justicedao/ipfs_state_laws huggingface dataset:
166-200-0460 Mayor/Council Records (1) Appointment Records: Series documents appointments to boards, commissions, advisory boards, or other task forces. Records may include applications, interviews, and related documentation. Minimum retention: (a) Mayor or city council appointments, permanent; (b) Other appointments, 6 years after separation; (c) Application materials not leading to an appointment, 1 year. (2) Legislative Tracking Records: Series documents records monitoring federal or state legislation affecting the city. Records may include copies of bills, reports, position papers, impact statements, meeting notes, and related documentation. Minimum retention: 4 years. (3) Proclamations: Series documents statements issued by the mayor or city manager on matters affecting the city, usually dedications, openings, and other ceremonial occasions. Minimum retention: (a) Proclamations requested by outside groups or organizations, 1 year; (b) All other proclamations, permanent. (4) Sister City Records: Series documents the city participation in sister programs with cities in other countries. Records may include minutes, agendas, ceremonial agreements, proclamations, exchange visit records, expense statements, audio/visual media, and related documentation. Note: In some cities, non-public groups are responsible for sister city arrangements and events. Minimum retention: (a) Ceremonial agreements, permanent; (b) Financial records, 3 years. (5) State of the City Addresses: Series documents annual addresses by the mayor or city manager reviewing accomplishments of the preceding year and stating goals for the next year. These records may be maintained in complete form in the council minutes. 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
166-300-0010 Definitions and Applicability (1) Definitions. (a) as used in these Division 300 rules: (A) “Board and commission” means any state entity, including state boards, commissions, councils, task forces, and similar groups that are both subject to the Oregon Public Meetings Law, ORS 192.610 et seq. , and within the executive department as defined in ORS 174.112. (B) “Series” has the meaning given the term “record series” in OAR 166-005-0010. (C) “Special schedule” means a records retention schedule approved by the State Archivist for records unique to an agency. Special schedule requirements are also addressed in OAR 166-030. (D) “State Agency” has the meaning given in ORS 192.005. “Agency” has the same meaning as “State Agency”. (b) OAR 166-005-0010 and OAR 166-017-0011 contain general definitions that may also apply to these Division 300 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 state agencies. A state agency shall 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 357.895 Statutes/Other Implemented: ORS 357.895 History: OSA 2-2025, amend filed 05/29/2025, effective 05/29/2025 OSA 5-2002, f. & cert. ef. 10-14-02 OSA 9-1998, f. & cert. ef. 12-30-98 OSA 1-1995, f. & cert. ef. 5-25-95
166-400-0015 Curriculum and Instruction Records (1) Course Descriptions Records document the list and description of school courses offered to students. Information may include course content descriptions; number of units’ granted; required or elective status; goals, competencies and standards for standard and modified diplomas; and other information relative to educational plans. Minimum retention: 10 years after school year in which records were created (2) Curriculum Development Records Records document the development and approval process for staff or faculty to develop or revise program curriculum or to update curriculum strategies and instruction. Records may include but are not limited to support documentation, reviews, reports, approvals, and related correspondence and documentation. Minimum retention: 3 years after superseded or obsolete. (3) Instructional Materials Selection and Adoption Records Records document the selection and adoption of textbooks and other instructional materials by schools, districts, and ESDs. Records may include but are not limited to adoption authorization records; lists of state adopted textbooks including titles of books, authors, and publishers; and related documentation. SEE ALSO Supplemental Materials Selection and Adoption Records in the Library and Media Records section. Minimum retention: 6 years after school year in which records were created. (4) Teacher Daily Instructional Plans Records document the instruction of students as planned on a daily basis by teachers. Records may include but are not limited to instructional plans and related documentation and correspondence. Minimum retention: 1 year after school year in which records were created. (5) Talented and Gifted Program (TAG) Records Records document district and school efforts to provide TAG education programs and opportunities for students identified as Talanted and Gifted under state guidelines. The records document district and ESD efforts to provide Talented and Gifted Education instruction that challenges high-end learners and meets each student’s learning needs. Resources and support materials for districts, schools, teachers, parents, and students are included. SEE ALSO Educational Programs Student Records in Student Education Records section for individual participating student records. Minimum retention: 5 years after school year in which records were created. Statutory/Other Authority: ORS 192 & 357 & Other Auth. Code of Federal Regulations Title 34 Statutes/Other Implemented: ORS 192 & 357 History: OSA 1-2017, f. & cert. ef. 1-13-17 Renumbered from 166-406-0010, OSA 1-2006, f. & cert. ef. 4-17-06 OSA 6-1997, f. & cert. ef. 4-22-97
166-450-0000 Community Colleges This General Schedule prescribes minimum retention periods for public records created and maintained by the community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records. Statutory/Other Authority: ORS 192 & 357 Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895 History: OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98
166-450-0010 Bookstore Records (1) The General Schedule is applicable to the bookstore records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records. (2) Bookstore Operation Records: Records document the operation of college bookstores. Records include but are not limited to book order forms; instructor’s copy orders; consignments or purchases of books by outreach campuses from the main campus bookstore; transfers of book orders from one outreach campus to another; sponsored student account records; daily cash reconciliation and deposit records; and related documentation. (Minimum retention: two years). Statutory/Other Authority: ORS 192 & 357 Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895 History: OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98
