reglab/statecodes huggingface dataset:
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 25 - MICROFILM STANDARDS RULES › Section 166-025-0030 - Security Copy Depository

Current through Register Vol. 63, No. 7, July 1, 2024
The Archives Division operates the Security Copy Depository.
				The following are requirements for deposit of microfilm in Depository:
(1) Microfilm with an approved retention
			 period between 10 and 99 years:
(a) Microfilm
			 will be inspected for evidence of deterioration only on request of the
			 depositor. Depositors shall be charged for all inspections.
(b) Microfilm for deposit shall be silver
			 gelatin film, but may be unitized formats (e.g., microfiche, aperture cards).
			 Non-silver films will not be accepted.
(c) All microfilm must be accompanied by a
			 valid transmittal at the time of transfer.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 25 - MICROFILM STANDARDS RULES › Section 166-025-0035 - Microfilm as Official Copy of Public Record

Current through Register Vol. 63, No. 7, July 1, 2024
Microfilm may be substituted for any paper or machine readable
				record if it is made according to the following conditions:
(1) A security copy of microfilm of public
			 records which has a required minimum retention period of 100 years or longer
			 must be made and stored in accordance with OAR 166-025-0005  to 166-025-0030. A
			 security copy must be reserved and used solely as a backup security copy or as
			 a master for making working copy duplicate film when required.
(2) Working copies of microfilm, and
			 microfilm of public records with a minimum retention period of less than 100
			 years, may be made in accordance with agency standards and requirements for the
			 retention period of the public records, including the option of using any film,
			 processing system, or storage containers the agency may select.
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 30 - RECORDS MANAGEMENT PROCEDURES › Section 166-030-0005 - Purpose

Current through Register Vol. 63, No. 7, July 1, 2024
This Division specifies requirements for agency records
				management programs, and specifies the lawful authority and methods to destroy
				or otherwise dispose of public records. They apply to all public records,
				regardless of medium or physical format, created and stored by state and local
				agencies.
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192 &
				  357
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 30 - RECORDS MANAGEMENT PROCEDURES › Section 166-030-0016 - Appointment of Records Officer

Current through Register Vol. 63, No. 7, July 1, 2024
To establish a records management program that ensures the
				orderly retention and disposition of all public records, and to ensure the
				preservation of public records of value, each state or local agency shall
				designate a Records Officer. Records Officers organize and coordinate the
				agency's Records Management Program, serve as their agency's primary liaison
				with the State. Typical duties include planning, controlling, directing,
				organizing, training, promoting the program, and other activities involving the
				life cycle of information including records scheduling, retirement, storage and
				destruction. The State Archivist will provide training and assistance for
				Records Officers.
Stat. Auth.: ORS
				  357.855 &
				  357.895
Stats. Implemented: ORS
				  357.855 &
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 30 - RECORDS MANAGEMENT PROCEDURES › Section 166-030-0019 - Written Policies

Current through Register Vol. 63, No. 7, July 1, 2024
State Agencies must develop and implement written policies that
				set forth the agency's use, access, retention and ownership of public records.
				These policies, including any subsequent amendments, must be submitted to the
				State Archivist for approval per ORS 192.018. Model policies are available from
				the State Archivist. Although not required, the State Archives recommends the
				use of such policies by all agencies, including local
				governments.
Stat. Auth.: ORS 192 & ORS 357
Stats. Implemented: ORS 357.855 &
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 30 - RECORDS MANAGEMENT PROCEDURES › Section 166-030-0021 - Inventory and Appraisal (State Agencies)

Current through Register Vol. 63, No. 7, July 1, 2024
To ensure accurate identification and evaluation of its
				records, each state agency shall, cooperate with the State Archivist in
				preparation of an inventory of the records of each of its organizational units,
				including the records of any other agency in its custody. These inventories
				shall be used to prepare a Special Schedule (OAR
				166-030-0026) for public
				records in agency custody, regardless of medium or physical format. Special
				Schedules will not include schedules for records already listed in the State
				Agency General Schedule (OAR 166-300).
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192,
				  357.855 &
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 30 - RECORDS MANAGEMENT PROCEDURES › Section 166-030-0026 - Public Records Retention and Disposition Authorization (State Agencies)

