, or resource center of the school, district, and ESD. Records may include but are not limited to the card or electronic catalog which contains the bibliographic records of the holdings; holdings records which contain data on items in circulation; and related documentation. SEE ALSO Acquisition and Deaccession Records in this section. Minimum retention: Until superseded or disposal of material.

(7) Supplemental Materials Selection and Adoption Records Records document the process of evaluation, selection, and approval of supplemental educational materials for use by a school, district, or ESD and inclusion in the library, learning resource center, or media center. Records may also be used for budget, audit, and insurance purposes. Supplemental materials may include library books, periodicals, audio-visual materials, instructional computer software, and related materials. Records may include but are not limited to bibliographic data; summary of content; evaluations; evaluator records including applications, rosters, and expense records; records documenting citizen complaints about educational material; and related correspondence and documentation. Minimum retention: 7 years after school year in which records were created.

History

Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2017, f. & cert. ef. 1-13-17
Renumbered from 166-410-0010, OSA 1-2006, f. & cert. ef. 4-17-06
OSA 6-1997, f. & cert. ef. 4-22-97

Or. Admin. R. 166-400-0040 School Administration Records

(1) Communication Logs Logs document communications made or received through a variety of electronic devices, including but not limited to telephone, smart phone, facsimile (fax), radio, computer-aided dispatch, pager, and teletype, AND are not otherwise specified in this general records retention schedule (OAR 166 division 400). Logged information may include time, date and disposition of communication, name of caller, number called or received, and action taken. SEE ALSO Correspondence in the Administrative Records section. Minimum retention: 1 year

(2) District Boundary Records Records document the formation, consolidation, and reorganization of school districts and their boundaries. Records may include but are not limited to boundary board meeting minutes; boundary board hearing records; board decisions; maps and plats; land records; boundary descriptions; and related documentation. Minimum retention: Permanent.

(3) District Clerk’s Records Records document the administration of the school district and the reporting of this general and financial information to the county school superintendent. The district clerk’s record books may contain but are not limited to reports of annual school meetings, special school meetings, and district board meetings; financial reports, receipts, and accounts; teacher contracts; annual census of school-aged children; payroll information; summary of subjects taught; records of school boundaries; and related documentation. The school register and record books may contain but are not limited to records of visitors; records of students registration, attendance, and deportment; general school statistics; teacher salary records; program and class records; evaluations of student progress; data on parents and guardians; and related documentation. These records are no longer being created. Minimum retention: Permanent.

(4) Interscholastic Athletic Activity Program Records Records document student eligibility and participation in interscholastic competitive sports and athletic activities, athletic event and team publicity, and athletic events scheduling. Records may include but are not limited to team standings; win/loss records; All-Star selections; team member information; statistics; event and practice schedules; and related documentation and correspondence. Minimum retention: 5 years after school year in which records were created.

(5) Key and Keycard Records Records document the issuance of keys and keycards to staff to enable access to buildings and sites. Records may include but are not limited to key inventories, key issue forms, key replacement records, and key disposal records. Minimum retention: (a) Retain access and entry logs 3 years (b) Retain other records 2 years after key is turned in

(6) Mailing Lists Records document the compilation of names and addresses of persons and organizations by a school, district, or ESD for mailing purposes. Lists are used to facilitate billing, outreach activities, and other functions of the school, district, or ESD. Minimum retention: Until superseded or obsolete.

(7) Parking Records Records document parking provided for the public or school, district, or ESD staff or students. Records include parking permits and applications, special permits, permit receipts, parking citations, appeal petitions, and related correspondence and documentation. Minimum retention: (a) Retain citation records: 3 years after resolved (b) Retain all other records: 3 years.

(8) Postal Records Records document transactions with the U.S. Postal Service and private carriers. Records may include but are not limited to postage meter records, receipts for express deliveries, registered and certified mail; insured mail, special delivery receipts and forms, loss reports, and related correspondence. Minimum retention: 3 years after school year in which records were created.

(9) Press Releases Records document school, district, or ESD information that is officially released to the media for dissemination to the public. Records may include press or news releases, public service announcements, and related documentation. Minimum retention: (a) Policy and Historic press/news releases: Permanent (b) Routine news/press releases: 2 years

(10) Publications Records document publications produced by a school, district, or ESD for educational or informational purposes, or to communicate information about programs, policies, services, and events. Records include publications produced by individual school staff, offices, and students. Types of publications may include but are not limited to catalogs, books, magazines, newsletters, rosters, directories, brochures, pamphlets, media guides, guidebooks, proceedings, programs, schedules, yearbooks, manuals, newspapers, calendars, and flyers. Records may include but are not limited to working papers, mock-ups, drafts, photographs, final publications, and publications on the school, district, or ESD’s Internet home page. SEE ALSO Press Releases in this section. Minimum retention: (a) Retain significant publications, official copy: Permanent (b) Retain preparation records: Until published (c) Retain all other publications and records: 2 years

(11) Scheduling Records Records document the scheduling and reservations related to in-house participation in and use of various school, district, or ESD activities, events, classes, facilities, and meeting rooms. Records may include but are not limited to schedules, logs, lists, classroom assignments, requests, and related correspondence and documentation. Minimum retention: 2 years after school year in which records were created

(12) Security Records Records document security provided for school, district, or ESD building and grounds. Security may be provided by an on-site public safety office and public safety officers. Records may include but are not limited to security logs, sign-in sheets, visitor logs, security activity reports, incident reports, statistical information, and related correspondence and documentation. SEE ALSO Key Issuance Records in this section. Minimum retention: 3 years after school year in which records were created

(13) Student Handbooks Records document school rules and regulations and student rights and responsibilities. Information may include but is not limited to general school information, academic requirements, dress codes, rules of student conduct, freedoms, and student grievance procedures. Minimum retention: (a) Retain official copy: Permanent (b) Retain all other copies: Until superseded or obsolete.

(14) Visitor Logs Records document visitors to agency buildings. Records name include visitors’ names, visitor badges issued, and entrance and exit times. Minimum retention: 1 year

History

Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2017, f. & cert. ef. 1-13-17
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 2-2006, f. & cert. ef. 7-26-06
Renumbered from 166-405-0010, OSA 1-2006, f. & cert. ef. 4-17-06
OSA 6-1997, f. & cert. ef. 4-22-97

Or. Admin. R. 166-400-0045 Payroll Records

(1) Deduction Authorization Records Records documenting employee application and authorization for voluntary payroll deductions, direct bank deposits, and related actions. Payroll deductions are directly deposited or remitted to the authorized financial institution, insurance company, or other agency or vendor. Records may include insurance applications, enrollment cards, deduction authorizations, approval notices, deduction terminations, and related records. Minimum retention: 3 years after superseded, terminated, or employee separates.

(2) Deduction Registers Registers or records serving the same function of documenting voluntary and/or required deductions from the gross pay of agency employees. Types of deductions include federal income and social security taxes, state tax, workers’ compensation, union dues, insurance, deferred compensation, credit union, parking permit, prewritten checks, garnishments, levies, charitable contributions, and others. Information may include employee name and number, pay period, social security number, total deductions, net pay, check number, and related data. Minimum retention: (a) Retain registers documenting state and federal taxes: 5 years (b) Retain all other registers: 3 years.

(3) Employee Payroll Records Records document school, district, or ESD individual employee pay history. Records include but are not limited to source documents authorizing payroll deductions and withholding such as retirement enrollment forms, insurance applications, and beneficiary designations, leave authorization records, pay related personnel action documents, garnishment orders, child support claim records, electronic deposit authorizations, work out of class and overtime authorizations, deduction reports, and correspondence. SEE ALSO Employee Personnel Records in the Personnel Records section. Minimum retention: (a) Retain PERS enrollment forms, official copy: 75 years after date of hire (b) Retain all other records: 3 years after employee separation.

(4) Employee Time and Attendance Records Records document school, district, or ESD employee attendance and time worked. Records may include but are not limited to time cards or sheets; monthly summary reports of employee attendance; forms used to record attendance, sick, vacation, overtime, and compensatory time; leave requests and approval forms; leave records; absence, sick, and vacation leave summary reports; overtime authorization or certification; staff attendance logs; substitute teacher logs; and related documentation and correspondence. Minimum retention: 4 years.

(5) Federal and State Tax Records Records, in addition to those itemized in this section, used to report the collection, distribution, deposit, and transmittal of federal and state income taxes as well as social security tax. Examples include the federal miscellaneous income statement (1099), request for taxpayer identification number and certificate (W-9), employer’s quarterly federal tax return (941, 941E), tax deposit coupon (8109), and similar federal and state completed forms. Minimum retention: (a) Retain for the retention of records documenting expenditure of grant funds: see Grant Records in the Financial section (b) Retain all other records: 4 years.

(6) Garnishment Records Records documenting requests and court orders to withhold wages from employee earnings for garnishments, tax levies, support payments, and other reasons. Usually includes original writs of garnishment, orders to withhold for the Oregon Department of Human Resources, federal or state tax levies, recapitulations of amounts withheld, and related records. Information usually includes employee name and number, name of agency ordering garnishment, amount, name of party to whom payment is submitted, dates, and related data. Minimum retention: 3 years after resolution.

(7) Leave Applications Applications or requests submitted by employees for sick, vacation, compensatory, personal business, family and medical leave, long term leave, and other leave time. Information usually includes employee name, department, date, leave dates requested, type of leave requested, and related data. SEE ALSO Employee Time Records in this section. Minimum retention: 3 years.

(8) Leave Balance Reports Reports documenting individual employee accrual and use of sick, vacation, compensatory, personal business, family and medical leave, and other leave time. Information usually includes employee name and number, social security number, leave beginning balance, leave time accrued, leave time used, ending balance, and related data. SEE ALSO Employee Benefits Records in the Personnel section. Minimum retention: (a) Retain year-end leave balance reports: 75 years after date of hire (b) Retain all other reports: 4 years.

(9) Payroll Administrative Reports Records document school, district, or ESD payroll statistics, payroll budget preparation, projections, workload and personnel management, and payroll research. Records may include but are not limited to recapitulation reports organizing wages, deductions, and other data into categories such as quarter-to-date, year-to-date, fiscal year-to-date, department, division, section, employee/employer contributions, and others. Minimum retention: 3 years.

(10) Payroll Registers Records document the earnings, voluntary and required deductions, and withholdings of school, district, and ESD employees. Records include but are not limited to monthly listings of all paid employees with details of their earnings and deductions. Minimum retention: (a) Retain year-end payroll register: 75 years (b) Retain leave accrual and monthly payroll registers: 10 years (c) Retain all other registers: 3 years

(11) Unemployment Compensation Claim Records Records document claims submitted by former school, district, or ESD employees for unemployment compensation. Records include but are not limited to claims, notices, reports, claim determination appeal records, and related documentation and correspondence. Minimum retention: 3 years

(12) Unemployment Reports Records document school, district, or ESD employee earnings on a quarterly basis. Records are used to determine the costs and charges in the event of an unemployment compensation claim. Information in the records includes employee name, social security number, quarterly earnings, days worked, totals, and other data. Minimum retention: 3 years

(13) Wage and Tax Statements Annual statements documenting individual employee earnings and withholdings for state and federal income taxes and social security tax. Also known as federal tax form W-2. Information includes agency name and tax identification number, employee name and social security number, wages paid, amounts withheld, and related data. Minimum retention: 5 years

(14) Withholding Allowance Certificates Certificates documenting the exemption status of individual agency employees. Also described as W-4 forms. Information includes employee name and address, social security number, designation of exemption status, and signature. Minimum retention: 5 years after superseded or employee separates

History

Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2017, f. & cert. ef. 1-13-17
Renumbered from 166-411-0010, OSA 1-2006, f. & cert. ef. 4-17-06
OSA 6-1997, f. & cert. ef. 4-22-97

Or. Admin. R. 166-400-0050 Personnel Records

(1) Affirmative Action Records Records document school, district, and ESD compliance with the statutes and regulations of the U.S. Equal Opportunity Commission dealing with affirmative action. Records may include but are not limited to plans, updates, policy statements, reports, and supporting information. SEE ALSO Equal Employment Opportunity Commission Compliance Records in this section. Minimum retention: (a) Retain plans, updates, and policy statements: Permanent (b) Retain all other records: 3 years.

(2) Benefits Continuation Records Records document notifications to employees or dependents informing them of their rights to continue insurance coverage after termination of during disability or family leave. Continuation may be under COBRA or another provision. Notice is also sent to a third party administrator who administers the extended coverage. The records typically consist of notices sent and correspondence. Records may be filed with the Employee Benefits Records or Employee Personnel Records. SEE ALSO Employee Payroll Records in the Payroll section. Minimum retention: 3 years after employee separation of eligibility expired

(3) Collective Bargaining Records Records document the negotiations and contractual agreements between a school, district, or ESD and an employee bargaining unit. Records may include but are not limited to union contracts and amendments; tentative agreements; arbitrator’s recommendations; negotiation work notes; strike contingency plans; management counter proposals; negotiation updates; newspaper clippings; press releases; research background material; employee classification printouts; minutes, sound recordings, and exhibits; published manuals; and related correspondence and documentation. Minimum retention: (a) Retain contracts: 75 years after contract expires (b) Retain all other records: 6 years after contract expires

(4) Comparable Worth Study Records Records documenting the analysis, study, and resolution of pay equity, alleged job discrimination, and related issues involving the agency and its employees. May include job content questionnaire summaries, position allocation reports, personnel reclassification studies, job category listings, study outlines, graphs, tables, and significant related records. Minimum retention: (a) Retain final study or report: Permanent (b) Retain all other records: 5 years

(5) Compensation Plan Records Records document the development, operation, and maintenance of the school, district, or ESD’s personnel compensation plans. Records include compensation plans; salary surveys; merit matrixes; pay range tables; and related correspondence and documentation. Minimum retention: (a) Retain compensation plans: 20 years (b) Retain pay range tables, merit matrixes: Until superseded (c) Retain all other records: 3 years.

(6) Criminal Background Check Records Records document the pre-employment or periodic criminal record check made on prospective or current staff, faculty, and volunteers by schools, districts, or ESDs. Records include but are not limited to a Fingerprint-Based Criminal History Verification form documenting the result of a criminal history background check coordinated by the Oregon Department of Education through the FBI and Oregon Law Enforcement Data System (LEDS). The form includes name and other personal identifying information, indication of existence or absence of criminal record, and related documentation. Records may be retained as part of the Employee Personnel Record. SEE ALSO Employee Personnel Records and Recruitment and Selection Records in this section. Minimum retention: (a) Retain background check logs until superseded or obsolete (b) Retain fingerprint cards until return of card or recipt of investigation findings (c) Retain all other records 90 days, destroy.

(7) Disciplinary Action Records Records documenting termination, suspension, progressive disciplinary measures, and other actions against employees. May include statements, investigative records, interview and hearing records, findings, and related records. May be filed with Employee Personnel Records. Minimum retention: (a) Retain investigations resulting in termination: 10 years after employee separation (b) Retain investigations resulting in disciplinary action or exoneration: 3 years after resolution (c) Retain unfounded investigations: 3 years.

(8) Drug Testing Records Records document the testing of current and prospective employees for controlled substances prohibited by policy, procedure, or statute. Records may include but are not limited to the documentation of test results, the collection process, the random sample process, and those documenting the decision to administer reasonable suspicion drug testing. Minimum retention: (a) Retain positive test results: 5 years (b) Retain negative test results: 1 year.

(9) Employee Benefits Records Records document school, district, or ESD individual employee benefit information such as selection of insurance plans, retirement, pension, and disability plans, deferred compensation plans, and other benefit program information. Records may include but are not limited to plan selection and application forms, enrollment records, contribution and deduction summaries, personal data records, authorizations, beneficiary information, and related documentation. Records may be filed with the individual Employee Personnel Record. SEE ALSO Employee Payroll Records in the Payroll Records section. Minimum retention: (a) Retain PERS enrollment records, official copy: 75 years after date of hire (b) Retain all other records: 3 years after employee separation or eligibility expired.

(10) Employee Medical Records Records document school, district, or ESD individual employee work related medical history. These records are not personnel records and must be kept physically separate from employee personnel records, in a separate location, as required by the Americans with Disabilities Act. Records may include but are not limited to medical examination records (pre-employment, pre-assignment, periodic, or episodic), X-rays, records of significant health or disability limitations related to job assignments, documentation of work related injuries or illnesses, hearing test records, hazard exposure records, drug testing records, first-aid incident records, physician statements, release consent forms, and related correspondence. SEE ALSO Hazard Exposure Records in this section. Minimum retention: (a) Retain hazard exposure records: 30 years after separation (b) Retain all other records: 6 years after separation.

(11) Employee Personnel Records Records document school, district, and ESD individual employee work history. Records may include but are not limited to applications; notices of appointment; training and licensure (certification) records; records of health limitations; in service training records; salary schedules; tuition reimbursement records; personnel actions; performance evaluations; teacher evaluation reports; letters of commendation and recommendation; letters of reprimand; notices of disciplinary action; notices of layoff; letters of resignation; home address and telephone disclosures; emergency notification forms; oaths of office; grievance and complaint records; pension, retirement, disability, and leave records; and related correspondence and documentation. SEE ALSO Criminal History Check Records, Recruitment and Selection Records, Employee Medical Records, and Employee Benefits Records in this section. Minimum retention: (a) Retain employment applications (most recent and first successful), teacher licensure (certification) records, personnel actions, oaths of office, home address/telephone disclosures, emergency notification form (most recent): 75 years after date of hire (b) Retain grievance, complaint, and disciplinary records: 3 years (c) Retain all other records: 3 years after separation.

(12) Employment Eligibility Verification Forms (I-9) Records document the filing of U.S. Immigration and Naturalization Service Form I-9 form which verifies that an applicant or employee is eligible to work in the United States. Information includes employee information and verification data such as citizenship or alien status and signature, and employer review and verification data such as documents which establish identity and eligibility, and employer’s signature certifying that documents have been checked. Minimum retention: 3 years or 1 year after employee separation, whichever is longer (8 CFR 274a-2).

(13) Employee Recognition Records Recognition of employees for special service to the agency. May include service awards, recognition certificates, commendations, award nominations, lists of past recipients, and presentation or ceremony records and photographs. Some records in this series may have historic value. For appraisal assistance contact the Oregon State Archives. SEE ALSO Employee Suggestion Award Records in this section. Minimum retention: 6 years.

(14) Employee Suggestion Award Records Records documenting an employee suggestion program where employees may submit suggestions that improve effectiveness, efficiency, and economy in agency operations. Employees may receive awards for adopted suggestions. Records may include suggestion forms and evaluations, award information, and related documentation. SEE ALSO Employee Recognition Records in this section. Minimum retention: (a) Retain adopted suggestions: 2 years (b) Retain suggestions not adopted: 1 year.

(15) Equal Employment Opportunity Commission Compliance Records Records document school, district, or ESD compliance with the U.S. Equal Employment Opportunity Commission regulations. Records may include but are not limited to reports; anti-discrimination committee meeting records and reports; workplace analyses; discrimination complaint policies and procedures; complaints; reports; exhibits; withdrawal notices; copies of decisions; hearings and meeting records; report listing number of employees by gender, race, and job classification; and related correspondence and documentation. SEE ALSO Affirmative Action Records in this section. Minimum retention: (a) Retain plans, updates, and policy statements: Permanent (b) Retain complaint records and documentation: 3 years after final decision issued (c) Retain all other records: 3 years.

(16) Grievance Records Records document grievances brought by or against employees of schools, districts, or ESDs. Records may include but are not limited to notice of grievance; informal discussion notes; format hearing notes (including audio tapes): final summary statements or reports; private arbitrator or Employment Relations Board rulings; correspondence; and supporting documentation. Minimum retention: 3 years.