166-450-0030 Distance Education/Learning Records The General Schedule is applicable to the distance education/learning records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records. (1) Distance Education Records: These records are used to facilitate the production and presentation of courses by mail, television, video tape, computer modem, Ed-net, on-line media, and other electronic means. The tell-courses may be conducted by college instructors or produced, leased, and licensed by others via satellite or other means of transmission or broadcast. The records may include but are not limited to course lists; teachers’ lists; marketing records; evaluations and surveys; annual statistical and narrative reports and summaries about enrollment, growth, and trends in distance education; license agreements concerning the acquisition of the material and the services provided by vendors such as wireless cable operators; and correspondence. License agreements contain vendors’ terms of use, copyright provisions, and related documentation. (Minimum retention: License agreements: six years after expiration; Other records: five years). (2) FCC License Records: Records document the process of obtaining licenses for television, wireless, radio, and mobile communication frequencies from the Federal Communication Commission (FCC). Records may include but are not limited to applications, correspondence, legal options, license, excess capacity agreements, contract approval records, and related documentation. (Minimum retention: six years after expiration). Statutory/Other Authority: ORS 192 & 357 Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895 History: OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98
166-450-0035 Equipment/Supplies/Property Records The General Schedule is applicable to the equipment/supplies/property records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records. (1) Equipment and Furniture Inventory Records: Records document the location of college-owned furniture and equipment, and the use and transfer of college-owned property and equipment. Records may include property inventory listings, property disposition requests and notices, equipment transfer memoranda or forms, warranties, and correspondence. (Minimum retention: Inventory listings: Until superseded; Other records: one year). (2) Equipment Ownership and Operation Records: Records provide information on individual pieces of equipment as defined by the state ($5,000) held by the college and may provide support documentation for warranty, operation, maintenance, service, and repair. Records may include but are not limited to shipping manifests or packing slips; vendor information; instructions and operating manuals; warrantees and guarantees; serial numbers of equipment; maintenance agreements or contracts; service call reports; maintenance records; and related documentation and correspondence. (Minimum retention: two years after disposition of property). (3) Vehicle Records: Records document the administration of vehicles such as cars, vans, trucks, trailers, boats, tractors, and farm vehicles for accounting and insurance purposes. Records may include but are not limited to vehicle titles; registrations; vehicle warranties; maintenance agreements; service records and receipts; vehicle inventories containing information regarding description, dollar value, and date of purchase; vehicle usage records; scheduling records; transportation request forms listing the beginning and ending mileage of the vehicle; and related documentation and correspondence. (Minimum retention: Vehicle title: Until vehicle disposed of or transferred to new owner; Registration, warranties, maintenance agreements, and service records: two years after disposition of vehicle; Other records: one year). Statutory/Other Authority: ORS 192 & 357 Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895 History: OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98
166-450-0065 Institutional Research Records (1) The General Schedule is applicable to the institutional research records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records. (2) Institutional Research and Reporting Records: Records document the college’s reporting to federal and state agencies such as the US Department of Education, National Center for Education Statistics, State Education Department, Office of Community College Services, and the State Office of Education Policy and Planning. Reports are prepared for such topics as adult education grants; Perkins professional technical grants; student right to know; graduation rates; enrollment, course data; staff data; financial data; and other topics as needed. Also documents research and reporting for internal management information such as outcome/performance measures, public affairs information, general information regarding enrollment and demographics, ad hoc department requests, accreditation, and other topics as needed. Reporting systems include Integrated Post Secondary Education Data System (IPEDS) and Oregon Community College Unified Reporting System (OCCURS). The records include but are not limited to hard copy, electronic, and microfilm draft and final reports; surveys; and correspondence. (Minimum retention: IPEDS reports, OCCURS reports, and other official reports to the Office of Community College Services or U.S. Department of Education: 10 years; Other reports: five years; Preparation material: one year). Statutory/Other Authority: ORS 192 & 357 Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895 History: OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98
166-450-0070 Institutional Service Records The General Schedule is applicable to the institutional service records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records. (1) Mail, Copy, and Print Services Account Records: Records document the processing and clearing of accounts for mail, copy, and print services. Records may include but are not limited to account summaries of outgoing postage charged to departments; periodic reporting of charges to college accounts for printing and copy services; payment of charges; and related documentation. Records may be referred to the business office for collection and servicing of accounts. (Minimum retention: Copy machine accounts: three years; Other accounts: one year). (2) Postal and Shipping Records: Records document the mailing, shipping, and receipt of items by the U. S. Postal Service, UPS, Federal Express, and other private carriers. Records may include but are not limited to delivery receipts; receipt verification notebooks; incoming and outgoing certified, registered, insured, or express mail records; outgoing and upkeep records; and related documentation. (Minimum retention: three years). (3) Work Orders Records: Records document requests and authorizations for needed services and/or repairs to college property and equipment. Records may include but are not limited to copy center, printing, photography, microfilming requests and work orders; telephone service and installation requests and change orders; maintenance and repair authorizations; and related correspondence and documentation. (Minimum retention: one year). Statutory/Other Authority: ORS 192 & 357 Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895 History: OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98
