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. 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 3-2012, f. & cert. ef. 10-29-12 OSA 4-2004, f. & cert. ef. 9-1-04