(17) Hazard Exposure Records Records document a school, district, or ESD employee’s exposure to hazardous conditions such as chemicals, toxic substances, blood-borne pathogens, biological agents, bacteria, virus, fungus, radiation, noise, dust, heat, cold, vibration, repetitive motion, or other dangerous work related conditions. These records are not personnel records and should be maintained in an Employee Medical File. Records may include but are not limited to hearing test records, radiation measurement records, blood test or other laboratory results, incident reports, first-aid records, X-rays, work station air sampling reports, and correspondence. SEE ALSO Employee Medical Records in this section. Minimum retention: 30 years after separation (per 29 CFR 1910.20).

(18) Layoff, Dismissal, and Non-Renewal Records Records document the procedures and computations used in laying off, dismissing, or non-renewal of contracts of school, district, and ESD employees. Records may include but are not limited to service credit computations, service credit lists, layoff ranking lists, layoff notice letters, employee layoff election forms, documentation in support of action taken, and related correspondence. Minimum retention: 3 years after final disposition.

(19) Personnel Research Records Records document the study and analysis of personnel issues such as comparative salary, pay equity, collective bargaining, fringe benefits, manning standards, minimum qualifications, recruitment, training, job discrimination, and related issued involving the school, district, or ESD and its employees. Records may include but are not limited to questionnaires, data, summary reports, studies, surveys, and related documentation. Minimum retention: (a) Retain final study or report: Permanent (b) Retain all other records: 5 years

(20) Photo Identification Records Photographs and other records used to identify agency employees, private security personnel, contract workers, and others. May include photographs taken for agency identification cards, driver’s license photographs, and information such as name, date of birth, physical description, identification number, driver’s license number, and other data. Minimum retention: Until superseded or obsolete

(21) Position Description and Classification Records Records document job descriptions and the studies and evaluations of school, district, or ESD positions to determine if reclassification is appropriate. Records may include but are not limited to current and new job descriptions, organizational charts, classification specifications, desk audits, classification review reports, and related correspondence and documentation. Minimum retention: 3 years after superseded or obsolete

(22) Recruitment and Selection Records Records document the recruitment and selection of agency employees. Records may also document the recruitment and selection of contracted service providers such as attorneys, auditors, insurance agents, labor consultants, and others. Records may include but are not limited to job announcements and descriptions, applicant lists, applications and resumes, position advertisement records, civil service and other examination records, classification specifications, affirmative action records, interview questions, interview and application scoring notes, applicant background investigation information, letters of reference, civil service records, position authorization forms, certification of eligibles, recruitment summary records (job announcement, position description, documentation relating to the announcement and test, and test items and rating levels), and related correspondence and documentation. SEE ALSO Employee Personnel Records and Employment Eligibility Verification Forms (I-9) in this section. Minimum retention: (a) Retain announcement records, position description, and records documenting creation of test and rating scale 10 years (b) Retain unsolicited applications and resumes 3 months if not returned to solicitor (c) Retain unsuccessful applications and other records 3 years after position filled or recruitment cancelled

(23) Teacher Registration and Licensure (Certification) Records Records document the registration and licensure (certification) of school teachers, including substitute teachers. Records may include but are not limited to licensure (certification) records which list teacher name, type of license (certificate), date of licensure (certification), salary, days taught; Oregon Department of Education licensure (certification) reports which list type of license (certificate), teacher, and district; and related documentation. Early records may include county superintendent administered examination results, copies of examinations, and teacher salary information. SEE ALSO Employee Personnel Records in this section. Minimum retention: (a) Retain licensed (Certificated) Personnel Reports: 2 years after school year in which records were created (b) Retain substitute teachers records: 1 year after school year in which records were created (c) Retain all other records: 75 years after date of hire

(24) Training Program Records Records document the design, implementation, and administration of training programs and opportunities provided to school, district, and ESD employees, including in service training for faculty. Records may include but are not limited to class, workshop, or conference descriptions; instructor certifications; planning documentation; instructional materials; course outlines; class enrollment and attendance records; training certification forms; and related correspondence and documentation. Minimum retention: 3 years after school year in which records were created.

(25) Volunteer Program Records Records document the activities and administration of volunteer programs in the school, district, or ESD. Records may include but are not limited to volunteer hour statistics; volunteer program publicity records; insurance requirement records; volunteer training and orientation records; inactive volunteer files; and related correspondence and documentation. Minimum retention: (a) Retain volunteer worker records: 3 years after separation (b) Retain all other records: 5 years

(26) Wellness Program Records Records document the development, operation, and activities of a school, district, or ESD wellness program. Records may include but are not limited to program statements, health and safety surveys, committee minutes, newsletters, and related correspondence and documentation. Minimum retention: 3 years after school year in which records were created.

History

Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2017, f. & cert. ef. 1-13-17
Renumbered from 166-412-0010, OSA 1-2006, f. & cert. ef. 4-17-06
OSA 6-1997, f. & cert. ef. 4-22-97

Or. Admin. R. 166-400-0055 Safety and Risk Management Records

(1) Accident and Injury Reports Records document accidents, including workers’ compensation accidents, and injuries to students, faculty, staff, and visitors on school, district, or ESD property, or during school related activities. Records include accident and injury reports; State Accident Insurance Fund (SAIF) accident reports; occupational injury investigations and reports; employee identification and physical assessment records; vehicle accident reports; and related correspondence and documentation. SEE ALSO Legal Case Files and Records in the Administrative Records section, and Insurance Claim Records, State Accident Insurance Fund (SAIF) Claim Records, Tort Liability Claim Records, and Workers’ Compensation Claim Records in this section. Minimum retention: (a) Retain employee hazard exposure records: 30 years after employee separation (or as specified by 29 CFR 1910.20) (b) Retain other records, if no claim filed: 3 years (c) Retain other records, if claim filed: Transfer to claim record

(2) Contractor Liability Insurance Verification Records Letters or certificates of coverage provided by insurance companies declaring that specific contractors are covered by appropriate liability insurance. Information usually includes insurance company name and address, issue date, expiration date, amount of coverage, type of coverage, special provisions, signature of insurance company representative, and related data. Minimum retention: (a) Retain if related to county or special district improvement project: 10 years after substantial completion, (as defined by ORS 12.135(3) (b) Retain all other records: 6 years after expiration)

(3) Contractor Performance Bond Records Records documenting the posting of performance guarantees or surety bonds by contractors performing work for the agency. May include letters, certificates, copies of bonds, and similar records. Information usually includes name of individual or company covered, amount of coverage, effective and expires dates, name of bonding agent, authorized signatures, and related data. Minimum retention: (a) Retain if related to county or special district improvement project: 10 years after substantial completion, (as defined by ORS 12.135(3) (b) Retain all other bond records: 6 years after expiration

(4) Disaster Preparedness Plan Records Records document school, district, or ESD plans and procedures to take in case of a major disaster which has destroyed or compromised the operations of a school, district, or ESD. Components of the recovery plan include but are not limited to physical plant repair and restoration; equipment restoration; electronic data restoration including steps to reload data, recover data, and reconnect networks; reestablish telephone connections; essential records protection; and related procedures and needs dealing with risk management, public relations, and financial issues. Minimum retention: Until superseded or obsolete

(5) Emergency Response and Safety Plans and Procedures Records document a school, district, or ESD’s plans to promote a safe work environment for employees; procedures to follow in the event of emergency; and student safety instruction records. Records may include but are not limited to step-by-step procedures; safety plans; fire drill reports; records instructing students about safety on school buses; and related documentation. Fire drill reports are submitted annually to the local fire bureau. Minimum retention: (a) Retain fire drill reports: 1 year after school year in which records were created (b) Retain all other records: 1 year after superseded or obsolete

(6) Hazard Communications Program Records Records documenting participation in the Hazard Communications Program as required by the Oregon Occupational Safety and Health Administration (OR-OSHA). These records may be useful as documentation for exposure and other claims because they include chemical content, safe handling instructions, and other facts about a product at a given time in the past. Usually includes plans, reports, and material safety data sheets (MSDS). Information included in the material safety data sheets includes product name, manufacturer’s address and phone number, hazardous ingredients contained, ingredient description, carcinogenicity, quantity of ingredients, fire and explosion data, health hazard data, radioactivity data, spill and leak pressures, safe handling and use information, special use precautions and related data. Minimum retention: 75 years after superseded or obsolete

(7) Hazardous Substance Employer Survey Records Series documents the locations, quantities, and individuals responsible for specific hazardous chemicals housed by an agency. This record is sent to the State Fire Marshal. Records include hazardous chemical compositions, lot numbers, and emergency disposition instructions. Minimum retention: Until superseded or obsolete

(8) Insurance Claim Records Records document school, district, or ESD requests for payment of insurance claims involving personal injury, property damage, motor vehicle accidents, and others. Records may include but are not limited to auto, liability, and property claim reports; estimates of repairs; accident reports; police reports; photographs; summaries; reviews; audio and video recordings and transcriptions; and related correspondence and documentation. SEE ALSO Legal Case Files and Records in the Administrative Records section, and State Accident Insurance Fund (SAIF) Claim Records, Tort Liability Claim Records, and Workers’ Compensation Claim Records in this section. Minimum retention: 5 years after final disposition of claim.

(9) Insurance Policy Records Records document the terms and conditions of insurance policies between the school, district, or ESD and the insurers. Types of insurance include liability, property, group employee health and life, motor vehicle, workers’ compensation, flood, and others. Records may include but are not limited to policies, endorsements, rate change notices, and related documentation. SEE ALSO Risk Factor Evaluation Records in this section. Minimum retention: (a) Retain property, liability, and employee group insurance: 75 years after expiration if no claims pending (b) Retain all other insurance: 6 years after expiration if no claims pending

(10) Liability Claims Records Records documenting various types of liability claims filed against the agency. These include personal injury, property damage, motor vehicle accident, false arrest, and others. Records often include reports, photographs, summaries, reviews, notices, audio and videotapes, transcriptions of recorded statements, memoranda, correspondence, and related documents. Minimum retention: (a) Retain if action taken: 10 years after case closed, dismissed, or date of last action (b) Retain if no action taken: 3 years

(11) Liability Waivers Records document the release of the school, district, or ESD from liability related to various activities that include student, volunteer, or citizen involvement. Records may include but are not limited to release forms with terms, date, signatures, and related information. Minimum retention: 3 years after school year in which records were created

(12) Master Material Safety Data Records Series documents all hazardous chemicals used and held by an agency. Records include hazardous materials safety sheets, safety instructions, and emergency instructions. Minimum retention: Until superseded or obsolete

(13) Occupational Injury and Illness Records Series is used to provide the Oregon Occupational Safety and Health Administration (OR-OSHA) with workers’ compensation claim information about agency employees. Records may include logs and summaries, serious injury reports, injury cost reports, and annual occupational injuries and illnesses surveys. Minimum retention: 6 years

(14) Risk Factor Evaluation Records The series is used to assess various risk factors for an agency and determine appropriate insurance needs. Records may include studies, worksheets, yearly risk reports, restoration fund inventory reports, policy manuals, property transfer reports, self insurance manuals, real property reports, money and negotiable securities reports, a general risk survey and correspondence. Minimum retention: 4 years

(15) Property Damage Records Reports, photographs, and other records documenting damage to agency property such as signs, trees, picnic tables, buildings, fountains, and fences. Information often includes type and location of property damaged, description of damage, date and time of damage (if known), name and address of individual who caused damage (if known), value of damage, billing costs, and related data. Minimum retention: (a) Retain if litigated: see Civil Case Files in the Counsel or District Attorney section for retention (b) Retain if not litigated: 3 years after date of last action

(16) Safety Committee Records Records document the actions of workplace safety committees which oversee or advise on school, district, or ESD safety issues. Records may include but are not limited to minutes, agendas, exhibits, reports, resolutions, sound recordings, indexes, and related correspondence and documentation. Minimum retention: 3 years

(17) Safety Inspection and Compliance Records Records document fire and safety inspections of school, district, or ESD equipment and facilities and documents compliance with state and local safety regulations. Types of inspections may include fire and fire alarm inspections; equipment safety inspections; building inspections; elevator and boiler inspections; and related inspections. Records may include but are not limited to safety inspection reports; schedules of inspections; follow-up actions; and related correspondence and documentation. Minimum retention: 10 years.

(18) Accident Insurance Fund Claim Records Records document job-related injury and illness compensation claims made by school, district, and ESD employees to the Accident Insurance Fund and the resulting claim disposition. Records may include but are not limited to injury reports (Workers Compensation Division Form 801), notices of claim acceptance or denial, determination orders, medical reports, notices of closure, employer’s payroll reports, Workers Compensation Board hearing transcripts, board orders, claim disposition agreement documents, agency investigation reports, appeal letters, vocational rehabilitation records, legal documents, and correspondence. Does not include workers’ compensation program records. Minimum retention: (a) Retain injury reports: 1 year (b) Retain all other records: 6 years after settlement of claim.

(19) Tort Liability Claim Records Records document tort liability claims against the school, district, or ESD. Records may include but are not limited to accident and injury reports; liability claim summaries; invoices; correspondence; photographs; investigation reports; legal documents; statistical summary reports; reviews; notices; audio/videotapes; statements; and related documentation. SEE ALSO Legal Case Files and Records in the Administrative Records section, and Insurance Claim Records and State Accident Insurance Fund (SAIF) Claim Records in this section. Minimum retention: (a) Retain statistical reports: 5 years (b) Retain other records, if action taken: 10 years after final disposition of claim (c) Retain other records, if no action taken: 3 years

(20) Vehicle Accident Records Records documenting accidents involving agency vehicles. May include dispatch reports with information such as name and address of parties involved, date and time, complaint, description of damage, and other data. Records may also contain motor vehicle accident reports which include the driver’s name, address, phone number, date of birth, and driver’s license number, as well as passenger and witness names, description of events, make and model of vehicle(s), vehicle identification number, and related data. Photographs and correspondence also may be part of these records. Minimum retention: (a) Retain if litigated: SEE ALSO Civil Case Files in Legal Counsel section (b) Retain if not litigated: 3 years

(21) Workers’ Compensation Claim Records Records documenting the processing of individual employee claims of job related injuries or illnesses, but not those describing actual medical conditions. Includes records satisfying the procedural requirements of the State Workers’ Compensation Division and the State Workers’ Compensation Board, as well as those of (depending on agency arrangements) the State Accident Insurance Fund (SAIF), private insurance providers, or self-insurance. Records may include claim disposition notices, claim reporting and status forms; injury reports; determination orders; insurance premium data; hearing requests; safety citations; inspection reports; medical status updates and reports; investigation reports; reimbursement and payment records; and related correspondence and documentation. SEE ALSO Employee Medical Records in the Personnel section for records describing the job related injury or illness and the related subsequent medical condition of the employee. These often include workers’ compensation accident reports, medical reports, vocational rehabilitation evaluations, disability determinations and related records. Minimum retention: (a) Retain records describing injuries and illnesses: SEE Employee Medical Records in the Personnel Records section (b) Retain all other records: 6 years after claim closed or final action

(22) Workers’ Compensation Reports Records document the activities of the worker’s compensation program. Records include a variety of reports including but not limited to claims summary reports; status reports; Occupational Safety and Health Administration (OSHA) logs and summaries; financial reports; and related documentation. Minimum retention: (a) Retain OSHA logs and summaries, official copy: 5 years after end of year to which they relate (b) Retain all other records: 3 years

History

Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2017, f. & cert. ef. 1-13-17
Renumbered from 166-413-0010, OSA 1-2006, f. & cert. ef. 4-17-06
OSA 6-1997, f. & cert. ef. 4-22-97

Or. Admin. R. 166-400-0060 Student Education Records

(1) Alternative School Referral Records Records document referrals sent to alternative schools seeking placement of students whose public school attendance and/or disciplinary record has been unsatisfactory. Referral form indicates acceptance or non-acceptance of student in private alternative program; funding source; signatures of referring school principal and alternative program director; student name, age, date of birth, student number; and parent’s name and address. Minimum retention: 3 years after school year in which records were created.

(2) Student Athletic Activity Records Records document student eligibility and participation in interscholastic competitive sports and athletic activities, athletic event and team publicity, and athletic events scheduling. Records may include but are not limited to parental consent forms; Oregon School Activities Association eligibility forms and reports; and related documentation and correspondence. Minimum retention: 5 years after school year in which records were created.

(3) Attendance Records Records document the attendance of students in school. Records may include but are not limited to teacher or school attendance register; classroom daily attendance sheet; weekly attendance and truancy records; excused and unexcused absence records; tardiness records; notes from parents/guardians; and related documentation. The attendance recorded on the Oregon Student Record is a summary of this information. SEE ALSO Oregon Student Record in this section. Minimum retention: 3 years after school year in which records were created.

(4) Behavioral Records, Major (Class/Group A) Records document major student behavioral infractions which result in the identification of students for suspensions or expulsions. Records may include but are not limited to psychological tests; personality tests; group or individual intelligence tests; individual education programs; physician statements; state or local government agency reports; and related correspondence and documentation. Minimum retention: Until student turns 21.

(5) Behavioral Records, Minor (Class/Group B) Records document minor student behavioral infractions which do not result in the identification of a student for suspension, expulsion, or special education services. Records may include but are not limited to minor behavioral referrals; records of conversations; parent notes regarding student behavior; written behavioral agreements; detention records; bus citations; functional behavior assessments; and related correspondence and documentation. Minimum retention: Until end of school year.

(6) Child Abuse Reports Records document suspected child abuse reported by school staff or faculty. Records may include but are not limited to notes and observations of the child, record of contact with the State Office for Services to Children and Families or law enforcement agency, and related documentation. Minimum retention: 3 years after school year in which records were created.

(7) Child Care Facility Residency Records Records document students who live or have lived in childcare facilities, which are licensed to provide care for five or more children. Records may include but are not limited to reports filed semi-annually with the Oregon Department of Education. Minimum retention: 3 years after school year in which records were created.

(8) Certificate of Advanced Mastery (CAM) Records Records document student progress to fulfilling the State requirements for awarding of a CAM certification. Records may include but are not limited to planning records, test results, work samples, and the CAM award. Minimum retention: Until student reaches age 21 or graduates, whichever is longer.

(9) Certificate of Initial Mastery (CIM) Records Records document student progress to fulfilling the State requirements for awarding of a CIM certification. Records may include but are not limited to planning records, test results, and the CIM award. Minimum retention: Until student reaches age 21 or graduates, whichever is longer.

(10) Compensatory Education Programs Student Records Records document the placement and participation of students in compensatory educational programs, which provide a variety of supplemental education services to children. Programs may or may not be all or partially funded from federal sources. Compensatory programs may include but are not limited to Children Living in Poverty, Migratory Children, Neglected and Delinquent Children, Bilingual Education, Native Children, Parent Involvement, and Civil Rights. Records may include but are not limited to background information, grade placement, instructional and cumulative service, student profile forms, placement evaluation forms, withdrawal records and related correspondence and documentation. Minimum retention: (a) Retain records that show compliance with all federal program requirements: 5 years after school year in which records were created (b) Retain all other records: 3 years after school year in which records were created.

(11) Compulsory Attendance Excuse Records Records document the formal excuse of a student under sixteen years of age from compulsory school attendance. Records may include but are not limited to names and addresses of student and parent or guardian; reason for request; academic information; recommendations and approval of school district; and related correspondence and documentation. Minimum retention: Until student reaches age 21 or graduates, whichever is longer.

(12) Educational Programs Student Records Records document the placement and participation of students in educational programs which provide a variety of education services to children. Programs may or may not be all or partially funded from federal sources. Educational programs may include but are not limited to Talented and Gifted, Alternative Learning, Early Childhood, Professional Technical Education, School-to-Work, Cooperative Work Experience, and Distance Learning. Records may include but are not limited to background information, grade placement, instructional and cumulative service, student profile forms, placement evaluation forms, and related correspondence and documentation. Minimum retention: (a)Records that show compliance with all federal program requirements: 5 years after school year in which records were created (b) Other records: 3 years after school year in which records were created.

(13) Grade Records Records document student progress and grades awarded by teachers, and serve as the basis for the student’s official academic record. Records may include test, assignment, paper, and homework scores; and final grades for students. Records may include but are not limited to teacher grade books; grade confirmation reports; grade change records; final grade rosters; and related documentation. SEE ALSO Report Cards in this section. Minimum retention: 6 years after school year in which records were created.