Current through Register Vol. 63, No. 7, July 1, 2024
Authorization for destruction of public records by a state
				agency shall be obtained as follows:
(1) No authorization is required to destroy
			 materials which are excluded or exempt by statute from the definition of public
			 records. (ORS 192.005(5),
			 192.170)
(2) A Special Schedule approved by the State
			 Archivist, or an applicable State Agency General Records Retention Schedule
			 found in OAR Chapter 166, Division 300, establishes the appropriate retention
			 and disposition for state agency records. A state agency shall destroy public
			 records that 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. Special Schedules
			 shall be created from inventories (OAR 166-030-0021). Unless otherwise stated,
			 a retention period shall be calculated from the date the public record was
			 created. Retention periods for state agency records are both a minimum
			 retention and a maximum retention period.
(3) State agencies shall submit a record of
			 all public records (paper only) destroyed on the authority of the approved
			 records retention schedules. This record shall list schedule number, record
			 series title, cubic feet destroyed, and date destroyed. For electronic records,
			 only agencies using an electronic records management system, need to report the
			 records destroyed. The destruction report generated by the system shall suffice
			 and should include retention schedule number, record series title, and date
			 destroyed. Both the destruction report for paper records and for electronic
			 records (when applicable) shall be forwarded to the State Archivist on an
			 annual basis.
(4) Notwithstanding
			 any existing records retention schedule, any State Agency electronic records
			 with a scheduled retention period of Permanent, and which are also scheduled to
			 be transferred to the State Archives, shall be kept by the agency in both
			 electronic form and hard copy or microfilm form until State Archives electronic
			 records accession review is completed. The State Archives will notify the
			 agency in writing which electronic records, if any, will be accessioned and
			 will specify transfer procedures, required format, required metadata and a
			 required timetable for the electronic records transfer.
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192,
				  357.855 &
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 30 - RECORDS MANAGEMENT PROCEDURES › Section 166-030-0041 - Prior Audit of Fiscal Public Records Required

Current through Register Vol. 63, No. 7, July 1, 2024
Public records of fiscal transactions, regardless of medium or
				physical format, may not be destroyed until the minimum retention period has
				passed and the person charged with their audit has released them for
				destruction. If federal funds are involved, requirements of the United States
				government shall be observed.
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192,
				  357.855 &
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 30 - RECORDS MANAGEMENT PROCEDURES › Section 166-030-0045 - Suspension of Scheduled Public Records Destruction

Current through Register Vol. 63, No. 7, July 1, 2024
A scheduled destruction of records, regardless of medium or
				physical format, which are the subject of a public records request or pending
				litigation shall be suspended until the request or litigation has been
				resolved. Only those records which have been specifically requested need be
				retained.
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192,
				  357.855 &
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 30 - RECORDS MANAGEMENT PROCEDURES › Section 166-030-0060 - Public Records Disposition and Destruction (State and Local Agencies)

