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. 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, adopt filed 05/29/2025, effective 05/29/2025