(14) Grade Reports, Administrative Records document grades received by students in a variety of reports organized by school, class, special program, or other grouping which are used by staff and faculty. Records may include but are not limited to administrative reports, counselors’ reports, teachers’ reports, grade point average reports, failure reports, honor roll reports, supplemental grade reports, class lists, and other manual or computer produced reports. Minimum retention: 3 years after school year in which records were created.

(15) Grievance Records Records document grievances or complaints brought forward by students against the school, district, or ESD concerning student conduct and violations of student rights and responsibilities. Records may include but are not limited to notices of grievance; written description of the complaint; informal discussion notes; formal hearing notes (including audio tapes); summary of interviews with witnesses; final summary statements; resolution of grievance; appeals documentation; and related documentation and correspondence. Minimum retention: 3 years after resolution.

(16) Education Counseling Records Records document the advice, assistance, evaluation, and educational planning provided for individual students by school guidance counselors. Records may include but are not limited to school performance and attitude; educational planning records; post-high school plans and career goals; college and scholarship applications records; letters of recommendation; list of honors and activities; information necessary for referral to social service agencies; correspondence; and related documentation. Minimum retention: 3 years after school year in which records were created.

(17) High School Dual Program Student Records Records document student participation in programs between community colleges and high schools which offer professional, technical, and other college courses to high school students for college credit. Records may include but are not limited to program approval records; application forms; course descriptions; examinations; competency evaluations and profiles; transmittal forms; registration forms; and related documentation and correspondence. Minimum retention: 3 years after school year in which records were created.

(18) Home Schooling Records Records document the basic educational career of a student being educated in a home school program. Records may include but are not limited to notification form or letter of intent to educate student at home; testing information; test results; census reports to the Oregon Department of Education; non-compliance notices; and related correspondence and documentation. SEE ALSO Oregon Student Record in this section. Minimum retention: 75 years after school year in which records were created.

(19) Inter-District Transfer Agreement Records Records document the application process for allowing a non-resident student to attend school out of district through an inter-district transfer agreement. Records may include but are not limited to procedures, administrative guidelines, inter-district transfer agreements, certificates of residency, and related correspondence and documentation. Minimum retention: 6 years after expiration.

(20) Intervention Programs Student Records Records document the assessment of students considered for referral to district-approved supplemental intervention programs and to determine appropriate follow-up actions. Programs may or may not be all or partially funded from federal sources. Programs may include but are not limited to Teen Parent, Alcohol and Drug Prevention, and Violence Prevention and Intervention. Records may include but are not limited to referrals, reports by assessment providers, consent forms, treatment and other reports, program class and support group attendance records, behavioral/discipline records, and related documentation and correspondence. Minimum retention: (a) Retain records that show compliance with all federal program requirements: 5 years after school year in which records were created (b) Retain all other records: 3 years after school year in which records were created.

(21) Non-Resident Student Records Records document attendance of non-resident students attending district-financed programs; non-resident dependent children; and other non-resident students for whom the district does not pay tuition. Records are used to report attendance to the Oregon Department of Education and to document reimbursement claims from the Oregon Basic School Support Fund. Records may include but are not limited to attendance reports; basic school support fund reports; and related documentation. Minimum retention: 3 years after school year in which records were created.

(22) Parent-Teacher Conference Records Records document a teacher’s report to parents or guardians of student’s progress prior to end of grading period and may indicate problem areas or areas in which student is excelling. Minimum retention: 3 years after school year in which records were created.

(23) Parental/Custodial Delegation Records Records document who has parental or custodial responsibility for a student. Records may include but are not limited to specification of rights or abridgment of rights for non-custodial parents; restraining orders and other court documents; informal documents signed by natural parent(s); and related correspondence and documentation. Minimum retention: Until student reaches age 21 or graduates, whichever is longer.

(24) Personal/Locker Search Records Records document searches of a student or student’s locker. Records include student name, what was searched, when, what was found, and what report was made. Minimum retention: 3 years after school year in which records were created.

(25) Psychological Guidance and Counseling Records Records document student psychological health care responsibilities and activities performed by school or district health professionals or non-health staff. Records that are made or maintained separately and solely by a licensed health care professional who is not employed by the educational agency or institution, and are not used for education purposes of planning, are excluded from educational record provisions. See Oregon Department of Education student health record policies for further clarification. Minimum retention: Until student turns 21 or 5 years after last action.

(26) Registration Records Records document registration or enrollment of students in elementary, middle, and high school. Records may include but are not limited to enrollment applications registration forms completed annually by the parent or guardian for each student at the time of admittance to school. Information contained in the records generally include student name, address, date and place of birth; parent or guardian name and address; student demographic information such as race and language spoken at home; authorization for school to act in behalf of parent or guardian in case of emergency; class scheduling data; student assignments, such as lockers, counselors, and buses; and related correspondence and documentation. Registration information may be used to create student transcripts, attendance records, and to verify or determine residency status. Minimum retention: (a) Retain completed registrations 3 years after school year in which records were created (b) Retain incomplete/withdrawn registration records 3 years after school year in which records were created.

(27) Report Cards Records document the periodic report by a school about a student’s social, emotional, and physical progress. Information includes but is not limited to full legal name of student; teacher’s name; name and address of school; indication of attendance during reporting period; grades; and other related information. This information must be recorded on the Oregon Student Record by the beginning of the next school year. SEE ALSO Grade Records and Oregon Student Record in this section. Minimum retention: (a) If information has been recorded on Oregon Student Record: 6 years after school year in which records were created (b) If information has not been recorded on Oregon Student Record: 75 years.

(28) Special Education Student Records Records document students participating in special education programs and early intervention special education services. Records may include speech/hearing, academic, motor, occupational and/or physical therapy, vision/hearing, interdisciplinary team, and classroom observation reports; records relating to student behavior including psychological and social work reports; assessments obtained through other agencies; contact sheets; severity rating scales; test result records; physician’s statements; parental consent records; educational program meeting records; request for hearing records; eligibility statements; individualized education plans (IEP); individualized family service plans (IFSP); and related correspondence and documentation. Minimum retention: (a) Records documenting speech pathology and physical therapy services: Until student reaches age 21 or 5 years after last seen, whichever is longer (b) ESD copies, if program at district level: Transfer records to home district after end of student participation (c) Readable photocopies of records necessary to document compliance with State and Federal audits retained by the former educational agency or institution when a student transfers out of district: 5 years after end of school year in which original record was created.

(29) Student Health Records Records document student health care responsibilities and activities performed by school or district health professionals or non-health staff. These records are maintained by the school nurse or another individual designated by the district to maintain confidential health information. Records may include but are not limited to medication administration records; records of nursing assessment and nursing care given in the school setting; School Health Management Plans prepared by the nurse for students with special health needs, medical records from outside health care providers and health care agencies; and psychological diagnostic test reports. Health information provided to Special Education for determining eligibility and IEP activity is maintained in the Special Education record and forwarded upon transfer of the student record. School nurse records are medical records subject to issues of confidentiality and exemption from disclosure per ORS 192.496. Health record information is protected and should be treated as other student records. Records that are made or maintained separately and solely by a licensed health care professional who is not employed by the educational agency or institution, and are not used for education purposes of planning, are excluded from educational record provisions. See Oregon Department of Education student health record policies for further clarification. SEE ALSO Student Health Screening Records and Student Immunization Records in this section. Minimum retention: Until student reaches age 21 or graduates, whichever is longer.

(30) Student Health Screening Records Records document the health screening status of students and mandated certifications of health. Required health screening records include vision and hearing screening results; Certificate of Immunization Status; and Tuberculosis (TB) Clearance Certificate (if required by law according to the student’s birth country). Records may also include but are not limited to communications related to health and safety and directed to the school from the parent/guardian or health care provider regarding the student’s attendance, participation, or activities; communications which are directed to the school by health care providers; and documentation of first aid given, and instructions sent to parents/guardians regarding these screening and first aid events. These records are part of the Student Education Record and are transferred if the student transfers to a new district. See Oregon Department of Education student health record policies for further clarification. SEE ALSO Student Health Records and Student Immunization Records in this section. Minimum retention: Until student reaches age 21 or graduates, whichever is longer.

(31) Student Immunization Records Records document the immunization status of an individual student. Records include but are not limited to the Certificate of Immunization Status (CIS), which includes student identification information, vaccine history, and medical and religious exemptions, and records tracking susceptible for those students not yet completely immunized. Records must be retained as part of the Student Health Screening Record and are transferred if the student transfers to a new district. SEE ALSO Student Health Screening Records and Student Health Records in this section, and Immunization Records, Administrative in the Administrative Records section. Minimum retention: (a) Retain certificate of Immunization Status (CIS): Until student reaches age 21 or graduates whichever is longer (b) Retain immunization Status Records – Susceptible (Tracking Cards): Until student attendance ends.

(32) Oregon Student Record Records document a core set of information about an individual student (including a home-schooled student) and his/her educational career, birth through age 21. Records include name and address of the educational agency or institution; full legal name of the student; student’s birth date and place of birth; name of parents/guardians; date of entry into the school; name of school previously attended; subjects taken; marks received; credits earned; attendance; date of withdrawal from school; social security number (as provided on a voluntary basis by parent or eligible student); and such additional information as the educational agency or institution may prescribe. Minimum retention: (a) Retain original: 75 years (b) Retain readable photocopy retained by the former educational agency or institution when a student transfers out of district: 1 year.

(33) Transfer Application Records Records document the authorization for transfer of students between schools within the district. Records may include but are not limited to applications for transfer which generally contain name and grade of student; reasons for transfer request; name of present school; name of school to which transfer is requested; authorizing signatures; and related correspondence and documentation. Minimum retention: 3 years after school year in which records were created.

(34) Truancy Records Records document non-attendance or truancy of students in elementary, middle, or high schools. Records may include but are not limited to notices of non-attendance or truancy; staff reports; investigations; hearing records; suspension notifications; and related correspondence and documentation. Minimum retention: 3 years after school year in which records were created.

(35) Tutoring Records Records document tutoring services provided to students. Records may include but are not limited to registration records, tutor training records, tutor personnel records, tutor class records, tutorial hours, and related documentation. Minimum retention: 3 years after school year in which records were created.

(36) Withdrawal Records Records document withdrawal from school by students between the ages of sixteen and eighteen by the mutual consent of parent or guardian and the school administration. Records may include but are not limited to withdrawal agreements which generally contain name and address of student and family; reason for request; student agreement not to loiter on school premises; agreement by staff to assist student with educational planning; and related correspondence and documentation. Records may also include withdrawal slips which assess student status at time of withdrawal and may include assessment of fees paid or refunded; status of textbooks, library materials, locks, and other materials used by the student; grades; attendance; and related documentation. Minimum retention: 3 years after school year in which records were created.

History

Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2017, f. & cert. ef. 1-13-17
OSA 1-2010, f. & cert. ef. 5-27-10
OSA 3-2009, f. & cert. ef. 6-24-09
OSA 2-2006, f. & cert. ef. 7-26-06
Renumbered from 166-414-0010, OSA 1-2006, f. & cert. ef. 4-17-06
OSA 6-1997, f. & cert. ef. 4-22-97

Or. Admin. R. 166-400-0065 Transportation Records

(1) Bus Driver Records Records document the status and conditions of employment of school bus drivers. Records may include but are not limited to lists of drivers; driving permit and license information; first aid certification; driver training records, examinations, and skill evaluations; change of employment status records; and related correspondence and documentation. Records may also contain copies of physical examinations, accident reports, and insurance documentation. Records may supplement the personnel files of the bus driver. SEE ALSO Employee Personnel Records in the Personnel Records section. Minimum retention: 4 years after school year in which records were created

(2) Bus Incident and Vandalism Reports Records document reports of vandalism and other incidents occurring on or near school buses. Reports are submitted by the bus drivers and are used to determine action to be taken. Reports consist of a narrative account of the incident; student discipline referral form which notifies schools of disciplinary problems; and related documentation. Student behavioral records may be transferred to the student’s education record. Minimum retention: 1 year after school year in which records were created

(3) Bus Schedule and Route Records Records document the process of establishing and monitoring bus routes and schedules. Records may include but are not limited to bus route reports providing stop to stop directions for bus drivers; driver input forms detailing changes in stop times, students dropped, safety problems, and other changes to the bus schedule; surveys of alternative routes to be used during inclement weather; reports listing stops and stop times; tiering reports which include bus lines and routes, first and last scheduled stops, and start and finish times for each route; transportation logs; and related documentation. Minimum retention: (a) Retain annual bus route reports: 5 years after school year in which records were created (b) Retain all other records: 1 year after school year in which records were created

(4) Bus Service Records Records document the school bus service provided by the school district. Records may include but are not limited to dispatch files containing correspondence, reports, daily transportation forms, driver input forms, bus stop deactivation notices, bus schedule change notices, and similar documentation; release statements by parents of special education students releasing the district from responsibility for students left unattended at a bus stop; requests for school bus service for students normally ineligible for service; quarterly reports on student transportation operations including information on vehicle utilization, student loads, and vehicle distribution; transportation requirement forms requesting changes in transportation services provided by contractors or district fleet; and related documentation and correspondence. Minimum retention: (a) Retain quarterly reports: 10 years after school year in which records were created (b) Retain release forms: 3 years after school year in which records were created (c) Retain all other records: 1 year after school year in which records were created

(5) Fuel Records Records documenting the amount of gasoline, diesel, and oil used by agency-owned vehicles. Often includes logs, reports, and related documents. Minimum retention: 2 years

(6) Transportation Complaint Reports Records document complaints relating to students, drivers, schedules, or other school bus transportation problems. Records may include but are not limited to complaint forms, correspondence, and related documentation, and the district’s response. Minimum retention: 3 years after school year in which complaint resolved

(7) Transportation Safety Records Records document safety hazards and safe routes and monitor student safety when taking school transportation. Records may include but are not limited to safety check records which detail pedestrian routes taken by student to and from school and identify number of traffic lanes, posted speeds, and types of crossings; safe stop reports which identify bus stops with safety hazards; railroad crossing reports which consist of annual reports to the Oregon Public Utility Commission which list location of railroad track crossings on school bus routes, name of railroad, and names of intersecting streets; and related documentation. Minimum retention: (a) Retain hazard reports: 1 year after school year in which hazard eliminated (b) Retain all other records: 1 year after school year in which records were created.

(8) Vehicle Maintenance Records Records document the maintenance of school buses and other vehicles owned by the school, district, or ESD. Records may include but are not limited to maintenance agreements; annual and semiannual inspection and certification reports; preventive maintenance inspection reports; specified routine maintenance information; reports on expenditures and costs of repairs; new bus check lists; bus breakdown records; repair notices and orders; operations reports listing gas and oil consumption, mileage, and cost of gas, oil, and maintenance; and related documentation. Minimum retention: (a) Retain annual reports: 5 years after school year in which records were created (b) Retain all other records: 3 years after disposal of vehicle.

(9) Vehicle Records Records document school, district, or ESD ownership and administration of vehicles such as cars, vans, trucks, and buses. Records may include but are not limited to title application materials; titles; registrations; vehicle warranties, vehicle inventories, and related documentation and correspondence. Minimum retention: (a) Retain title application materials: Until title received (b) Retain titles: Until vehicle disposed of (c) Retain all other records: 3 years after disposal of vehicle.

(10) Vehicle Usage Records Records document the use of school, district, or ESD owned vehicles such as cars, trucks, vans, or buses. Records may include but are not limited to scheduling records; transportation request forms; list of vehicles with vehicle number and description; mileage; billing documentation and worksheets; billing reports; and related documentation and correspondence. Minimum retention: 3 years.

History

Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34
Statutes/Other Implemented: ORS 192 & 357
OSA 1-2017, f. & cert. ef. 1-13-17
Renumbered from 166-415-0010, OSA 1-2006, f. & cert. ef. 4-17-06
OSA 6-1997, f. & cert. ef. 4-22-97

Division 450 COMMUNITY COLLEGES

Or. Admin. R. 166-450-0000 Community Colleges

This General Schedule prescribes minimum retention periods for public records created and maintained by the community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0005 Administrative Records

The General Schedule is applicable to the administrative records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Accreditation Records, Institutional: Records document the institutional accreditation process by the President’s Office, project coordinator and college departments. The records document the information compiled for inclusion in the college’s self-study and other reports provided to the evaluators as well as the response of evaluators. Records may include but are not limited to institutional data sheets, annual reports, working papers, resource notebooks, college self-study, interim and final evaluation reports, progress reports and responses by the college, and related correspondence and documentation. (Minimum retention: Self-study and final evaluation report: permanent; Other records: until accreditation completed).

(2) Administrative Records, General: Records document internal administration or housekeeping activities of the individual office, regardless of format. In general, these records related to the office organization, staffing, procedures, systems, and communications. These records do not serve as unique documentation of the programs or functions which caused the office to be created. Records may include but are not limited to documentation of day-to-day administration and training of office personnel; supplies, and office services; the use of office space, equipment and utilities; unit activity relating to specific and defined short-term office projects; and correspondence. Information recorded in a personal day planner or personal electronic device may be a public record under ORS Chapter 192. (Minimum retention: one year).

(3) Administrative Records, Program: Records document the daily activities and routine business of academic, service, support, and other programs developed and administered by the office department. The records are used to develop and administer programs and to communicate with other divisions, departments, and programs; other community colleges; state and federal governments; outside business and organizations; and faculty and students. Records may include but are not limited to correspondence and memoranda; reports, surveys, and policy statements, task assignments; discussion outlines and summaries; planning documents; working papers; informal and working files on student progress and administration; staff meeting records including minutes and agendas; and related correspondence. (Minimum retention: five years).

(4) Advisory Committee Records: Records document the activities of advisory committees which provide advice and assistance regarding professional-technical and other programs. Advisory committee members are generally selected from the community and appointed by the college’s Board of Education. The committees are designed to improve the quality and impact of instructional programs and to ensure that the skills taught are current with those in business, industry, and government. Records may include but are not limited to meeting minutes; agendas; reports; notes; working papers; transcriptions; and correspondence. (Minimum retention: Resource notebooks and working files: until superseded; Other records: three years).

(5) Association and Organization Membership Records: Records document the relationship and participation of college units with professional, educational, and civic associations and organizations. The college’s role may be one of membership on an advisory or administrative board or participation in a task force or subcommittee. Records may include but are not limited to promotional information; rules and regulations; reports; newsletters; proposals and planning records; workshop and conference records; surveys and questionnaires; minutes and agendas; and related documentation and correspondence. This series refers to records that document the direct involvement of the college or its representative in an organization; it does not include individual staff or faculty membership records. (Minimum retention: five years).

(6) Budget Committee Records: Records document the process by which the college’s budget is adopted by the Board of Education. Budget Committee assists the Board of Education in analyzing the administration’s annual budget proposal and is composed of the seven elected members of the Board of Education, seven appointed budget committee members from each of the geographical zones in the college district, and ex-officio members representing the college administration. The Budget Committee bases its discussions on the Budget Book, which is a compilation of budgets from each of the college areas prepared by the budget officer. Public hearings on the budget are held at one of the regularly scheduled Board of Education meetings. Records include but are not limited to committee agendas and minutes; the Budget Book; recommendations from the budget officer; records of the public hearings; committee recommendations; committee membership applications; and correspondence. SEE ALSO: Budget Records in the Financial and Accounting section. (Minimum retention: Minutes, recommendations, and budget books: 20 years; Other records: two years).

(7) College Committee Records: Records document the activities of standing and ad hoc college committees and councils made up of members from a variety of units within the college. The committees are charged with formulating and recommending institutional policies and procedures: establishing standards and requirements; performing an advisory function; reviewing petitions, appeals, and deviations from policy; facilitating communication; or finding solutions to specific problems, barriers, or challenges. Types of committees include administrative, standing, review, advisory, steering, activities, and planning committees, councils, and task forces. Records include but are not limited to agendas; meeting minutes or notes; reports; working papers; appointment, biographical, and other information about committee members; and correspondence. SEE ALSO: Advisory Committee Records, this section. (Minimum retention: five years).