Current through Register Vol. 63, No. 7, July 1, 2024
A Special Schedule approved by the State Archivist, or an
				applicable General Schedule published in OAR Chapter 166, authorizes
				disposition of public records. Disposition includes:
(1) Transfer to the custody of the State
			 Archivist. When the scheduled retention period specifies transfer to the State
			 Archives, an agency shall transfer its custody of the specified records to the
			 custody of the State Archivist.
(2)
			 Shredding, Pulping, or Incineration. Public Records which are confidential by
			 law and negotiable instruments (even when cancelled or satisfied in writing)
			 must be destroyed by shredding, pulping, or incineration. The destruction
			 should be supervised and witnessed by a responsible employee of the agency.
			 When using a contractor to destroy public records, the state or local agency
			 must require posting of a bond or undertaking by the contractor to indemnify
			 the state or local agency against any claims or actions resulting from his
			 failure to protect the confidentiality of the public records, and must require
			 a provision precluding sale, transfer, or delivery of the public records to a
			 third party prior to data obliteration. The agreement shall also include
			 provisions requiring secure transit to and handling by the contractor; and
			 prompt processing of the public records by the contractor to fully obliterate
			 the data they contain by shredding, pulping, or incineration.
(3) Recycling. Records which are not
			 confidential by law may be sold or traded for recycling of the fiber or
			 chemical they contain, provided that the sale or trade agreement includes
			 provisions to ensure that the public records are promptly converted into a form
			 which precludes use of the information they contain.
(4) Deposit in a Library, Museum, or
			 Historical Society with the permission of the State Archivist. The originals of
			 public records that have been microfilmed in compliance with ORS
			 192.040 to
			 192.070 and OAR 166-025, and
			 other public records which have continuing local historical value although
			 destruction is authorized, may be deposited in a Library, Museum, or Historical
			 Society if disclosure of the record is not prohibited by law and the depository
			 agrees to comply with ORS
			 162.305,
			 192.420, and
			 192.430. Agreements for such
			 deposits must stipulate that the depository cannot sell or otherwise dispose of
			 the records except by lawful and complete destruction or by returning them to
			 the depositing agency. Permission of the State Archivist is required prior to
			 transfer of records.
(5) Additional
			 destruction requirements for electronic records are specified in OAR
			 166-017-0061.
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192,
				  357.855 &
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 35 - FACILITATED DISPUTE RESOLUTION › Section 166-035-0015 - Facilitated Dispute Resolution Process

Current through Register Vol. 63, No. 7, July 1, 2024
Upon receipt of a request for facilitated dispute resolution services, the State Archivist shall communicate with both parties regarding the records request. The Archivist shall determine if the request meets the requirements of OAR 166-035-0010, needs to be narrowed or clarified and shall work with both parties to reach a compromise.
(1) Subject to ORS 357.875, the State Archivist may confidentially access, examine, or receive the records in question to determine if they can be disclosed in whole, in part, or not at all. In some cases, the Attorney General may be consulted for legal advice.
(2) If the facilitated dispute resolution results in an agreement between the public records requester and the public body, the State Archivist shall prepare a written document memorializing the agreement. The written agreement shall be executed by the public records requester and an authorized representative of the public body. The written agreement shall control the resolution of the records request.
(3) If an agreement is not reached, the State Archivist shall inform the requestor of the process to escalate to the Attorney General, District Attorney, or appropriate legal counsel. The public body will also be informed of their right to consult their legal counsel for a formal opinion.
(4) The State Archivist possesses sole discretion over the conduct of facilitated dispute resolution sessions within the bounds of this rule.
(5) The State Archivist may decline to accept requests for facilitated dispute resolution if the State Archivist has reason to believe that facilitated dispute resolution would not be productive, such as if a person or public body has acted in bad faith.
(6) The State Archivist may delegate duties under this rule.
(7) The State Archivist shall publish an annual report on facilitated dispute resolution services requested, resulting outcomes, and recommended process improvements. A copy shall be sent to the Legislature and Governor.
Stat. Auth.: ORS 192.015, 357.895, 357.855, 357.875
Stats. Implemented: ORS 192 & 357
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 37 - PUBLIC RECORDS TRAINING AND RESEARCH [REPEALED] › Section 166-037-0010

Current through Register Vol. 63, No. 7, July 1, 2024
Stat. Auth.: ORS 192.015, 357.895, 357.855
Stats. Implemented: ORS 192 & 357
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 37 - PUBLIC RECORDS TRAINING AND RESEARCH [REPEALED] › Section 166-037-0020

Current through Register Vol. 63, No. 7, July 1, 2024
Stat. Auth.: ORS 192.015, 357.895, 357.855
Stats. Implemented: ORS 192 & 357
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0010 - Airport