166-450-0085 Payroll Records The General Schedule is applicable to the payroll records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records. (1) Employee Time and Attendance Records: Records document employee time worked and attendance. Records may include but are not limited to time cards or sheets; monthly summary reports of employee attendance; forms used to record attendance, sick, vacation, overtime, and compensatory time; requests and approval forms for leave; sick leave records; vacation leave records; absence, sick and vacation leave summary reports; overtime authorization or certification; and related documentation and correspondence. Some records may be duplicated in the employee’s personnel file. SEE ALSO: Employee Payroll Records this section. (Minimum retention: (a) Time sheets: three years; (b) Summary reports: 1 academic year; (c) Other records: two years after employee separation). (2) Employee Payroll Records: Records document individual employee pay history. The records may include but are not limited to employee time and attendance records; payroll authorization records; source documentation authorizing payroll deductions and withholding such as W-4 forms; PERS enrollment forms; insurance applications and beneficiary designations; leave authorization records; pay related personnel action documents; garnishment orders; child support claim records; electronic deposit authorizations; deduction reports; and correspondence. (Minimum retention: Records necessary for PERS enrollment: 75 years; Other records: five years after employee separation if records are filed under name of individual or three years if records are batch filed). (3) Payroll Register: Records document the earnings, voluntary and required deductions and withholdings of all college employees. The records may include monthly listings of all paid employees with details of their earnings and deductions. (Minimum retention: Year-end official copy: 75 years; Other copies including monthly reports: one year). (4) Wage and Tax Statement: Records document individual earnings and withholdings for state and federal taxes and social security. The records consist of Forms W-2 and wage and tax reports filed with the federal and state governments. (Minimum retention: five years). Statutory/Other Authority: ORS 192 & 357 Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895 History: OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98
166-450-0095 Public Safety Records The General Schedule is applicable to the public safety records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records. (1) Officer Notebooks: Notes written by officers during the course of a shift that may pertain to contacts, incidents, unusual circumstances, and other subjects. Information may include names, dates, times, vehicles, activities, locations, and related data. (Minimum retention: two years). (2) Parking Records: Records document the issuance of permits and citations for on-campus parking. Records may include but are not limited to citations; appeal petitions; annual permit cards; temporary permits; parking permits reports; and related documentation and correspondence. (Minimum retention: two years). (3) Vehicle Pool Inspection Records: Records document daily safety inspections of college Public Safety owned vehicles. Records include but are not limited to annual motor vehicle inspection reports, and related forms, documentation, and correspondence. SEE ALSO: Vehicle Records in Equipment/Supplies/Property Records section. (Minimum retention: one year). Statutory/Other Authority: ORS 192 & 357 Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895 History: OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98
166-450-0100 Publications and Promotional Records The General Schedule is applicable to the publications and promotional records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records. (1) Marketing Research Records: Records document research done to provide information about significant events and issues affecting the college. The records are used for research, and public information and education. The records include surveys; notes from focus groups; reports; studies; news clippings; and correspondence. (Minimum retention: one year). (2) Press Releases: Records document college information officially released to the media for dissemination to the public. The records consist of press releases and public service announcements. (Minimum retention: five years). (3) Publications: Records include publications produced by individual college offices, including student publications. It may be used to document the activities of the office for educational or informational purposes, or to communicate programs, policies, and events. (Minimum retention: Final publication: Permanent; Preparation Records: Until final publication printed; College catalog: Permanent). Statutory/Other Authority: ORS 192 & 357 Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895 History: OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98
166-450-0115 Student Housing and Food Services Record The General Schedule is applicable to the student housing and food services records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records. (1) Catering and Special Event Records: Records document catering service and housing accommodations for special events hosted by the college. Records may include but are not limited to campus housing registration cards; customer room occupancy lists; catering service orders; purchase and supply records; billing records; customer evaluations; summary reports; and correspondence. (Minimum retention: two years). (2) Student Housing Contract Appeals Records: Records document appeals made by residents who have been assessed penalties for failing to follow the terms and conditions of their housing and food service contracts. The records include students’ appeals stating their reasons for seeking modification on contract terms; decisions from the director of housing, including instructions for further appeal; and correspondence. (Minimum retention: Appeals denied: one year; Appeals accepted: six years after contract expires. (3) Student Housing Contract Records: Records document contracts for the occupancy of college administered housing such as residence halls, family housing, and cooperative and/or contract housing. The records may include but are not limited to housing applications; contracts; proof of admission records; and correspondence. (Minimum retention: six years after expiration). (4) Student Housing Incident Records: Records document incidents of injury, vandalism, and other infractions of housing rules and the disposition of such incidents. The records may include but are not limited to incident reports; housing director’s written decisions; student appeals of decisions; and correspondence. (Minimum retention: one year after case closed). Statutory/Other Authority: ORS 192 & 357 Statutes/Other Implemented: ORS 192.005–192.170 & 357.805–357.895 History: OSA 3-1998, f. 8-4-98, cert. ef. 8-5-98