(8) College History Files: Records document significant events in the college or departments past. Records may include records on the formation and naming of the college; lists or descriptions of landmarks or significant college events; college histories; progress and planning reports; biographies and records of past presidents, administrators, faculty, or staff; and newsletters or other publications. Records may include but are not limited to reports; published and unpublished historical sketches; scrapbooks; ephemera; photographs; press releases; newspaper clippings; publications; list of awards received by the college; and correspondence. (Minimum retention: Permanent).

(9) Copyright Records: Records document application and permission to reproduce, distribute, adapt, perform, or display copyrighted material of all kinds for academic and other purposes. Approval may be for a single use, unlimited use, permission to reproduce a specified number of copies, permission for a specific date or date span, permission to use for a defined purpose or audience, or other conditions. Records may include application and approval forms; correspondence and copies of subject material -- paper and other media. (Minimum retention: five years after expiration of copyright).

(10) Correspondence Records that: 1. document communications created or received by a community college AND 2. directly relate to a community college program or community college administration AND 3. are not otherwise specified in the General Records Retention Schedule for Community Colleges (OAR 166 Division 450) or in ORS 192.170. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, and information about contracts, purchases, grants, personnel and particular projects or programs. (Disposition: File with the associated program or administrative records. Communications not meeting the above criteria do not need to be filed and should be retained as needed).

(11) Election Records: Records document the process whereby tax levy, bond measures, and other issues receive voter approval. Records may include but are not limited to certified copies of election results; ballot title and wording records; county election filing forms; precinct maps; election tax levy history; election cost records; promotion and advertising records; and correspondence. SEE ALSO: Bond Records, Financial in the Financial and Accounting Records section. (Minimum retention: Clerk certified election results: five years; Election results and ballot title: Permanent).

(12) Full-Time Equivalency Records: This series document the numbers of students enrolled in the college in terms of full-time equivalency (FTE). The reports are used for internal statistical information and analysis and to generate reports to the federal and state governments. Reports are generated from the student academic records database and track the FTE in various departments, programs, or courses. SEE ALSO: Institutional Research and Reporting Records section, and Course Enrollment Summaries in Curriculum and Instruction Records section. (Minimum retention: 10 years).

(13) Governing Board Records: Records document the functions and policies of the Board of Education, Board of Directors, or other similarly named governing body of the college. The Board of Education has primary authority for establishing policies governing the operation of the college and adopting the college’s annual budget. The board is composed of elected members from designated geographical zones in the college district. Records include but are not limited to original meeting minutes; oaths of office; resolutions; policies adopted, reauthorized, or disapproved; certificates of election; audio recording of meeting proceedings; and correspondence. The records may also include a booklet or package of information prepared before the board meetings. The packet may include the meeting agenda; minutes; background information about agenda items; reports; action items; and other information items. Resolutions concerning financial policies and activities may become a part of the Budget Document. SEE ALSO: Budget Planning and Preparation Records section. (Minimum retention: Official copies of minutes, agendas, oaths, resolutions, policies, and election certificates: Permanent; Audio recordings: Until transcribed or summarized in minutes; Other records: five years).

(14) Grant Records, Administrative: Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which the college or department is the recipient, grantor, allocator, or administrator. Grants may come from local or state governments or foundation and other private funding sources. Records may include but are not limited to applications including project proposals, summaries, objectives, activities, budgets, exhibits, and award notification; grant evaluation records and recommendations concerning grant application; records of administration of grants including equipment purchasing and disposition of records; contract; records monitoring project plans and measuring achievement; and reports to the funding agency on the use of their grant funds. SEE ALSO: Grant Records, Financial in Financial and Accounting Records Section. (Minimum retention: Contracts or agreements documenting building construction, alterations, or repair: retain 10 years after substantial completion; Other contracts: six years after expiration; Final grant product or report: Permanent; Unsuccessful grant applications: one year; Fixed assets’ records: two years after disposition of assets; All other records: five years after final or annual expenditure report accepted).

(15) Institutional Planning Records: Records document the development of short-term or long-term plans for the institution and other special projects related to the organizational development of the college. Records may include but are not limited to instructions from the president or other administrator explaining the nature and purpose of the requested strategic planning effort; internal planning committee materials; statements of objectives, missions and goals; proposals; strategic planning reports activity reports; and correspondence. (Minimum Retention: Final reports: 20 Years; Other records: five years).

(16) Legal Case Files: Records document the management and monitoring of legal cases involving the college. Records include investigatory material; complaints; work notes; police reports; subpoenas; requests for hearing; requests for judicial review; motions; pleadings; briefs; transcripts; petitions; court orders; notices of appeal; depositions; exhibits; and correspondence. Portions may be exempt from public disclosure during specific periods of the case per ORS 192.501(1), 192.502(2). (Minimum retention: five years after closed.)

(17) Organization Charts: Records show the lines of administrative responsibility within the college. Records consist of final organization charts. (Minimum retention: Until superseded).

(18) Policy and Procedure Manuals: Records document and distribute college policies and procedures approved by the board. The records include policy and procedure manuals and related guidelines on personnel, purchasing, and board grievance procedures. (Minimum retention: five years after superseded).

(19) Professional Development and Awards Records: Records document programs that encourage participation in professional activities, recognize excellence in college staff and faculty, and provide opportunities for career advancement. Series may include professional development records which support travel to make presentations at professional meetings, participation in professional organizations or activities, or attendance at conferences; awards which recognize teaching skills; and visiting scholar programs which allow college faculty to teach at foreign host campuses. Records may include but are not limited to applications; review and approve documentation; lists of participants or recipients; arrangements and schedules; publicity and news clippings; presentation transcripts or published works; activities documentation; correspondence; and related documentation. (Minimum retention: three years).

(20) Records Management and Archives Program: Records document college’s records management program — the inventory, retention scheduling, storage, and disposition of non-permanent records. Also documents the college’s archives program; appraising, acquiring, describing, processing, retrieval, and disposition of permanent records. The records may include records of inventories; authorizations; accession registers; finding aids; reference and research records; statistical reports; and correspondence. May also include records management manuals or handbooks. (Minimum retention: Accession register and records disposition records: Permanent; Other records: Until superseded).

(21) Signature Authorization Records: Records certify that designated college employees are authorized to sign fiscal and contractual documents. (Minimum retention: six years after authorization expires).

(22) Volunteer Program Records: Records document the activities and administration of the college’s volunteer program. The records may include applications; skill test results; training records; task assignment and monitoring records; volunteer lists; work schedules; insurance information; publicity records; statistical reports; and correspondence. (Minimum retention: five years).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0010 Bookstore Records

(1) The General Schedule is applicable to the bookstore records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(2) Bookstore Operation Records: Records document the operation of college bookstores. Records include but are not limited to book order forms; instructor’s copy orders; consignments or purchases of books by outreach campuses from the main campus bookstore; transfers of book orders from one outreach campus to another; sponsored student account records; daily cash reconciliation and deposit records; and related documentation. (Minimum retention: two years).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0015 Child Care Records

The General Schedule is applicable to the child care records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Child Abuse Report Records: Records document suspected child abuse at college child care centers. Records may include but are not limited to a narrative account of the incident; notes and working files; observations of the child; a record of phone call to the State Office of Services to Children and Families or law enforcement agency; and related documentation. Also includes records verifying staff training in child abuse recognition. Information may be exempt from public disclosure per ORS 192.501(1), (3), (13). ORS 192.502(2). OAR 414-300-0060(2). (Minimum retention: one year after reported).

(2) Child Care Accident Reports Records document injury or accident to children at college child care centers. Records may include but are not limited to an accident form reporting the child’s name, nature of the injury, teacher, witness, date, time, and place of accident;description of accident; action taken or care given; comments; signatures of reporting staff and parent(s); record of transportation to doctor or hospital; and related documentation. (Minimum retention: one year).

(3) Child Care Billing Records: Records document the billing and payment for services provided by college child care centers. Records may include but are not limited to billing records which compute the fees assessed and record the amount due; adjustment memos which document changes in the amount due; and related documentation. SEE ALSO: Accounts Receivable Records in Financial and Accounting Records Section. (Minimum retention: three years).

(4) Child Care Daily Attendance Records: Records document the daily attendance of children at college child care centers. Records may include but are not limited to a sign-in sheet with the date, name of child, and times of arrival and departure. (Minimum retention: one year).

(5) Child Care Facility License Records: Records document the annual licensing of college child care facilities by the Employment Department, Child Care Division. Records may include but are not limited to sanitation inspection reports; fire safety reports; fire and other emergency drill records; staff development and training records; staff criminal history checks; staff first aid cards; staff orientation records; official license; Child Care Division inspection and certification; and correspondence. (Minimum retention: five years).

(6) Child Care Food Program Records: Records document the administration of the Child and Adult Care Food Program which provides meals and snacks to children at college care centers. Application is made annually to this U.S. Department of Agriculture program. Records may include but are not limited to monthly reimbursement claims which document the number of days of food service, production records, weekly menus, and attendance forms; Child and Adult Care Food Program Confidential Income Statement which documents the names, birth dates, and ethnicity of the children and the monthly income of the child’s household; enrollment roster; and related documentation. (Minimum retention: five years).

(7) Children’s Case Files: Records document a child’s enrollment/admission and attendance at a college child care center. Records may include but are not limited to applications for admission; emergency notification forms; authorization to administer medications; permission to obtain emergency medical treatment and to call an ambulance; approval to participate in field trips or swimming; communications from parents; immunization records; and correspondence. May also, but do not necessarily, include assessments for learning disabilities or counseling; release forms; vision, speech, and hearing screenings, and records about special needs children. Portions may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: one year after last attended).

(8) Immunization Records, Student Workers: Records verify that student workers in the child care center have measles protection and other required immunizations. Immunization verification is required for certain college students involved in health related programs, education or child care programs, other work experience programs, and intercollegiate athletics. The Certificate of Immunization Status forms include student identification information; vaccine history; and religious or medical exemptions. Immunization verification may also be required for hepatitis and other blood borne pathogens. (Minimum retention: one year).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0020 Contracts and Agreements

The General Schedule is applicable to the contracts and agreements of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Bid and Award Records: Records document the procurement process including advertising, evaluation and award of bids to vendors or agencies and provide evidence of accepted and rejected bids for services and products. Records may include but are not limited to bid and quote lists; notices of bid opening and award; comparison summaries; spreadsheets; tabulation worksheets; bid advertising records such as requests for information (RFI’s) and request for proposals (RFP’s); tally sheets; bid specifications; requests for qualifications (RFQs); invitations to bid (ITBs); records of accepted and rejected bids; selection of agents of record records; and correspondence. SEE ALSO: Purchasing Records. (Minimum retention: Accepted agency improvement bids: 10 years after substantial completion; Other accepted bids: six years after bid awarded or canceled; Rejected bids or bid exemptions: two years after bid awarded or canceled).

(2) Contracts and Agreements: Records document the negotiation, execution, completion, and termination of legal agreements, and the purchase and sale of land and buildings between the college and other parties. Records include the official contract or agreement; amendments; exhibits; addenda; facilities scheduling; lease agreements; title insurance policies and forms; legal records; contract review records; instructional services agreements; prevailing wage reports and other documentation furnished by the Bureau of Labor and Industry; and correspondence. (Minimum retention: Contracts or agreements documenting building construction, alterations, or repair: 10 years after substantial completion; Other contracts and agreements: six years after expiration).

(3) Instructional Agreements and Records: Records document the participation of the college in a variety of educational courses and programs. Records may document the contract or agreements as well as the administrative activities and student records concerned with these programs. Types of agreements may include Articulation Agreements with high schools (2+2, Step Ahead, Alternative Education, GED/ELS, and High School Services), other community colleges, and four year institutions; Instructional Services Agreements which document agreements between college and other entities, including the state government, for educational services; and Short-Term Contracted Training Records which document non-degree, non-credit, short-term classes that enable persons in business, government, industry, or the general public to learn new skills or update existing skills. Records may include but are not limited to contracts or agreements; registration records; class lists; payment records; flyers; course and credit records; transcripts; working files; reports; correspondence; and related documentation. (Minimum retention: Working papers: Until contract finalized; Other records: six years after expiration).

(4) Personal Service Contracts: Records document contractual agreements made by the college with individuals or firms for service rendered. Records may include but are not limited to contracts; addenda; exhibits; justification statements; proposals; contractor selection statements; expense records and correspondence. (Minimum retention: six years after expiration).

(5) Software Licensing Agreements: Records document computer software licensing agreements. Records may include but are not limited to licensing agreements for word processing, database managing, and other software programs used in offices and classrooms. The contracts may include but are not limited to name of the software; ISBN number; name of the publisher; licensee name, title, department, and office location; institution name and address; authorized signature; and related documentation. Records may also include statistical reports on the number of students using the licensed programs and the number of hours in use. [SEE: Software Management Records in Information Management Records section.] (Minimum retention: six years after expiration).

(6) Title and Deed Records: Records document the real property acquired or sold by the college. The records may include but are not limited to purchase agreements; title abstracts; easement details; public hearing notices and minutes; county recorder’s plat descriptions; memoranda of understanding; earnest money receipts; sales agreements; property deeds; working papers; and correspondence. (Minimum retention: Permanent).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0025 Curriculum and Instruction Records

The General Schedule is applicable to the curriculum and instruction records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Academic Calendar Records: Records document dates and deadlines of significance to faculty, staff, and students. Calendars are produced quarterly and annually and include but are not limited to dates and deadlines for the academic term, registration, final examinations, holidays and breaks, personnel matters, reports, and related events. SEE ALSO: Publications in Publications and Promotional Records. (Minimum retention: three years).

(2) Accreditation Records, Professional Programs: Records document the accreditation process for the departments, units, and related programs such as nursing, medical assisting, dental assisting, and EMT programs. Records provide documentation of the materials compiled for inclusion in a report packet sent to the appropriate professional accreditation board of the specific program or service and usually includes the statements on mission, finance, educational programs and departments/divisions make up. Most accreditation organizations produce an evaluation report based on the packet and on-site inspection which is used to determine the accreditation for the units and their programs. Records may include but are not limited to self-study reports; final reports; statistical data; working papers; accreditation organization evaluation report; and related documentation and correspondence. (Minimum retention: Self-study and final accreditation report: Permanent; Other records: Until accreditation complete.

(3) Class Lists: Records provide instructional units with an official record of students enrolled in courses taught. Records are used to track enrollment, registration, and attendance. Information in the series may include but is not limited to student name and social security number; academic term; course name; enrollment and registration status; payment status; handwritten instructor notes and comments; and related documentation. (Minimum retention: one year).

(4) Class Scheduling Records: Records document the final draft of the schedule of classes booklet. Information includes registration instructions, list of classes, date and time held, and instructor. (Minimum retention: 10 years).

(5) College Catalog Records: Records provide a record of institutional policies and procedures, program requirements, and course offerings. Information in the individual catalogues includes academic policies and procedures, program names and descriptions, alphanumeric course designations, credits offered per course, and related program and course information. Records may include but are not limited to published copies of catalogues including the general catalogue; drafts of catalogues; preparation and working papers; and related documentation and correspondence. SEE ALSO: Publications. (Minimum retention: Published catalog: Permanent; Other records: one year after catalog published).

(6) Corrections Program Records: Records document the services and programs offered by the college at correctional institutions. Records may include but are not limited to training records which inform the faculty about special rules and regulations concerned with teaching in a correctional facility; computer and software records which document the purchase and use of computers and software by the college and kept in the institutions; textbook inventories of books purchased by the college for use by students in the institutions; and related documentation and correspondence. (Minimum retention: Computer hardware and software records: one year after disposal of equipment; Other records: five years).

(7) Course Enrollment Summaries: Records document the enrollment in courses during each academic term. Records include information concerning the organizational unit; course identification number; course sequence number; instructor’s name; course title; course section; lecture or lab designation; time and location of course; maximum seat count; number of students actually registered for the course; and related documentation. Enrollment summaries may be produced at the fourth week and at the end of the term. SEE ALSO: Full-time Equivalency Records in Administrative Records section. (Minimum retention: five years).

(8) Course Lists: Records provide a record of all existing courses. Records consist of a computer document which includes but is not limited to course identification number; course title; number of credits (lecture, lab, and total); number of contact hours or work load; number of weeks in term; tuition and fees; funding formula code; organizational unit; classification of instructional programs (C.I.P. number) interest area or topic in quarterly schedule; prerequisites; pay level and related information. (Minimum retention: five years).

(9) Course Outline Records: Records document the content of credit and non-credit courses offered on- and off-campus by academic departments. Records include the course outlines and the working files of the department used to create the course outline and to receive approval from the Curriculum Coordinator. The course outlines include but are not limited to the course title; course identification number; number of instructional hours and credits; prerequisites; required text(s); course description; performance based learner outcomes; and an outline of the course content. The working files may also include copies of applications for course approval; and related documentation and correspondence. (Minimum retention: five years after superseded).

(10) Course Syllabus Records: Records document the agreement between the student and the instructor which communicated the expectations of the instructor and the goals of the course. Records may include but are not limited to the course title and number; instructor name and phone number; class meeting times and location; instructor office location and office hours; course description performance-based learner outcomes; required textbook(s); outline of topics and/or assignments; grading procedures; testing information; and additional references or recommended readings. (Minimum retention: three years after superseded).

(11) Curriculum Development Funds Records: Records document the application and approval process of providing funds for faculty to develop or revise program curriculum in a course, to revise complete programs, or to update curriculum strategies and instruction. Records include but are not limited to applications and supporting documentation; review and approval documentation; summary list of recipients; report or other product of curriculum development project; and related correspondence and documentation. (Minimum retention: three years).

(12) High School Dual Enrollment Program Participation Records: Records document the approval of programs offered by community colleges to local high schools, including but not limited to alternative education, GED and high school completing, English-as-a-Second-Language, college technical and transfer level courses, and career development activities for credit. Records may include but are not limited to contracts and agreements and related documentation. SEE ALSO: Academic Records in Student Records Section. (Minimum retention: Contracts and agreements: six years after expiration; Other records: five years).

(13) New and Revised Certificate and Degree Program Development Records: Records document the planning and development of new academic programs and contains the records of short-term training programs as well as one- and two-year programs that have been approved. Information in the records include the program title, length of program, description of program, form of recognition, admission requirements, student recruitment efforts, curriculum, budgetary impact analysis, and related documentation. Records also contain working papers and the program application which may include projected employment, labor market analysis, and information about career opportunities for students who complete the program; business and industry partnership programs; feasibility survey; needs survey; projected enrollment and completion rates; SCANS (Secretary’s Commission on Achieving Necessary Skills) Competencies Matrix; and instructor qualifications. The program development records are sent to the Oregon Department of Education for approval of new programs and options. Impact statements concerning the new program are sent to all colleges and universities in the state for comment. SEE ALSO: Course Outline Records this section. (Minimum retention: Working papers: one year; Other records: 10 years).

(14) Program Student Handbooks: Records document the requirements, policies, and offerings of specific instructional units for use by current or potential students. Records may contain information or policies on fields of study; faculty; and academic requirements. Handbooks may be issued for programs such as automotive, emergency medical technician, nursing, fire science, humanities, office administration and technology, human resources, construction skills training, and dental assisting. (Minimum retention: one year).

(15) Small Business Development Center Statistical Reports: Records document statistical reports prepared by the small business development center which provides training and counseling to persons in business or to those who want to learn how to run a business. Reports contain data on number of new and ongoing clients served, number of businesses counseled, and use of reference library. (Minimum retention: 10 years).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0030 Distance Education/Learning Records

The General Schedule is applicable to the distance education/learning records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Distance Education Records: These records are used to facilitate the production and presentation of courses by mail, television, video tape, computer modem, Ed-net, on-line media, and other electronic means. The tell-courses may be conducted by college instructors or produced, leased, and licensed by others via satellite or other means of transmission or broadcast. The records may include but are not limited to course lists; teachers’ lists; marketing records; evaluations and surveys; annual statistical and narrative reports and summaries about enrollment, growth, and trends in distance education; license agreements concerning the acquisition of the material and the services provided by vendors such as wireless cable operators; and correspondence. License agreements contain vendors’ terms of use, copyright provisions, and related documentation. (Minimum retention: License agreements: six years after expiration; Other records: five years).

