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. 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 3-2025, adopt filed 07/03/2025, effective 07/03/2025