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by ORS 183.310(9)) , destroy; (d) Retain Rule Coordinator and Delegation of Rulemaking Authority Forms 5 years after superseded or obsolete, destroy; (e) Retain all other records 10 years, destroy.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 Retention: Retain 2 years after superseded or obsolete, destroy.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. 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 History: 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