(2) FCC License Records: Records document the process of obtaining licenses for television, wireless, radio, and mobile communication frequencies from the Federal Communication Commission (FCC). Records may include but are not limited to applications, correspondence, legal options, license, excess capacity agreements, contract approval records, and related documentation. (Minimum retention: six years after expiration).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0035 Equipment/Supplies/Property Records

The General Schedule is applicable to the equipment/supplies/property records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Equipment and Furniture Inventory Records: Records document the location of college-owned furniture and equipment, and the use and transfer of college-owned property and equipment. Records may include property inventory listings, property disposition requests and notices, equipment transfer memoranda or forms, warranties, and correspondence. (Minimum retention: Inventory listings: Until superseded; Other records: one year).

(2) Equipment Ownership and Operation Records: Records provide information on individual pieces of equipment as defined by the state ($5,000) held by the college and may provide support documentation for warranty, operation, maintenance, service, and repair. Records may include but are not limited to shipping manifests or packing slips; vendor information; instructions and operating manuals; warrantees and guarantees; serial numbers of equipment; maintenance agreements or contracts; service call reports; maintenance records; and related documentation and correspondence. (Minimum retention: two years after disposition of property).

(3) Vehicle Records: Records document the administration of vehicles such as cars, vans, trucks, trailers, boats, tractors, and farm vehicles for accounting and insurance purposes. Records may include but are not limited to vehicle titles; registrations; vehicle warranties; maintenance agreements; service records and receipts; vehicle inventories containing information regarding description, dollar value, and date of purchase; vehicle usage records; scheduling records; transportation request forms listing the beginning and ending mileage of the vehicle; and related documentation and correspondence. (Minimum retention: Vehicle title: Until vehicle disposed of or transferred to new owner; Registration, warranties, maintenance agreements, and service records: two years after disposition of vehicle; Other records: one year).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0040 Facilities Records

The General Schedule is applicable to the facilities records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Building and Grounds Repair, Remodeling, and Construction Records: Records document the condition, upkeep, and routine maintenance of college buildings and grounds and the planning, administration, and implementation of current and potential capital construction projects on campus. It also documents remodeling and construction projects. Also used to forecast needs for projects and as a reference to projects completed. Records may include but are not limited to floor plans; specifications, layouts; sketches; maintenance agreements; work logs; fire marshal’s compliance and other building inspection reports; permits project descriptions and requirements; plan reviews; project schedules; and related documentation and correspondence. Series may also include records of remodeling or construction due to American Disability Act (ADA) requirements. (Minimum retention: Contracts or agreements documenting building construction, alterations, or repair: 10 years after substantial completion (ORS 12.080 and 12.135); Other records: for the life of the structure).

(2) Facilities Inventory Records: Records document the value of lands and buildings owned by the college and of the changes in utilization of space due to remodeling, minor reallocation, and new construction. Records may include but are not limited to inventories which list each campus building and parcel of real estate; the date acquired; property description; utilization of building space records; operating and maintenance cost records; inventory and other working documents which include the building name, room number and condition, type of space, and square footage; and related documentation and correspondence. Records include the records of buildings and lands on the main as well as branch or outreach campuses. (Minimum retention: Until superseded).

(3) Prevailing Wage Reports Records: Records document the prevailing wage rate schedule for workers on college construction projects. Records contain the certified payroll records of construction companies engaged in college projects. This information on prevailing wages is supplied to unions and other interested parties. Records may also contain annual planned project list and other documentation furnished by the Bureau of Labor and Industry. (Minimum retention: five years after completion of project).

(4) Swimming Pool Operation and Maintenance Records: Records document the operation and maintenance of college swimming pools. The records include water quality tests; records of filling, emptying and cleaning; operating and safety equipment repair and maintenance; and equipment warranties. (Minimum retention: Equipment records: for life of structure; Maintenance records: five years).

(5) Utility Systems and Equipment Operation Manuals and Maintenance Records: Records document the operations and maintenance of college utilities equipment. Records may include but are not limited to permits; equipment operations logs; mechanical readings charts; equipment maintenance histories; and correspondence. (Minimum retention: Until equipment no longer in service).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0045 Student Financial Aid Records

The General Schedule is applicable to the student financial aid records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Federal Title IV, Program Records, Institutional Records: Records document eligibility to participate and school’s administration of Federal Title IV and programs. Records include Institutional Program Participation Agreement; Recertification; Education program eligibility; Accreditation reviews; and reports; State agency reports; Audits and program reviews; Other records, as specified in regulation, that pertain to factors of financial responsibility and standards of administrative capability; and Consortia Agreements between and amongst schools. SEE ALSO: Administrative Records, Accreditation. (Minimum retention: Agreements: six years after expiration; Records pertaining to borrower eligibility: three years after the end of the award year in which the student borrower last attended the institution; Fiscal Operations Report, Application to Participate and supporting documentation: three years after the end of the award year in which the FISAP is submitted; Records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the retention period applicable to the record, whichever is longer).

(2) FFELP and Direct Loan Records: Records relate to Federal Family Education Loan Program (FFELP and Direct Loan Programs including but not limited to: Eligibility (student and/or parent); Application; Disbursement records; Promissory notes; and Student Status Confirmation Reports (SSCR). (Minimum retention: (a) Records relating to a student or parent borrower’s eligibility: three years after the end of the award year in which the student borrower last attended the institution; (b) Other records relating to the participation in FFEL or Direct Loan Program: three years after the end of the award year in which the records are submitted; (c) Records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the retention period applicable to the record, whichever is longer).

(3) Financial Aid Annual Reports: Records document cumulative loan activity of each fiscal year through a required year-end report made to the U. S. Department of Education. Records may include but are not limited to schedules and instructions; working papers; exhibits audit reports; findings; rebuttals; and related documentation and correspondence. (Minimum retention: (a) Audit reports, exhibits, findings, rebuttals: 20 years; (b) Other records: Until completion of audit).

(4) Fiscal Records and Reports: Records document Federal Title IV Aid transactions, including receipt, management and disbursement of funds. Records of all Title IV program transactions; Bank statements for all accounts continuing Title IV payments, cash disbursements, refunds, and repayments; General ledger (must be separate from school’s other financial transactions) and related ledgers that identify each Title IV program transaction; Federal work-study payroll records; Annual Federal Fiscal Operations and Applications for Funds Report (FISAP). Records support data appearing on required reports: Federal Pell Grant Statements of Account; ED Payment Management system cash requests and quarterly or monthly reports; Title IV program reconciliation reports; Audit reports and school responses; State Grant and Scholarship award rosters and reports: Accrediting and licensing agency reports. (Minimum retention: three years after the end of the award year unless otherwise specified FISAP exception: three years after the end of the award year in which the FISAP was submitted).

(5) Perkins Loan Program Records: Records relate to Perkins Student Loan, National Direct Student Loan, and Nursing Loan; and show each borrower’s payment history (showing date and amount of each repayment) and amount of each repayment credited to principal, interest, collection costs, and penalty or late charges. Documentation of each contact with borrower or endorser in collection of overdue loan, including date, nature, result of the contact, and copies of all correspondence, collection agency reports, and litigation records. (Minimum retention: (a) Records relating to the administration of the loan: three years after the end of the award year for which aid was awarded and disbursed; (b) Fiscal Operations Report, Application to Participate and supporting documentation: three years after the end of the award year in which the FISAP is submitted; (c) Records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the retention period applicable to the record, whichever is longer).

(6) Student Consumer Information Records: Records apply to all schools participating in Federal Title IV Aid Programs. Includes but not limited to: College catalog and term class schedules; Student Handbook or other publication; Campus Security Report and timely warnings; Right to Know — completion or graduation and transfer-out rates; Equity in Athletics Disclosure Act (EADA); Drug & Alcohol Abuse Prevention Information; Drug-free Workplace Information; FERPA; and documentation supporting all calculations and statistics. SEE ALSO: Student Academic Records, Student Handbooks, Students Athletic Advising and Eligibility Records. (Minimum retention: three years after the end of the award year in which information was published).

(7) Student Financial Aid Records: Records document student eligibility common to all Federal Title IV Aid Programs. May include, but not limited to: Student Aid Report (SAR) or Institutional Student Information Report (ISIR) used to determine eligibility; documentation of need and eligibility for Title IV funds; Cost of attendance information; documents used to verify applicant data; required student certification statements and supporting documentation; documentation of all professional judgments decisions; financial aid history information for transfer students; documentation of student’s satisfactory academic progress; documentation of amount, date, and basis of all refund and repayment calculations for a student (last dates of attendance, grade rosters); and documentation of outside resources. SEE ALSO: Student Records, Academic; Veterans Student Records. (Minimum retention: (Minimum retention: Records relating to a student or parent borrower’s eligibility: three years after the end of the award year in which the student borrower last attended the institution; Other records relating to the participation in FFEL or Direct Loan Program: three years after the end of the award year in which the records are submitted; Fiscal Operations Report, Application to Participate and supporting documentation: three years after the end of the award year in which the FISAP is submitted; Records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the retention period applicable to the record, whichever is longer).

(8) Student Records, Institutional: Records used to establish student admission, enrollment status, period of enrollment and academic progress. Records include: academic transcript; admissions application; student course of study and enrollment history; ability to benefit test and test results; grade rosters; and Student Status Confirmation Report (SSCR). SEE ALSO: Student Academic Records. (Minimum retention: three years after the end of the award year in which the FISAP is submitted or until all questions resolved, whichever is longer).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0050 Financial and Accounting Records

The General Schedule is applicable to the financial and accounting records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Account Reconciliation Records: Records document the reconciliation of funds and accounts such as checks, cash, and bank accounts, fixed assets to capital expenditures. Records may include printouts; worksheets; bank statements, reports, schedules; and other supporting documentation. SEE ALSO: Accounts Receivable Records. (Minimum retention: Federal grant records: five years after annual of financial report accepted; Other records: three years).

(2) Accounts Payable Records: Records document expenditures and purchases and provides a record of payment of bills. Records may include but are not limited to encumbrance registers; purchase orders; balance sheets; bills; invoices; invoice vouchers; journal vouchers/entry forms; price quotes; requisitions; payment authorization; check request; reports of receipt of goods or services; petty cash, voucher register; and correspondence. SEE ALSO: Purchasing Records. (Minimum retention: Federal grant records: five years after annual of financial report accepted; Other records: three years).

(3) Accounts Receivable Records: Records document current status and transaction activity of college funds held in bank accounts, billings and collections, deferred tuition, and provides a record of money and miscellaneous debts owed to the college. Records may include but are not limited to bank statements; validated deposit slips and/or paid check copies; and reconciliation worksheets or spreadsheets; account edit sheets; credit card payment forms; invoices; journal vouchers; receipts; and correspondence. May also include account aging reports which are used to monitor accounts which are outstanding and overdue. (Minimum retention: three years after reconciled or deemed uncollectable).

(4) Annual Financial Reports: Records document the college’s financial condition and results of operation using trial balance data. These reports are used to report and monitor the college’s financial condition, and as a reference by auditors. Records may include combined balance sheet; combined statement of revenues; expenditures, changes in fund balance; notes to the financial statement; statistical reports, audit reports, general ledger, trial balance, and budget status reports. (Minimum retention: 20 years).

(5) Audit Reports: Records document the examination of the college’s financial condition by internal or independent auditors. Audits examine the fiscal condition, internal controls and compliance policies and procedures, accounting principles and methods, the accuracy and legality of transactions. Records may include but are not limited to audit reports; audit work-papers; supporting documentation; and correspondence. May also include performance or program audits. SEE ALSO: Financial Reports. (Minimum retention: Official copy of audit and responses: 20 years; Grant fund audits: five years; Other records: one year after audit completed).

(6) Bond Records, Financial: Records document the authorization and payment of bonds to finance college construction and improvements. Records may include but are not limited to authorizations; supporting financial documentation; G.O. Bonds and certificates of participation, revenue bonds, bond ratings; sample copies of bonds issued; paid bonds; coupons; and receipts; bond register; and correspondence. SEE ALSO: Election records in the Administrative Records section. (Minimum retention: three years after final payment).

(7) Budget Planning and Preparation Records: Records are used to develop, propose, and plan budget requests for units, departments, or the college. Records may include but are not limited to budget requests; spread sheets; expenditure projection work papers; budget development instructions, schedules; allotment reports; past and current budget worksheets; salary worksheets; miscellaneous income reports; budget instructions and guidelines; capital outlay reports; equipment need reports; decision packages; budget committee minutes and agendas; spending plans; compensation plan proposals; contingency plans; and correspondence. SEE ALSO: Board of Education Records in the Administrative Records section. (Minimum retention: five years).

(8) Budget Records: Records document the annual financial plan approved by the college’s governing board. Records may include but are not limited to adopted budgets, also called the Budget Document; budget allotment reports; budget messages; revenue and expenditure tracking records; status reports; operating programs, debt service, position, and wage analysis; and correspondence. SEE ALSO: Budget Planning and Preparation Records and Budget Status Reports in this section. (Minimum retention: Final approved budget document: 20 years; Other records: Most recent 2 budgets).

(9) Budget Status Reports: Records document departmental expenditures in relation to the approved budget and are used to monitor allotments, and expenditures. Records may include monthly or quarterly printouts of departmental expenditures and amounts available for use in various funds and accounts. Printout information may include but is not limited to fund or account name and/or code; object description; encumbrances or amount allocated; expenditures; balances; and related data. SEE ALSO: Budget Planning and Preparation Records, and Budget Records in this section; and Board of Education Records in the Administrative Records section. (Minimum retention: Year-end report: five years; All other reports: Until superseded).

(10) Capital Construction Funding Records: Records document the funding of capital construction projects on campus, and are used to prepare budgets and allocations for capital construction projects. Records may include but are not limited to project descriptions; budget projection and allocation records; budget authorization forms; budget change orders; final acceptance statements; and related documentation and correspondence. (Minimum retention: Life of structure).

(11) Check Conversion Records: Records document checks received from customers that are electronically deposited after being imaged and converted to an Automated Clearing House (ACH) transaction or Image Replacement Document (IRD) (Minimum Retention: (a) Retain original paper instrument 30 days, destroy (b) Retain ACH transaction or IRD 6 years, destroy).

(12) Correspondence, Fiscal: Records document significant communication between the college and other government agencies, vendors, students, and the public pertaining to fiscal policy, obligations, revenue and transactions. Records include letters sent and received by the college’s administrative and/or business office staff. SEE ALSO: Administrative Records, Program in the Administrative Records section. (Minimum retention: three years).

(13) Credit and Debit Receipts: Agency’s copy of credit or debit card receipt documenting payment received by agency. Records include customer’s name and account information (Minimum Retention: Retain 36 months after transaction, destroy).

(14) General Ledger and Trial Balance Records: Records provide a comprehensive listing of all fiscal transactions of the college and are used to prepare the college’s Financial Reports. The General Ledger provide a record of fiscal transactions for all asset, liability, owners equity, revenue, and expenditure accounts for the college. The Trial Balance provides a list of all open accounts in the General Ledger and reflects the current financial position of the college. Information includes: debit, credit, and balance amounts per fund and account. SEE ALSO: Subsidiary Ledgers, Journals, and Registers, and Financial Reports. (Minimum retention: Fiscal year-end reports: 20 years; Other reports: Until superseded).

(15) Grant Records, Financial: Records document the expenditure data and status of federal and other grants received by the college. The records may include but are not limited to grant applications; project narratives; proposed budgets; notices of grant awards; project reviews; fund request; project reports; capital outlay expenditure reports; adjustment notices; contract; financial reports; performance reports; federal evaluations; allocation preparation reports; grant status summaries; reimbursement request; correspondence; and quarterly, annual and final expenditure reports. May also include grant related fixed-asset purchase, inventory, and disposal records. SEE ALSO: Grant Records, Administrative in the Administrative Records section. (Minimum retention: five years after final or annual expenditure report accepted; Fixed asset records: two years after disposition of assets).

(16) Journal Vouchers: Records document authorization and movement of funds between college accounts and cost center. The records include journal vouchers which show account numbers, amount, authorizing signature, and related information. The records may also include intra-institutional voucher which provide detail of internal charge-backs for campus services such as phones, postage, copying and media. May also include documentation explaining and/or justifying transfer. (Minimum retention: three years).

(17) Purchasing Records: Records document the purchase of goods and services by the college. Records may include but are not limited to purchase orders; purchase authorizations; requisitions; contract release orders; vouchers; telephone service orders; vendor files; and correspondence. SEE ALSO: Bids and Award Records in the Contracts and Agreements section. (Minimum retention: Vendor files: Until superseded or obsolete; Other records: three years).

(18) Receipts and Receipt Registers: Records document cash received or distributed by the college. It also documents all money received and deposited to department accounts through daily deposits. This series may include but is not limited to validation receipts; cash register tapes; bank deposit slips; check stubs; departmental deposit vouchers; cash receipt slips; petty cash balance sheets; bank deposit slips; checks, check register; cash by account reports; and monthly cash register reports. (Minimum retention: three years).

(19) Subsidiary Ledgers, Journals, and Registers: Records document details of transactions such as those related to receipts and expenditures on a daily, monthly, quarterly, or similar basis. Includes journals, ledgers, registers, day books, and other account books that provide backup documentation to the general ledger. May include details of revenues, expenditures, encumbrances, cash receipts, warrants and others. Information often includes date, payee, purpose, fund credited, or debited, check number, and similar or related data. Note: These ledgers, journals, and registers may no longer be created due to the automation of accounting systems. (Minimum retention: Trust fund ledgers: two years after trust fund closed; Other subsidiary ledgers, journals, and registers: two years).

(20) Unclaimed Property Report Records: Records document annual reports submitted to the Department of State Lands of financial assets being held for a person or entity that cannot be found. Series includes Holder Report, owner information, correspondence and other related documents. Note: Unclaimed property is not real estate, abandoned personal property, or lost and found items. (Minimum Retention: 3 years after the property is remitted to the Department of State Lands).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 1-2010, f. & cert. ef. 5-27-10
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0055 Health Services Records

The General Schedule is applicable to the health services records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Communicable Disease Records: Records fulfill the public health requirement of reporting the discovery of communicable disease. Records may include but are not limited to laboratory test results; name and address of student; date; and person making referral. Information is transferred to the county health department but the log is maintained by laboratory. Records may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: five years).

(2) Laboratory Inspection Records: Records document periodic in-house inspection of laboratory equipment. Records may include but are not limited to a checklist of all equipment, calibrations, and conditions. (Minimum retention: Two most recent inspections).

(3) Laboratory Test Requests: Records document physician orders for laboratory tests for students receiving services at the student health center. Records consist of lab test request forms showing name of student, date, test(s) ordered, and physician’s signature. (Minimum retention: five years).

(4) Licensure Records: Records document the licensing of student health center and facilities. Records may include but are not limited to license applications; license and inspection reports; and correspondence. (Minimum retention: Until superseded).

(5) Medical Records: Records document medical services provided to students by the student health center. Records may include but are not limited to summary sheets; bacteriology test results; treatment record forms; diagnosis sheets; health history/screening sheets; initial evaluation/assessment sheets; referral sheets; health center billing statements; personal health history sheets; dental examination sheets and X-rays; laboratory test results; physical therapy notes; X-ray release forms; X-ray requisitions with narrative of radiologist; notes; memoranda; and correspondence. SEE ALSO: Student Athletes Medical Records in Intercollegiate Athletics Records section. Records may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: seven years after last service or until 21st birthday, whichever is longer).

(6) Patient Satisfaction Surveys: Records document patient comments on services provided by the student health center and are used to plan changes in services. The surveys may include but are not limited to rating of services; type of services rendered; statistics about the student; and possibly names and addresses. (Minimum retention: three years).