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Activity
			 Reports
,
Airport
Records documenting various indicators of
			 activity associ-ated with the agency airport. Subjects may include arrivals and
			 departures, type of aircraft served, number of passengers, amount of cargo,
			 amount of fuel use, activities of related operations such as restaurants, gift
			 shops, and car rental outlets, as well as others. (Minimum retention:
(a) Annual reports: Permanent
(b) Other reports: 2 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0015 - Assessment and Taxation Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Additional Tax Due and Valuation
			 Notices
Used to notify property owners of disqualification of specially
			 assessed property or errors made in the valuation process. Types of
			 disqualifications include farm, forest, historical, residential or commercial
			 zone, and others. Types of valuation changes include omitted property, clerical
			 error, and others. Records notifying property owners of adjudicated notices may
			 include name, address, value, tax assessed, tax year, and reason for
			 disqualification or change. (Minimum retention: 3 years after entered on tax
			 roll)
(2)
Annual Tax
			 Certification Records
Record of certified levies to be collected for
			 each taxing district which was placed on the tax roll and is filed with the
			 County Clerk. Summarizes taxes levied by property type and levy type. May
			 include the following information by district: levies, value, offsets, tax
			 rates, tax losses, add taxes, and percentage of distribution. (Minimum
			 retention: 6 years)
(3)
Appraisal Records
Record of
			 land and building appraisals including all elements used to determine the value
			 of the property. May include property identification number and legal
			 description, owner name and address, diagram cards, appraisal activity log,
			 current value, remarks, sales and building permit history, roll value history,
			 sketch notes, appeal history, construction detail, improvement valuation, land
			 valuation, and special use valuation. Also may include records documenting
			 valuation by year. (Minimum retention: 12 years)
(4)
Assessment and Tax Roll
Official record of assessments, tax levied, and changes to the tax roll on all
			 properties. May include name, address, assessed value, real market value, taxes
			 levied, legal description, sites address, code area, property class, and any
			 changes made since previous tax roll. May also include additional tax rolls
			 previously maintained for deferred homesteads, yield tax, reforestation,
			 additional tax on timber, and others. (Minimum retention:
(a) Years through 1905: Permanent
(b) Fiscal Years ending in 0 and 5 after
			 1905: Permanent
(c) Fiscal Years
			 1906 and later (except years ending in 0 and 5): 50 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0020 - Building

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Building
			 Activity Records
Reports or statistical compilations tracking building
			 activity on a monthly and annual basis. Used to plan budgets and staffing, as
			 well as to monitor growth and chart building trends. Usually tracks number of
			 permits issued, type of activity, value of projects, fees collected, and
			 related information. May consist of reports compiled for the U.S. Bureau of the
			 Census. (Minimum retention:
(a) Retain
			 reports summarizing activities on an annual basis: Permanently
(b) Retain other reports: 2 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0025 - Community Corrections Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Alcohol Diversion Evaluator
			 Records
Series documents the evaluation of clients for referral to a
			 program that will provide appropriate information or rehabilitation services.
			 Records may include evaluation results, a written narrative summary of the
			 interview, a copy of the client's driving record, documentation of the client's
			 Blood Alcohol Content (BAC) at the time of the DUII (Driving Under the
			 Influence of Intoxicants) arrest, a copy of the Diagnostic and Referral Report,
			 and copies of reports on the client filed with the Office of Alcohol and Drug
			 Abuse Programs. Information may include client's name, diagnosis, and status in
			 diversion programs. (Minimum retention: 7 years following date of completion or
			 discontinuance of treatment services)
(2)
Case Assignment and Report
			 Log
Series is used to assign and track new cases, reports, and
			 transfers. It is used as a defacto index to parole/probation case files.
			 Records include listings of new probations, paroles, temporary transfer
			 requests, special reports, early terminations, revocations, and the name of the
			 assigned officer. (Minimum retention: 3 years)
(3)
Community Service Work
			 Records
Series documents community service performed in lieu of or in
			 addition to criminal sentencing. Records may include judges orders for bench
			 parole, other court orders, and requirements for fulfilling community service
			 order. Information includes offender's name, date of sentence, hours of
			 community service, and dates and times of community service. (Minimum
			 retention: 6 months after case closed)
(4)
Offender Case Files
Series
			 documents the supervision, management, and tracking of offenders in the
			 community corrections program. Records may include face sheets, court orders,
			 Board of Parole and PostPrison Supervision orders, commutations, death
			 certificates, expungement, presentence investigations, parole officer notes,
			 police reports, sanction hearing documentation, and community risk assessments.
			 Department of Corrections (DOC) Information Systems Division maintains
			 statewide record copy of information on the Corrections Information System. As
			 stated in OAR 291-070-0080(1) DOC requires certain documents to be transferred
			 to DOC Central Records, as they are created, for maintenance as state-wide
			 record copy. (Minimum retention:
(a) Retain
			 felony offender case files: 2 years after case closed
(b) Retain all other case files: 1 year after
			 case closed)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0030 - Counsel

