justicedao/ipfs_state_laws huggingface dataset:
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. 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 7-2025, amend filed 11/05/2025, effective 11/05/2025 OSA 4-2004, f. & cert. ef. 9-1-04
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. 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 7-2025, amend filed 11/05/2025, effective 11/05/2025 OSA 4-2004, f. & cert. ef. 9-1-04
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. Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895 History: OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025 OSA 4-2004, f. & cert. ef. 9-1-04
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. 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 7-2025, amend filed 11/05/2025, effective 11/05/2025 OSA 4-2004, f. & cert. ef. 9-1-04
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. Statutes/Other Implemented: ORS 192.005–192.170 & ORS 357.805–357.895 History: OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025 OSA 4-2004, f. & cert. ef. 9-1-04
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: S eries 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. 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 7-2025, amend filed 11/05/2025, effective 11/05/2025 OSA 4-2004, f. & cert. ef. 9-1-04
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. 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
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. 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
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. 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
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. (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: 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. 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