(7) Pharmacy Prescription Dispensing Records: Records are used to provide an individual, daily summary, and annual summary record of initial drug dispensing and refills administered by the student health center as required by the Oregon State Pharmacy Board. Records may include but are not limited to prescription slips; in-house computer-generated Rx registers; controlled substance reports; and data base purge reports. (Minimum retention: three years).

(8) Practitioner Schedules: Records document the practitioners’ work schedules and are used to clarify assigned responsibilities. Records include dates and times of assignments, practitioner names, and responsibilities. (Minimum retention: two years).

(9) Student Health Insurance: Records document students selection and purchase of insurance policies through the health center. The records may include but are not limited to benefit explanations; payment summaries; photocopies of checks; invoices; policy change sheets; ledgers; individual student correspondence relating to their coverage; and correspondence with the insurance company. (Minimum retention: five years).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0060 Information Management Systems

The General Schedule is applicable to the information management records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Computer Services Disaster Recovery Plans: Records document the steps to take in case of a major disaster which has destroyed or compromised the operations of the department. Components of the recovery plan include but are not limited to physical plant repair which includes a description of equipment needed and steps to be taken to repair the physical plant and its infrastructure such as electrical and air conditioning systems; equipment restoration including contacts with equipment suppliers and a list of replacement equipment to be purchased; data restoration including steps to be taken to reload data, recover data, reconnect networks, reestablish telephone connections, and reconnect modems and data phones; and related procedures and needs dealing with risk management, public relations, and financial issues. (Minimum retention: Until superseded).

(2) Computer System Maintenance Records: Records document the maintenance of computer systems and are used to ensure compliance with any warranties or service contracts; schedule regular maintenance; diagnose system or component problems; and document system backups. Records may include but are not limited to computer equipment inventories; hardware performance reports; component maintenance records (invoices, warranties, maintenance logs, correspondence, maintenance reports, and related records); system backup reports; backup tape inventories; and related documentation. (Minimum retention: Records related to system or component repair or service: Life of system or component; Records related to regular or essential records backups: Until updated or obsolete).

(3) Computer System Program Documentation: Records document the addition, modification, or removal of software from a computer system. Records usually fall into six categories: Records that document operating systems; Records that document the in-house creation and modification of application programs; Records that document the structure and forms of datasets; Records that document the use of commercial software packages; Records that document the structure of the system; and Records that document system-to-system communication. Records may include but are not limited to system overviews, operations logs, job listings, operator instruction manuals, system development logs, system specifications and changes, conversion notes, dataset logs, dataset inventories, dataset record layouts, hard copies of table, data dictionaries, data directories, programming logs, program specifications and changes, record layouts, user views, control program table documentation, program listings, commercial software manuals and related documentation. SEE ALSO: Information System Planning and Development Records, Software Management Records, and Computer System Maintenance Records, this section. (Minimum retention: For the life of the system).

(4) Information System Planning and Development: Records document the planning and development of information systems. Although these records typically document computerized information systems, they may also document manual filing systems and microfilm systems. The records are used to ensure that planned systems will help the department fulfill its missions, are cost-effective, conform to adopted information standards, and integrate with existing information systems. Records may vary according to the level of documentation required for each system and may include but are not limited to information technology plans, feasibility studies, cost-benefit analyses, department or program studies and surveys, system specifications and revisions, component proposals, technical literature, vendor literature and proposals, and related correspondence and documentation. SEE ALSO: Computer System Program Documentation in this section. (Minimum retention: Implemented systems: For the life of the system; Unimplemented systems: three years).

(5) Software Management Records: Records document the use of information systems software. Records are used to ensure that software packages are compatible, that license and copyright provisions are complied with, and that upgrades are obtained in a timely manner. Records may include but are not limited to software purchase records, software inventories, software licenses, site licenses, and related correspondence and documentation. SEE ALSO: Software Licensing Agreements in Contracts and Agreements Records section. (Minimum retention: Until software is disposed of).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0065 Institutional Research Records

(1) The General Schedule is applicable to the institutional research records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(2) Institutional Research and Reporting Records: Records document the college’s reporting to federal and state agencies such as the US Department of Education, National Center for Education Statistics, State Education Department, Office of Community College Services, and the State Office of Education Policy and Planning. Reports are prepared for such topics as adult education grants; Perkins professional technical grants; student right to know; graduation rates; enrollment, course data; staff data; financial data; and other topics as needed. Also documents research and reporting for internal management information such as outcome/performance measures, public affairs information, general information regarding enrollment and demographics, ad hoc department requests, accreditation, and other topics as needed. Reporting systems include Integrated Post Secondary Education Data System (IPEDS) and Oregon Community College Unified Reporting System (OCCURS). The records include but are not limited to hard copy, electronic, and microfilm draft and final reports; surveys; and correspondence. (Minimum retention: IPEDS reports, OCCURS reports, and other official reports to the Office of Community College Services or U.S. Department of Education: 10 years; Other reports: five years; Preparation material: one year).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0070 Institutional Service Records

The General Schedule is applicable to the institutional service records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Mail, Copy, and Print Services Account Records: Records document the processing and clearing of accounts for mail, copy, and print services. Records may include but are not limited to account summaries of outgoing postage charged to departments; periodic reporting of charges to college accounts for printing and copy services; payment of charges; and related documentation. Records may be referred to the business office for collection and servicing of accounts. (Minimum retention: Copy machine accounts: three years; Other accounts: one year).

(2) Postal and Shipping Records: Records document the mailing, shipping, and receipt of items by the U. S. Postal Service, UPS, Federal Express, and other private carriers. Records may include but are not limited to delivery receipts; receipt verification notebooks; incoming and outgoing certified, registered, insured, or express mail records; outgoing and upkeep records; and related documentation. (Minimum retention: three years).

(3) Work Orders Records: Records document requests and authorizations for needed services and/or repairs to college property and equipment. Records may include but are not limited to copy center, printing, photography, microfilming requests and work orders; telephone service and installation requests and change orders; maintenance and repair authorizations; and related correspondence and documentation. (Minimum retention: one year).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0075 Intercollegiate Athletics Records

The General Schedule is applicable to the intercollegiate athletics records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Athletic Eligibility Records: Records document verification by the athletic director of student athletes’ academic progress to the Northwest Athletic Association of community colleges (NWAACC). These records include computer generated academic progress reports. (Minimum retention: five years).

(2) Athletic Scheduling Records: Records document competition schedules set up with other colleges by coaches and the athletic director. Records may include but are not limited to contracts; final schedules; and related documentation and correspondence. (Minimum retention: six years after expiration).

(3) Game Arrangement Records: Records provide a reference record of arrangements made for and the schedules of past games. Records may include but are not limited to team practice schedules; team position assignments/depth charts; itineraries; bus lists; notes; and related documentation and correspondence. (Minimum retention: one year).

(4) Game Statistics: Records may include but are not limited to player academic statistics; season and game player statistics; rankings; awards information; NWAACC game statistics; all-conference nominations; numerical rosters; media guides; narrative reports on games; final team statistics for each game; NWAACC official scoring summaries; and related documentation and correspondence. (Minimum retention: 20 years).

(5) Practice Schedule Records: Records are used to monitor practice time for athletic teams and assist in complying with NWAACC rules and regulations. Records consist of team rosters indicating time spent in practices, meetings, training and conditioning, and competition. (Minimum retention: one year).

(6) Student Athletes Eligibility Records: Records document the participation of student athletes; providing records of academic progress while students are involved in athletic programs at the institution; and complies with NWAACC and other applicable conference reporting requirements. These records include letters of intent; Talent Grant or athletic scholarships awarded, renewals of letters of intent; NWAACC Progress or other conference reports; students’ request for release from athletic programs; disciplinary memoranda; and related correspondence. (Minimum retention: three years).

(7) Student Athlete Medical History Records: Records document the medical history of each athlete before and during his/her attendance at the college. Records may include but are not limited to annual health appraisals; authorization to release information forms; treatment consent forms; assumption of risk forms; accident reports; off campus treatment source records; and insurance questionnaires. Some records may be duplicated Medical Records in Health Services. SEE ALSO: Medical Records in Health Services Records section. Information may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: three years).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0080 Library and Media Records

The General Schedule is applicable to the library and media records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Acquisition Records: Records document the process of requesting, ordering, acquiring and receiving books, periodicals, audio-visual, and other library materials. Provides a record of all items added and withdrawn each month. Records include but are not limited to hard copy and/or electronic purchase request forms which list the title and other bibliographic information about the item requested; requesters’ name; request tracking data; subject area; authorization signature; and related documentation. Records may also include electronic bibliographic records which are downloaded from the OCLC into the library catalogue, notations of receipt of material; and accession registers; SEE ALSO: Accounts Payable Records in the Financial and Accounting Records section and Library Catalog in this section. (Minimum retention: Requesting and ordering records: two years; Purchasing records: three years; Other records: one year).

(2) Audio-Visual Materials and Equipment Loan Records: Records document the loan, rental, scheduling, billing, and delivery of audio-visual materials and equipment to college faculty, students, staff, and other qualified patrons for classroom and in-library use. Media equipment may include televisions; overhead, slide, and film projectors; VCR’s; screens; tape recorders; microphones; computer LCD panel projector systems; monitors and other equipment. Audio-visual materials may include films; filmstrips; videos; audio tapes; CD’s and other media. Records include request forms; reservation records; booking and scheduling records; delivery records; periodic equipment usage reports; and related documentation. Records may also include an electronic inventory database containing equipment identification; purchase date and cost; vendor; location; maintenance and repair data; and disposition. (Minimum retention: Request forms: 1 term; Delivery records and statistical reports: five years).

(3) Borrower Registration Records: Records grant students, faculty, staff, and other patrons of the library the privilege to use library resources and are used to control the circulation of library holdings. Records may be in the form of a library card, a bar code, or other record identifying and qualifying the patron. SEE ALSO: Circulation Records in this section. (Minimum retention: Until patron no longer registered at college and account cleared).

(4) Circulation Records: Records document the borrowing of circulating library materials by faculty, students, staff, and other qualified patrons. Records are generally maintained electronically and transaction resolution may delete the active on-line record. Hard copy records may include statistical reports detailing transactions for management use. Information may include but is not limited to name and identification of the borrower; titles of material borrowed; due date; overdue and fine payment notation; if item lost, or temporarily removed from circulation for repair; and related information. SEE ALSO: Library Reports, Borrower Registration Records, Audio-Visual Materials and Equipment Loan Records, and Overdue Records in this section. Information may be exempt from public disclosure per ORS 192.501(10). (Minimum retention: Statistical reports: 10 years; Other records: Until transaction is completed).

(5) Cooperative Regional Library Contract Records: Records document the agreements between college and cooperative regional library services. Records include but are not limited to establishing documents, including original petition, Secretary of State, declaration of petition, and official notarized county election results; contracts and addendums concerning the provision of library services; the sharing of materials; financial arrangements and reimbursement for services; agreement with the courier service concerning the movement of materials between libraries; and related correspondence and documentation. SEE ALSO: Cooperative Regional Library Service Records in this section. (Minimum retention: six years after expiration).

(6) Cooperative Regional Library Service Records: Records document the establishment and administration of a regional cooperative library system, and the activities of advisory and policy groups founded to facilitate sharing information resources among libraries. Records may include but are not limited to establishing documents; meeting agendas; minutes and exhibits; reports and handouts; newsletters, publications; notes; working papers; membership lists; and correspondence. SEE ALSO: Cooperative Regional Library Contract Records in this section, and College Committee Records in the Administrative Records section. (Minimum retention: Establishment documents: Until service disestablished; Minutes and exhibits: 20 years; Other records: five years).

(7) Films, Videotapes, and Sound Recordings: This section provides visual and audio documentation of college activities and events including college instruction, intercollegiate athletics, and other activities of students, faculty, and staff with significant relevance to the function and mission of the college or an individual unit. These productions are created for recruitment and orientation, fund-raising, publicity, research, and teaching. Records may include satellite video tapes, videos or films of courses and seminars, community and general interest programs, and other programs provided by the college. Records may include but are not limited to identified and labeled video tapes; motion picture films; phonographic recordings; audio tapes (all formats); compact audio discs; and transcriptions when available. (Minimum retention: Final productions: Permanent; Preparation material and remaining footage, if final production does exist: Until final product completed; Acquired video tapes and films: Retain according to terms of license or copyright agreement with provider).

(8) Inter-Library Loan Records: Records document materials borrowed and loaned by the library through an interlibrary loan program in response to requests from patrons for materials in the college library. Materials may include books, serials, audio and video tapes, mixed media kits, and other library materials. Records may include but are not limited to ILL request forms; ALA request forms; lender and borrower request records generated from electronic sources such as OCLC; tracking logs; copies of citations; and related documentation. (Minimum retention: three years).

(9) Library Catalog: Library catalog contains the bibliographic records of all library and audio-visual holdings including books, magazines and serials, films and videos, interactive media, and other AV materials. The catalog documents the acquisition and maintenance of library holdings; provides patrons with access to library holdings; and documents accessioning, de accessioning, and circulation of library materials. The catalog database is also used to produce reports on circulation activity, new acquisitions, and collection information. Records are generally created and maintained electronically and may contain modules for cataloging, serials, reserves, acquisitions, circulation, and community information. The holdings or inventory records, include but are not limited to title, author, subject entries, collection, call number, publication date, price or value, source, and related bibliographic documentation. SEE ALSO: Library Reports, Circulation Records, Acquisition Records in this section. (Minimum retention: (a) Holdings records: Until material withdrawn from the collection; (b) Serial holdings records: Until subscription terminated or holdings withdrawn).

(10) Library Reports: Records document statistics and other data collected by the college library for internal research, collection development; planning and budgeting; to monitor library programs and activities; and to report to external sources such as the state library or the federal government. Records may include data tally sheets; summary compilations; and monthly, quarterly, or annual statistical and narrative reports based on the data collected. Records may also include records of additions and withdrawals from the collection; circulation records showing number of items checked out, category, number of holdings, time of checkout, length of checkout, student demographics, materials by subject, percentage of increase or decrease in activity, classes taught at the library, courier service statistics, special activities, and related documentation; courier service statistics; reference activity; interlibrary loan activity; and overdue data. Statistics may be compiled manually or electronically. (Minimum retention: five years).

(11) Overdue Records: This record series is used to monitor the status of overdue books and other library materials. Records may include but are not limited to notices sent to patrons notifying them of overdue materials; overdue records maintained in an on-line patron database; billing and collection records; overdue records involving material from other libraries in cooperative arrangements with the college library; and related documentation. Billing records may be referred to the Business Office for collection. SEE ALSO: Student Academic section; Accounts Receivable Records in the Financial and Accounting Records section. (Minimum retention: Until material returned, debts reconciled or deemed uncollectable, or transferred to Business Office; Records of open charges: 10 years).

(12) Reference Records: Records document the activities of the reference unit. Records may include but are not limited to library orientation records; instructional request forms and scheduling data; periodic reports on reference usage and activities; and related documentation. (Minimum retention: one year).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0085 Payroll Records

The General Schedule is applicable to the payroll records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Employee Time and Attendance Records: Records document employee time worked and attendance. Records may include but are not limited to time cards or sheets; monthly summary reports of employee attendance; forms used to record attendance, sick, vacation, overtime, and compensatory time; requests and approval forms for leave; sick leave records; vacation leave records; absence, sick and vacation leave summary reports; overtime authorization or certification; and related documentation and correspondence. Some records may be duplicated in the employee’s personnel file. SEE ALSO: Employee Payroll Records this section. (Minimum retention: (a) Time sheets: three years; (b) Summary reports: 1 academic year; (c) Other records: two years after employee separation).

(2) Employee Payroll Records: Records document individual employee pay history. The records may include but are not limited to employee time and attendance records; payroll authorization records; source documentation authorizing payroll deductions and withholding such as W-4 forms; PERS enrollment forms; insurance applications and beneficiary designations; leave authorization records; pay related personnel action documents; garnishment orders; child support claim records; electronic deposit authorizations; deduction reports; and correspondence. (Minimum retention: Records necessary for PERS enrollment: 75 years; Other records: five years after employee separation if records are filed under name of individual or three years if records are batch filed).

(3) Payroll Register: Records document the earnings, voluntary and required deductions and withholdings of all college employees. The records may include monthly listings of all paid employees with details of their earnings and deductions. (Minimum retention: Year-end official copy: 75 years; Other copies including monthly reports: one year).

(4) Wage and Tax Statement: Records document individual earnings and withholdings for state and federal taxes and social security. The records consist of Forms W-2 and wage and tax reports filed with the federal and state governments. (Minimum retention: five years).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0090 Personnel Records

The General Schedule is applicable to the personnel records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Affirmative Action/Equal Opportunity Records: Records document compliance with statutes and regulations of the US. Equal Employment Opportunity Commission including affirmative action. Records may include but are not limited to plans, updates, policy statements, reports, discrimination complaints, hearing and meeting records, supporting documentation, and other records described in 29 CFR 1613.222. (Minimum retention: Final Plans: 15 years after superseded; Equal Opportunity plans, updates and policy statements: 50 years; complaint records and documentation: three years after final decision; Other records: three years).

(2) Bargaining Unit Records: Records document negotiations and contractual agreements between the institution and bargaining units and are also used for labor relations planning. Records may include but are not limited to union contracts and amendments; tentative agreements; arbitrators recommendations; negotiation work notes; strike contingency plans; management counter proposals; negotiation updates; newspaper clippings; press releases; research background material; employee classification printouts; Fair Share records; minutes, sound recordings, exhibits and reports of meetings; published manuals; and correspondence. (Minimum retention: Official copy: 20 years; Published manual: Until superseded).

(3) Classification Specification Records: Records document the development of the specification for each personnel position at the college. The records may include but are not limited to job analysis; classification specifications; position evaluations; position descriptions; and correspondence. (Minimum retention: five years after classification inactive or revised).

(4) Collective Bargaining Records: Records document collective bargaining between the college and bargaining unit(s). The records may include but are not limited to union contracts and amendments; tentative agreements; management counter proposals; arbitrator’s recommendations; negotiation work notes; strike contingency plans; newspaper plans; newspaper clippings and press releases; research material; employee classification and compensation printouts; and correspondence. May also include conciliation, mediation, and grievance related records. (Minimum retention: Contracts: 50 years; Contract development records: 30 years; Grievance arbitration decisions: 30 years).

(5) Compensation Plan Records: Records document the development, operation and maintenance of the college’s personnel compensation plans. The records may include but are not limited to compensation plans; salary surveys; pay tables; merit matrixes; pay range tables; and correspondence. (Minimum retention: Compensation plans: five years after superseded; Other records: one year).

(6) Criminal History Check Records: Records document the criminal record checks made on students, staff and volunteers. Records consist of a form sent to the Department of Human Resources or Employment Department, Child Care Division to check the Oregon Law Enforcement Data System (LEDS) for the existence of criminal records for staff, students or volunteers. The criminal history form shows name and other identifying information about the student, volunteer, or staff member, indication of existence or absence of criminal record, and related information. SEE ALSO: Recruitment and Selection Records this section. Information may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: two years).

(7) Employee Benefits Records: Records document individual employee benefit information such as selection of insurance plans, PERS status and other benefit program information. Records include but are not limited to insurance plan selection and application forms and enrollment cards; voluntary payroll deduction authorization forms; deduction termination forms; PERS enrollment and benefit designation forms; deferred compensation plan enrollment forms; and correspondence. SEE ALSO: Payroll Records section. Portions may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: PERS Enrollment records: 75 years; Other records: two years after employee separation or eligibility expired).

(8) Employee Medical Records: Records document individual employee work related medical history. The records may include but are not limited to medical examination records — pre-employment, pre-assignment, or episodic; X-rays; records of significant health or disability limitations related to job assignments; documentation of work related injuries or illnesses; hazard exposure records; first aid incident records; physician statements; drug test records; release consent forms; and correspondence. These records must be kept physically separate from the employee personnel files as required by the Americans with Disabilities Act. Portions may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: Hazard exposure records: 30 years after separation, or as specified by 29 CFR 1910.20; Other records: three years after separation).

(9) Employment Eligibility Verification Forms (I-9s): Records document the filing of I-9 forms which verify that applicant and employees are eligible to work in the United States. These forms may be kept in Individual Employee Personnel Files or in a separate file for ease of reference. The records consist of U. S. Immigration and Naturalization Service Form I-9. Information includes employee information and verification data — citizenship or alien status and signature; employer review and verification data documents which establish identity and eligibility, and employer’s signature certifying that documents have been checked. (Minimum retention: The longer of three years or one year after employee separation).

(10) Grievance Records: Records document grievances brought by or against faculty, staff, students, and people from outside the college. Grievances may be resolved formally or informally at the departmental level or they may be referred or appealed to a variety of offices, depending on the grievance, issues, and persons involved. Records may include but are not limited to notice of grievances; informal discussions notes; formal hearing notes (including audio tapes); final summary statements; appeals documentation and correspondence. SEE ALSO: Student Grievance Records in the Student Records section, and Bargaining Unit Records, Collective Bargaining Records, and Affirmative Action/Equal Opportunity Records this section. Information may be exempt from public disclosure per 192.502(2). (Minimum retention: five years after resolved).

(11) Individual Employee Personnel Records: Records document individual employee work history. Records may include but are not limited to applications; notices of appointment; training and licenser (certification) records; records of health limitations; salary schedules; personnel actions; performance evaluations; teacher evaluation reports; letters of commendation and recommendation; letters of reprimand; notices of disciplinary action; notices of layoff; letters of resignation; home address and telephone disclosures; emergency notification forms; oaths of office; and related correspondence and documentation. Records may be exempt from public disclosure per ORS 192.502(2). SEE ALSO: Criminal History Check Records, Recruitment and Selection Records, Employee Medical Records, and Employee Benefits Records in this section. (Minimum retention: Employment applications (most recent and first successful), licensure (certification) records, personnel actions, oaths of office, home address/telephone disclosures, emergency notification form (most recent): 75 years after date of hire; Complaint and disciplinary records: three years; Other records: three years after separation).

(12) Recruitment and Selection Records: Records document the recruitment and selection of college employees. The records may include but are not limited to recruitment and application materials. Portions may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: Unsolicited applications: three months; Other records: two years).

(13) Staff Training Records: Records document the activities involved in developing and/or providing in-service and other training to college staff and faculty. Records may include but are not limited to flyers; calendars; credit records to document receipt of funds based on the participation; class enrollment and attendance records; copies of contract instructor agreements; and correspondence. The student academic database holds the records of academic courses, workshops, and training sessions which faculty and staff may attend. (Minimum retention: five years).

(14) Wellness Program Records: Records document the development and operation of the college’s wellness program. The records include but are not limited to program statements; health surveys; health and committee records; newsletters; workshop and seminar records; and correspondence. (Minimum retention: three years).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0095 Public Safety Records

The General Schedule is applicable to the public safety records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Officer Notebooks: Notes written by officers during the course of a shift that may pertain to contacts, incidents, unusual circumstances, and other subjects. Information may include names, dates, times, vehicles, activities, locations, and related data. (Minimum retention: two years).

(2) Parking Records: Records document the issuance of permits and citations for on-campus parking. Records may include but are not limited to citations; appeal petitions; annual permit cards; temporary permits; parking permits reports; and related documentation and correspondence. (Minimum retention: two years).

(3) Vehicle Pool Inspection Records: Records document daily safety inspections of college Public Safety owned vehicles. Records include but are not limited to annual motor vehicle inspection reports, and related forms, documentation, and correspondence. SEE ALSO: Vehicle Records in Equipment/Supplies/Property Records section. (Minimum retention: one year).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0100 Publications and Promotional Records

The General Schedule is applicable to the publications and promotional records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Marketing Research Records: Records document research done to provide information about significant events and issues affecting the college. The records are used for research, and public information and education. The records include surveys; notes from focus groups; reports; studies; news clippings; and correspondence. (Minimum retention: one year).

(2) Press Releases: Records document college information officially released to the media for dissemination to the public. The records consist of press releases and public service announcements. (Minimum retention: five years).

(3) Publications: Records include publications produced by individual college offices, including student publications. It may be used to document the activities of the office for educational or informational purposes, or to communicate programs, policies, and events. (Minimum retention: Final publication: Permanent; Preparation Records: Until final publication printed; College catalog: Permanent).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0105 Risk Management Records

The General Schedule is applicable to the risk management records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Accident, Injuries and Incident Records: Records document the reporting and investigation of campus related accidents that result in injury to persons or their property. This record series may include accidents or incidents which involve hazardous chemical exposure; first aid reports; blood contaminations; body fluid spills; and other types of accidents. Records may include but are not limited to report of accident forms; complaints; investigation reports; insurance appraisals and estimates; photographs; and related documentation and correspondence and other campus incidents reports. Records document the reporting of accidents, criminal incidents, and other activities of the campus police or public safety office. Types of incidents may include vehicle accidents; fire alarm and fire drills, field interrogations; bookstore shoplifting incidents; telephone complaints and fraud; criminal incidents; motorist and public assistance requests; escort requests; suspicious behavior; requests to lock/unlock; and other security related activities. Records include but are not limited to incident reports which contain names, dates, course numbers, dollar values, locations, descriptions of incident, and personnel tallying report; copies of reports filed by Oregon State Police, the sheriff’s department, or other local lay enforcement agencies; notes and memos; vehicle accident reports; death reports; accident claims; damage liability, or loss of property reports; and correspondence. Records may be transferred or referred to Risk Management. (Minimum retention: five years).

(2) Business Continuity and Recovery Plans: Records document the development, implementation and updating of the college’s plans for operations during and recovery from emergencies or disasters. The records include draft and final plans; and correspondence. (Minimum retention: Final plans: Until superseded; Other records: Until plan adopted).

(3) Environmental Health and Safety Plans and Procedures: Records document procedures to follow in the event of emergency such as earthquakes, floods, hazardous materials release, or other disaster. Records may include rules, plans, forms, and procedures which often relate to regulatory compliance according to OSHA standards such as hazardous communication standards, blood borne pathogens, or fork lift driver training. (Minimum retention: Adopted plans: 20 years; Other records if federal funding received: three years after annual or final expenditure report submitted; Other records if no federal funding received: two years).

(4) Department of Motor Vehicles (DMV) Records: Records may be used by campus safety and security officers for law enforcement purposes in accordance with ORS 341.300, 101.542 and 133.005. Information in the reports may include but is not limited to car license plate number; name of registered owner; address of owner; and related data elements. (Minimum retention: one year).

(5) Hold Harmless/Liability Waivers: Records document the release of the college from liability relater to various activities involving students, or faculty, or staff. Waivers or hold harmless agreements may concern activities on college sponsored field trips, participation in physical education classes, and other activities. Information included in the waivers usually states that the participant assumes personal responsibility and holds the college blameless for any accident or injury; informs the student or participant of college insurance; describes the activity; and contains signatures and related information. (Minimum retention: six years after expiration).

(6) Insurance Claims: Records document requests for payment of personal or property claims filed by students, faculty, staff, or visitors to the college campus. Records may include but are not limited to copies of incident or accident report from the Public Safety department; narrative description of incident, accident, or injury; invoices; correspondence, and related documentation. SEE ALSO: Accidents, Injuries, and Incident Reports in this section. (Minimum retention: Property claims: five years after all claims settled or closed; Personal claims: 10 years after all claims settled or closed).

(7) Insurance Policies: Records document the terms and conditions of insurance policies between the college and insurers. Types of insurance may include but are not limited to general liability, volunteer, property, computer equipment, automobile, professional child care, and workers compensation. Records may include but are not limited to insurance application forms which state information about college employees, building, and property needed to purchase insurance; and related correspondence and documentation. (Minimum retention: 10 years after policy expired).

(8) Key Issuance Records: Records document key assignments and deposits (if applicable) for college faculty, staff, students, and others using college facilities. Series also documents administration of the automatic access card system. Records may include but are not limited to key or access card issue approval forms; return forms; key and card inventories; paid receipts; refund forms; key and card logs; and related documentation and correspondence. (Minimum retention: one year after key returned).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0110 Risk Management and OSHA Employee Safety Training Records

The General Schedule is applicable to the risk management and OSHA employee safety training records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) OSHA Employee Safety Training Records: Records document student and staff training and certification for equipment operation and driver training. Records may include but are not limited to sign off sheets indicating that employees have received training; instruction sheets; copies of data sheets; informational materials; and related documentation and correspondence. Includes group training sessions. Records document training programs in compliance with OSHA programs and standards. Examples of training programs include hazardous communication, blood borne pathogens, fork lift driver training, and other areas. Records may include but are not limited to class lists, instructional materials, bibliographies, handouts, training certification forms, and related documentation. SEE ALSO: Environmental Health and Safety Plans and Procedures this section. (Minimum retention: two years).

(2) Risk Factor Reports: Records document annual report from the insurance company analyzing insurance claim activity and assessing campus safety in order to determine appropriate insurance needs. Records include but are not limited to a report to the college’s board of education or governing board from the insurance company; and related documentation may include records of RFP in agent selection procedures. (Minimum retention: five years).

(3) Safety Committee Records: Records document the actions and activities of workplace safety committees which oversee or advise the college on workplace safety issues. Records may include but are not limited to agendas, minutes, exhibits, reports, and related correspondence. Subjects may include hazards to employees, students, and the general public; construction design and repair safety concerns; suggestions; complaints; state and federal rules and regulations; and related issues. (Minimum retention: three years).

(4) Safety Inspection Records: Records document safety inspections and college compliance with state and local safety regulations. Records may include internal inspections of campus buildings, facilities, or activities to identify unsafe conditions and safety hazards, especially in high risk areas. Safety inspections may be generated by the workplace safety committee or required by state and local laws. Records may also include reports on building, fire alarm system, elevator, and boiler inspections performed by state and local agencies as well as citations received by the college. Records may include but are not limited to inspection reports, follow-up actions, survey summaries and reports, correspondence, and related documentation. (Minimum retention: 10 years).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0115 Student Housing and Food Services Record

The General Schedule is applicable to the student housing and food services records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Catering and Special Event Records: Records document catering service and housing accommodations for special events hosted by the college. Records may include but are not limited to campus housing registration cards; customer room occupancy lists; catering service orders; purchase and supply records; billing records; customer evaluations; summary reports; and correspondence. (Minimum retention: two years).

(2) Student Housing Contract Appeals Records: Records document appeals made by residents who have been assessed penalties for failing to follow the terms and conditions of their housing and food service contracts. The records include students’ appeals stating their reasons for seeking modification on contract terms; decisions from the director of housing, including instructions for further appeal; and correspondence. (Minimum retention: Appeals denied: one year; Appeals accepted: six years after contract expires.

(3) Student Housing Contract Records: Records document contracts for the occupancy of college administered housing such as residence halls, family housing, and cooperative and/or contract housing. The records may include but are not limited to housing applications; contracts; proof of admission records; and correspondence. (Minimum retention: six years after expiration).

(4) Student Housing Incident Records: Records document incidents of injury, vandalism, and other infractions of housing rules and the disposition of such incidents. The records may include but are not limited to incident reports; housing director’s written decisions; student appeals of decisions; and correspondence. (Minimum retention: one year after case closed).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0120 Student Records, Academic

The General Schedule is applicable to the student records, academic records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Assessment Placement and Testing Records: Records document the administration of assessment, placement, diagnostic, challenge exams and other formal tests. Types of testing and assessment services offered may include but are not limited to entrance, placement, or skills tests such as General Education Development (GED) test; aptitude test; vocational aptitude and interest surveys; personality inventories; career self-exploration research tests and surveys; placement tests for math, reading, and writing skills; or hearing and vision tests. Records may include but are not limited to rosters of test takers; testing rules and regulations; test administration records; examiner’s manuals; exams and tests; test order and payment records; placement and test results; and summary reports. Records may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: Placement test, GED and NLN test records: five years; Special academic program orientation records: one year; Other records: five years).

(2) Grade Records: Records document the grades awarded by instructors of and serves as the basis for the students’ official academic records. Records may include test, assignment, paper, and homework scores; attendance records; and final grades for students. Records in this series may include but are not limited to instructor’s grade books; grade confirmation reports; grade change records; final grade rosters; and related documentation which is reported to the Registrar’s Office for inclusion in the student’s academic record. Records may also include grade reports, report cords, and grade histories which are distributed to students at the end of each term and which indicate course numbers and titles, grades, awarded and grade point average. SEE ALSO: Student Academic Records. Information may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: Official electronic grade records: 75 years; Grade change forms or grade sheets: 10 years; Contested grade records: Until resolved; Other records: one year).

(3) Graduation Evaluation Records: Records document the progress made toward graduation by students. Records may include but are not limited to applications for graduation; degree audits or evaluations by program; correspondence; departmental notes and working papers; and related documentation. SEE ALSO: Student Academic Records this section. (Minimum retention: Applications for graduations, degree audit records, curriculum deviation/course waiver forms, transcripts from other colleges, transfer credit evaluation forms, or any other documents related to graduation evaluations: 10 years; Electronic or paper confirmation that student completed degree requirements: 75 years; Diploma replacement requests: one year).

(4) Student Academic Advising Records: Records document the student’s academic progress within a specific department or program, including student athletes. Most of the components in these records are reference copies of records maintained in the files of the Registrar’s Office and are maintained for the convenience of the student academic advisors. Records may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: one year).

(5) Student Academic Records: Records document the admission and academic progress of students enrolled in the college. Records may include but are not limited to the following notice of acceptance to limited entry program, registration and add/drop forms, international student applications no show, I-20 issued, request for audit and pass/no pass forms, transcripts from high school other colleges, applications for admission international student records, final and articulated grade sheets, challenge/credit by assessment documents, grade change requests, official transcript, record of academic probation or suspensions, FERPA Student Status Confirmation Reports, records requests and disclosures, report cards, grade change requests, student schedules, tuition and fee information, demographic information, residency verifications, change of major notification, and underage enrollment documentation. Information may be exempt from public disclosure per 192.502(2). (Minimum retention: Transcripts, record of academic probation or suspension, and records relating to student records requests and disclosures: 75 years; Final and articulated grade sheets, challenge/credit by assessment documents, and grade change requests: 10 years; International student records: five years; Applications for admissions: three years; Other records: one year).

(6) Veterans Student Records: Records document the status of military veterans who have requested veterans benefits and are registered as students of the college. Records may include but are not limited to correspondence; records completed and submitted to the Veterans Administration to request, start, or reinstate veterans benefits; and other records that document student participation in a variety of educational benefits programs for veterans. Selected information about veterans may be maintained electronically in the student’s record; other records are maintained in paper form in veterans student files. SEE ALSO: Student Academic Records this section. (Minimum retention: three years following termination of enrollment period).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Or. Admin. R. 166-450-0125 Student Records, Other

The General Schedule is applicable to the student records, other records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.

(1) Agency Sponsored Program Records: Records document the participation of agency-sponsored students in college programs. Agencies might include, but are not limited to, Adult and Family Services (AFS) Division, Job Opportunities and Basic Skills (JOBS), Vocational Rehabilitation Division, Vocational Rehabilitation Division (VRD), Veterans’ Administration, Jobs Training and Preparation Act (JTPA), Social Security and local agencies. Records may include participant case files, specific applications for service, employment development plans (EDP), fee expenditures’ documents, progress files, and case correspondence. (Minimum retention: five years).

(2) Cooperative Work Experience Records: Records document student participation in and college administration of cooperative work experience programs which provide credit for learning on the work site. Records include training agreements and learning objectives contracts between the college, student and employer; work habit evaluation reports; registration records which are entered into the student’s academic record; and related correspondence and documentation. (Minimum retention: Contracts and agreements: six years after expiration; Other records: 10 years).

(3) Occupational Skills Training Records: Records document student participant in and college administration of programs designed to provide occupational skills training for persons recruited from governmental programs such as vocational rehabilitation, workers compensation, or veterans’ programs. Records include but are not limited to student attendance and job performance reports; progress in learning objectives report; counseling case files and notes; and related correspondence and documentation. (Minimum retention: one year).

(4) Peer Assistant Program Records: Records document the administration and activities of the peer assistant program. Peer assistants are trained college students who assist other student with the personal, academic, and social concerns; refer students to college counselors; provide information about college and community resources; assist with student orientation; make presentations; and assist the counseling and advising staff in a variety of ways. Records may include but are not limited to student application and selection records including application forms, reference letters, transcripts, and interview records including application forms, reference letter, transcripts, and interview records; training and work schedules; evaluation records; reports summarizing program activities and analyzing the assistance provided; activity contact logs; meeting agendas and minutes; program notebooks or files containing records about funding, recruitment, publicity, projects, and training; and related correspondence and documentation. (Minimum retention: one year).

(5) Placement Service Records: Records document student participation in the job placement services provided by the college for students and others in the community. Records may include but are not limited to job history records; list of employers and job listings; job postings; correspondence with employers; and related documentation. SEE ALSO: Student Academic Records. (Minimum retention: one year).

(6) Services to Students with Disabilities Program Records: Records document student participation in the Services to Students with Disabilities Program. The records may include but are not limited to health professional evaluation reports; recommendations for student applicants; high school transcripts and academic work-sheets; autobiographical essays; special admissions applications checklists; physicians’ statements and letters of recommendation; counseling interview notes; counseling referrals; records of services provided; diagnostic test result and correspondence. Some records may be exempt from disclosure because of Americans with Disabilities Act. (Minimum retention: one year after date last attended).

(7) Student Advising and Counseling Records: Records document college counseling and “non-academic” advising activities such as career planning and selection, personal counseling, and educational planning and monitoring. Records may include but are not limited to personality and interest tests; advisor or counselor notes; records and test scores from outside agencies; test and assessment results; and related documentation. SEE ALSO: Student Academic Advising Records in the Student Records, Academic section. Portions of these records may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: five years).

(8) Student Exchange Participant Records: Records document student participation in a community college student exchange program. Records may include but are not limited to letters of application; applications for admission to the college as special students; notices of admission to host institutions; personal data sheets; and related documentation and correspondence. (Minimum retention: one year).

(9) Student Government Administrative Records: Records document the history, development, and policies of campus student organizations, including student clubs, government, and newspaper. This series may include but is not limited to student organization annual review forms; minutes; constitution and by-laws; committee and task-force records; election records; student senate bill and resolution files; budget and accounting records; officer and member rosters; scrapbooks; photographs; and correspondence. (Minimum retention: Minutes, constitution, bylaws, senate bill and resolution files, officer rosters, and photographs: Permanent; Other records: three years).

(10) Student Grievance Records: Records document grievances or complaints brought forward by students against the institution concerning student conduct and violations of student rights and responsibilities. Records may include but are not limited to notices of grievance; written description of the complaint; informal discussion notes; formal hearings notes (including audio tapes); summary of interviews; final summary statements; resolution of grievance; appeals documentation; and related documentation and correspondence. SEE ALSO: Grievance Records in the Administrative Records section. Portions of these records may be exempt from public disclosure per ORS 192.502(2). (Minimum retention: five years after resolution).

(11) Student Handbooks: Records document the requirements and policies for current of potential students. This series may contain information or policies on fields of study; faculty; academic requirements; the evaluation process; and research proposal process. (Minimum retention: Permanent).

(12) Student Recruitment Records: Records document the requirement and policies for current or potential students. This series may contain but is not limited to prospect lists; interview and conversation notes; photographs; personal information forms and resumes; copies of test scores and copies of academic transcripts; and related documentation and correspondence. (Minimum retention: Current term).

(13) Student Rights and Responsibilities Documents: Records document the contract between the student and institution concerning student rights and responsibilities, rules of student conduct, freedoms, and due process. The document contains statements of code of behavior, student rights, conflict resolution, student discipline, and the appeal process. The statement is published in the student handbook and catalog. (Minimum retention: six years after expiration).

(14) Tutoring Records: Records document tutoring services provided to students. Records include but are not limited to registration records; tutor training records; tutor (student hourly, work study, or staff) personnel records; tutor class records; and memoranda. (Minimum retention: one year).

History

Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895
OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98

Division 500 OREGON ADMINISTRATIVE RULES FILING REQUIREMENTS

Or. Admin. R. 166-500-0010 Definitions

The following definitions apply to OAR 166-500-0010 through 166-500-0080.

(1) Administrative Rules Unit (unit) is a work unit of the Archives Division within the Oregon Secretary of State. The unit is responsible for receiving all agency rule filings, publishing the OAR Compilation, and compiling the Oregon Bulletin.

(2) Attachment is a PDF that accompanies a rule, such as maps, seals, drawings, forms, graphs, tables, and charts that are not included in the rule text. See OAR 166-500-0060.

(3) Caption is a statement, of not more than 15 words that applies to the entire filing and all included rule changes identifying the rulemaking action’s subject matter. See ORS 183.335(2)(a)(A).

(4) Dates:

(a) Agency approved date is the date an agency has approved, or a commission or board has adopted, a rule version and must be the same as or prior to the filing date.

(b) Deadline day is the last day to submit filings for possible inclusion in the next monthly Oregon Bulletin. See OAR 166-500-0070.

(c) Effective date is the date the rule becomes legally effective and enforceable. That date is either the date the rule is filed with the unit or a later date that the agency specifies.

(d) Filing date is the day a filing is submitted to the unit via OARD.

(e) Through date is the last day a temporary rule is effective, maximum of 180 calendar days. The temporary rule expires at the end of day 180.

(5) Filing authorization is an agency’s approval for a person to submit filings on the agency’s behalf.

(6) Filing types:

(a) Notice of proposed rulemaking filing is the process an agency uses to inform the public of intended rulemaking action, with or without hearings, and is included in the publication of the Oregon Bulletin. See OAR 166-500-0030.

(b) Permanent filing is the agency process to permanently adopt new rules, amend, or repeal existing rules, or change an existing rule number. A permanent filing has no automatic expiration. See OAR 166-500-0040.

(c) Statutory minor correction filing is the process an agency uses to amend an existing rule by applying only non-substantive corrections that fall under ORS 183.335(7). See OAR 166-500-0047.

(d) Temporary filing is the agency process to temporarily adopt new rules, amend, or suspend existing rules. A temporary filing can remain in effect for a maximum of 180 calendar days. See OAR 166-500-0050.

(7) Oregon Administrative Rules Database (OARD) is the online filing system that agencies use to submit filings to the unit. OARD contains each agency’s rules, current draft text, filing drafts, and search features.

(8) Oregon Bulletin (bulletin) is a monthly publication that contains all rulemaking actions filed each month. The bulletin includes:

(a) Notice of proposed rulemaking filings;

(b) Permanent filings;

(d) Statutory minor correction filings; and

(e) Executive orders and other notices.

(9) Rule summary is a statement for each rule, summarizing the subject matter and purpose of the intended rulemaking action. See ORS 183.335(2)(a)(B).

(10) Rulemaking actions:

(a) Adopt is a permanent or temporary action that creates a new rule to add to an agency’s body of rules.

(b) Amend is a permanent or temporary action that modifies an existing rule with additions or deletions to the rule text or associated attachments or items adopted by reference.

(c) Renumber is a permanent action that deletes an existing rule number and moves that rule’s text to a new rule number. No changes are permitted to the rule text. Once a rule is renumbered, the old number cannot be reused.

(d) Repeal is a permanent action that removes an existing rule from an agency’s rules. Once a rule is repealed, the rule number cannot be reused.

(e) Suspend is a temporary action that renders an existing rule ineffective for a maximum of 180 calendar days. See ORS 183.335(6).

(11) Rules Coordinator and Delegation of Rulemaking Authority Form is the form agencies use to authorize and identify their agency rules coordinators and all persons to whom the agency has delegated rulemaking authority.

(12) Rules coordinators are one or more persons an agency appoints to coordinate the writing and filing of administrative rules.

(13) Statutes/other implemented means a citation of the statute or other law the rule is intended to implement. A non-comprehensive list of examples includes the Oregon Revised Statutes, Oregon Laws, federal law, and the Oregon Constitution.

(14) Statutory/other authority means the statutory or other legal authority the agency relies on to adopt rules. A non-comprehensive list of examples includes the Oregon Revised Statutes, Oregon Laws, federal law, and the Oregon Constitution.

History

Statutory/Other Authority: ORS 183.355
Statutes/Other Implemented: ORS 183.310-410
OSA 3-2026, amend filed 05/26/2026, effective 06/01/2026
OSA 2-2021, minor correction filed 05/24/2021, effective 05/24/2021
OSA 3-2017, amend filed 12/18/2017, effective 12/18/2017
OSA 2-2012, f. & cert. ef. 9-12-12
OSA 2-2007, f. & cert. ef. 7-31-07
OSA 2-2000, f. & cert. ef. 3-9-00
OSA 13-1997, f. & cert. ef. 12-3-97
OSA 5-1999(Temp), f. & cert. ef. 12-9-99 thru 5-10-00
OSA 13-1997, f. & cert. ef. 11-3-97
OSA 9-1997(Temp), f. & cert. ef. 10-6-97

Or. Admin. R. 166-500-0020 Oregon Administrative Rule (OAR) Filing Requirements

(1) Agencies must use OARD to submit permanent and temporary filings (ORS 183.355), statutory minor correction filings (ORS 183.335(7)), and notices of proposed rulemaking filings (ORS 183.335(1) & (2)).

(2) Agencies must submit filings by the deadline day for the filing to be published in the next bulletin. See OAR 166-500-0070.

(3) In cases when OARD is unavailable, agencies must contact the unit for alternative filing options.

(4) Agencies are responsible for correcting submitted filings returned for correction in compliance with OAR 166-500-0070(5).

History

Statutory/Other Authority: ORS 183.355
Statutes/Other Implemented: ORS 183.355, ORS 183.360 & ORS 183.335
OSA 3-2026, amend filed 05/26/2026, effective 06/01/2026
OSA 3-2017, amend filed 12/18/2017, effective 12/18/2017
OSA 1-2013, f. & cert. ef. 10-10-13
OSA 2-2012, f. & cert. ef. 9-12-12
OSA 2-2007, f. & cert. ef. 7-31-07
OSA 2-2000, f. & cert. ef. 3-9-00
OSA 5-1999(Temp), f. & cert. ef. 12-9-99 thru 5-10-00
OSA 13-1997, f. & cert. ef. 11-3-97, Renumbered from 166-510-0001
Suspended by OSA 9-1997(Temp), f. & cert. ef. 10-6-97
OSA 4-1995, f. 8-15-95, cert. ef. 9-1-95
OSA 9-1997(Temp), f. & cert. ef. 10-6-97

Or. Admin. R. 166-500-0030 Notice of Proposed Rulemaking Filing Requirements

(1) Notice of proposed rulemaking filings, in addition to the requirements outlined in ORS 183.335, must include the following components:

(a) Caption;

(b) Rule number and title;

(d) Associated statutory/other authority and statutes/other implemented, as defined in OAR 166-500-0010;

(e) Rule summary provided for each rule; and

(f) If applicable, a PDF of all rule attachments containing items such as charts, drawings, forms, graphs, maps, seals, tables, and other non-text information that is directly related to the rule and is not included in the rule text. See OAR 166-500-0060.

(2) Agencies adopting or amending rules incorporating published standards by reference may omit copies of the publications if applicable, under ORS 183.355(2). Agencies must explain how the public may obtain referenced items.

History

Statutory/Other Authority: ORS 183.355
Statutes/Other Implemented: ORS 183.360, ORS 183.355 & ORS 183.335
OSA 3-2026, amend filed 05/26/2026, effective 06/01/2026
OSA 3-2017, amend filed 12/18/2017, effective 12/18/2017
OSA 2-2012, f. & cert. ef. 9-12-12
OSA 1-2012(Temp), f. & cert. ef. 5-1-12 thru 10-26-12
OSA 2-2007, f. & cert. ef. 7-31-07
OSA 2-2000, f. & cert. ef. 3-9-00
OSA 13-1997, f. & cert. ef. 11-3-97
OSA 9-1997(Temp), f. & cert. ef. 10-6-97

Or. Admin. R. 166-500-0040 Permanent Filing Requirements

(1) Permanent filings, in addition to the requirements outlined in ORS 183.355, must include the following components:

(a) Agency approved date;

(b) Effective date;

(d) Rule number and title;

(e) Final rule text which must comply with OAR 166-500-0055;

(f) Associated statutory/other authority and statutes/other implemented, as defined in OAR 166-500-0010;

(g) Rule summary provided for each rule; and

(h) If applicable, a PDF of all rule attachments containing items such as charts, drawings, forms, graphs, maps, seals, tables, and other non-text information that is directly related to the rule and is not included in the rule text. See OAR 166-500-0060.

(3) An agency must file a notice of proposed rulemaking before a permanent filing can be submitted, as ORS 183.335 requires unless ORS 183.335(10) or ORS 183.341(1) applies.

History

Statutory/Other Authority: ORS 183.355
Statutes/Other Implemented: ORS 183.360, ORS 183.335 & ORS 183.355
OSA 3-2026, amend filed 05/26/2026, effective 06/01/2026
OSA 3-2017, amend filed 12/18/2017, effective 12/18/2017
OSA 2-2012, f. & cert. ef. 9-12-12
OSA 4-2011, f. & cert. ef. 10-14-11
OSA 2-2011(Temp), f. & cert. ef. 7-1-11 thru 12-7-11
OSA 1-2011(Temp), f. & cert. ef. 6-10-11 thru 12-7-11
OSA 5-2009, f. & cert. ef. 7-1-09
OSA 2-2007, f. & cert. ef. 7-31-07
OSA 3-2003, f. & cert. ef. 11-20-03
OSA 13-1997, f. & cert. ef. 11-3-97, Renumbered from 166-510-0011
Suspended by OSA 9-1997(Temp), f. & cert. ef. 10-6-97
OSA 4-1995, f. 8-15-95, cert. ef. 9-1-95
OSA 9-1997(Temp), f. & cert. ef. 10-6-97

Or. Admin. R. 166-500-0047 Statutory Minor Correction (SMC) Filing Requirements

(1) SMC filings, in addition to the requirements outlined in ORS 183.335(7), must include the following components:

(a) Caption;

(b) Rule number and title;

(d) Associated statutory/other authority and statutes/other implemented, as defined in OAR 166-500-0010;

(e) Rule summary; and

(2) Indicate the subsection(s) of ORS 183.335(7) that authorizes the change.

(3) Changes that are also applied through the statutory minor correction process are:

(a) Rule title changes; and

(b) Correcting a rule’s internal section numbering as allowed by ORS 183.360(2).

(4) An agency may file a statutory minor correction without first filing a notice of proposed rulemaking.

History

Statutory/Other Authority: ORS 183.355
Statutes/Other Implemented: ORS 183.360, ORS 183.355 & ORS 183.335
OSA 3-2026, amend filed 05/26/2026, effective 06/01/2026
OSA 3-2017, adopt filed 12/18/2017, effective 12/18/2017

Or. Admin. R. 166-500-0050 Temporary Filing Requirements

(1) Temporary filing, in addition to the requirements outlined in ORS 183.335(5) and (6), must include the following components:

(a) Caption;

(b) Agency approved date;

(d) Through date;

(e) Rule number and title;

(f) Final rule text, which must comply with OAR 166-500-0055;

(g) Associated statutory/other authority and statutes/other implemented, as defined in OAR 166-500-0010;

(h) Rule summary provided for each rule; and

(i) If applicable, a PDF of all rule attachments containing items such as charts, drawings, forms, graphs, maps, seals, tables, and other non-text information that is directly related to the rule and is not included in the rule text. See OAR 166-500-0060.

(3) An agency may file a temporary rule without first filing a notice of proposed rulemaking.

(4) When a temporary rule expires at the end of the indicated through date:

(a) The rule language reverts to the last permanent language on file.

(b) If a rule number is temporarily adopted and a notice of proposed rulemaking is not filed before the expiration date, the temporary rule number is no longer available for use.

History

Statutory/Other Authority: ORS 183.355
Statutes/Other Implemented: ORS 183.335, ORS 183.355 & ORS 183.360
OSA 3-2026, amend filed 05/26/2026, effective 06/01/2026
OSA 3-2017, amend filed 12/18/2017, effective 12/18/2017
OSA 2-2012, f. & cert. ef. 9-12-12
OSA 5-2009, f. & cert. ef. 7-1-09
OSA 2-2007, f. & cert. ef. 7-31-07
OSA 3-2003, f. & cert. ef. 11-20-03
OSA 13-1997, f. & cert. ef. 11-3-97, Renumbered from 166-510-0031
Suspended by OSA 9-1997(Temp), f. & cert. ef. 10-6-97
OSA 4-1995, f. 8-15-95, cert. ef. 9-1-95
OSA 9-1997(Temp), f. & cert. ef. 10-6-97

Or. Admin. R. 166-500-0055 OAR Formatting Requirements

The unit will return rule filings that do not comply with the following requirements to the agency for correction prior to publication. Rule text must be formatted as follows.

(1) Rule numbers must be in the XXX-XXX-XXXX format.

(2) Rule text must be clean and free from formatting, including indents, strikethroughs, underlines, and other indications of changes made.

(3) Outlining within the rule text must be in the format of (1), (a), (A), (i), (I). A rule may not have a section (1) unless there is a section (2), or a subsection (a) unless there is a subsection (b), or a paragraph (A) unless there is a paragraph (B), or a subparagraph (i) unless there is a subparagraph (ii), or a sub-subparagraph (I) unless there is a sub-subparagraph (II). If subsections or paragraphs utilize the entire alphabet, the outlining transitions to doubles (aa), (bb), etc. If double alphabet outlining is exhausted, the outlining transitions to triples (aaa), (bbb), and so on, except as described in (9)(d)-(e) of this rule.

(4) Numbers or letters used in outlining cannot be bold or italic.

(5) There must be one space between the outlining number or letter and the start of the first letter or number of the rule text.

(6) A rule may have one introductory paragraph that is not outlined. See the first paragraph of this rule as an example.

(7) A rule with only one paragraph must have no outlining.

(8) The first letter after each use of number or letter in the outline as described in section (3) of this rule must be capitalized unless there is a need for lowercase such as scientific notations.

(9) Agencies may only use the following special formatting in rule text:

(a) Bold and italics;

(b) Special characters that are available within OARD, such as degree symbols;

(d) Quoted text, also known as “block quote”.

(A) A block quote may not be used for operative rule language such as fee schedules, tables, forms, or other language that belongs in rule text or a PDF attachment.

(B) A block quote may only be used when inserting examples into rule text that assist in explaining or clarifying requirements stated in the rule text elsewhere.

(e) Editor’s notes:

(A) An editor’s note may only be included in rule text if the editor’s note is enclosed in square brackets and is not outlined.

(B) An editor’s note must appear at the end of the rule text and may not be interspersed within the outlined rule text.

(C) An editor’s note must be clearly identified as such, including by use of the label Editor’s note, ED. NOTE, Publication, etc.

(D) An editor’s note may only be used for the following purposes:

(i) To provide historical information regarding things like renumbering; or

(ii) To identify the location of documents referenced in the rule text when those documents cannot be attached to the rule pursuant to OAR 166-500-0060.

(10) Agencies may not use the following formatting within rule text:

(a) Text without outlining except as provided in sections (6), (7), and (9)(d)-(e) of this rule;

(b) Non-successive outlining or outlining that does not comply with section (3) of this rule;

(d) Tabbed or indented text; or

(e) Any use of extra spacing between paragraphs or more than one space between sentences.

(11) Tables, appendices and other text-based information must be referenced in rule text with proper outlining. For exceptions, see OAR 166-500-0060. Tables, appendices and other text-based information that is not included must be expressly referenced in rule text.

(12) Citations for each category, “Statutory/Other Authority” and “Statutes/Other Implemented,” must be entered on separate lines in OARD unless a range is provided.

(a) There must be at least one citation in each category. A single citation can be marked for both categories on the same line.

(b) If included, “Oregon Revised Statute” must be abbreviated as “ORS” but does not have to be listed in subsequent citations in the same category.

(c) References to Oregon Laws should include chapter number, year, and if appropriate, any applicable sections and subsections.

(d) Citations should be as complete as possible and indicate which law is being cited, such as OAR, Oregon Law, U.S.C., CFR, etc.

(e) Citations must use a dash to indicate a range.

History

Statutory/Other Authority: ORS 183.355
Statutes/Other Implemented: ORS 183.360 & ORS 183.355
OSA 3-2026, amend filed 05/26/2026, effective 06/01/2026
OSA 3-2017, amend filed 12/18/2017, effective 12/18/2017
OSA 2-2012, f. & cert. ef. 9-12-12
OSA 5-2009, f. & cert. ef. 7-1-09
OSA 2-2007, f. & cert. ef. 7-31-07
OSA 3-2003, f. & cert. ef. 11-20-03
OSA 13-1997, f. & cert. ef. 11-3-97
OSA 9-1997(Temp), f. & cert. ef. 10-6-97

Or. Admin. R. 166-500-0060 Attachments to Rule

Attachments for notice of proposed rulemaking, permanent, statutory minor correction and temporary filings, must meet the following guidelines:

(1) Attachments include items such as charts, drawings, forms, graphs, maps, seals, tables, and other non-text information that is directly related to the rule and is not included in the rule text.

(2) Agencies must attach a PDF that includes all the associated documents not included in the rule text or, if the requirements set forth in ORS 183.355(2)(b) are satisfied, direct the audience to where associated documents not included in the rule text can be found. See OAR 166-500-0055(9)(e) regarding editor’s notes when directing the audience to associated documents.

(3) Only one PDF containing all attachments is allowed per rule.

(4) To keep an attachment within a rule, it must be uploaded each time a filing is submitted whether or not edits are made to the attachment.

(5) Attachments will not be added, altered, or removed, outside of the filing process.

History

Statutory/Other Authority: ORS 183.355
Statutes/Other Implemented: ORS 183.360 & ORS 183.355
OSA 3-2026, amend filed 05/26/2026, effective 06/01/2026
OSA 3-2017, adopt filed 12/18/2017, effective 12/18/2017

Or. Admin. R. 166-500-0070 Deadline Day and the Oregon Bulletin Schedule

(1) Deadline day is the last day to submit filings for possible inclusion in the next monthly Oregon Bulletin.

(2) To be included in the upcoming month’s bulletin, all filings must:

(a) Be submitted by 11:59 p.m. on the last day of the current month;

(b) Be reviewed and published by the unit; and

(3) The unit’s review times vary based on filing volume and staff availability. Agencies are advised to submit their filings at least five business days prior to the desired bulletin publication month.

(4) Correcting filings: The unit returns filings requiring corrections to rules coordinators through OARD. The process for corrections is as follows:

(a) Agencies are notified through OARD that a filing has been returned. The agency is responsible for monitoring OARD to monitor status, correct, and resubmit filings.

(b) Agencies must submit corrected filings through OARD within two business days. If an agency has not corrected a filing within the allotted time, the unit may reject the filing.

History

Statutory/Other Authority: ORS 183.355
Statutes/Other Implemented: ORS 183.360 & ORS 183.355
OSA 3-2026, amend filed 05/26/2026, effective 06/01/2026
OSA 3-2017, adopt filed 12/18/2017, effective 12/18/2017

Or. Admin. R. 166-500-0080 Rules Coordinator and Delegation of Rulemaking Authority Form

(1) Agencies as defined in ORS 183.310(1) that promulgate administrative rules must appoint at least one rules coordinator per administrative rule chapter that performs the duties listed in ORS 183.330(2).

(2) Only one administrative rule chapter may be listed on a form.

(3) This form must be filed with the unit before access to OARD is granted.

(4) Agencies must submit a new form when the authorized signer changes.

(5) Agencies must submit a new form when changes are needed for rules coordinators or delegated signers.

(6) Only one form per administrative rules chapter is in effect at a time. Each subsequent submission supersedes the previous form.

History

Statutory/Other Authority: ORS 183.355
Statutes/Other Implemented: ORS 183.325
OSA 3-2026, adopt filed 05/26/2026, effective 06/01/2026