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Civil Case
			 Files
Documentation of pending and closed cases filed by the agency and
			 against the agency. Often contains complaints, summons, investigations,
			 reports, attorney's notes, photographs, orders and judgments, dispositions,
			 pleadings, medical reports, and important related records. (Minimum retention:
			 10 years after case closed or dismissed, or date of last action)
(2)
Criminal Case Files
,
Attorney
Records related to the prosecution of criminal cases by
			 the attorney's office. May include copies of citations, law enforcement
			 reports, driving records, DUII documents and tape recordings, complaints,
			 subpoenas, motions, judgments, copies of records from other courts, and related
			 significant material. (Minimum retention: 10 years after case closed or
			 dismissed, or date of last action)
(3)
Dispute Resolution Records
Records documenting personnel disputes resolved through mediation or
			 arbitration instead of pursuing action through the court system. May include
			 pleadings, investigation reports, dispositions, and related records. (Minimum
			 retention: 3 years)
(4)
Land
			 Use Board of Appeals (LUBA) Case Files
Records related to land use
			 decisions made by the agency that have been appealed to and reviewed by the
			 Land Use Board of Appeals. May include staff reports, land use orders,
			 pleadings, briefs, and related significant records. SEE ALSO Board of
			 Commissioners Records in the County Administration Records section. (Minimum
			 retention: 10 years after final decision)
(5)
Legal Opinions
Formal
			 opinions rendered by the attorney's office for various agency departments or
			 the governing body. Documents the rationale for policy and maintains
			 consistency in related issues. Information usually includes date, department
			 requesting opinion, and the text of the opinion. (Minimum retention:
(a) Formal opinions: Permanent
(b) Informal opinions: 10 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0035 - County Clerk - Elections

Current through Register Vol. 63, No. 7, July 1, 2024
(1) Absentee Ballot Requests: Used to enter a
			 citizen's request for a ballot to be sent to them for the purpose of voting, or
			 to change their current status as an absentee voter. Information includes voter
			 name, address of residence, and mailing address. (Minimum retention: 1 year)
(2) Abstract of Votes (Record of
			 Elections): Documents election results for General, Primary, Emergency, Recall,
			 and Special Elections. Information includes candidate name/ballot title,
			 precinct name, total votes per candidate/ballot title, total per precinct,
			 under/over votes, and certification by County Clerk or election official.
			 (Minimum retention: Permanent)
(3)
			 Ballots: Documents ballots of voters who voted in Primary, General, Emergency,
			 Recall, District, and Special elections. (SEE Vote by Mail Records)
(4) Contribution and Expenditure Reports:
			 Documents contributions and expenditures by candidates or political action
			 committees. Includes statement of organization, amount, source, and detail of
			 contributions and expenditures. May also include receipts for expenditures. The
			 Secretary of State Elections Division maintains the statewide record copy of
			 Statements of Organization. (Minimum retention:
(a) Statements of Organization: 6
			 years
(b) All other records: 4
			 years after the date required to file update reports)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0040 - County Clerk - General

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
			 Board of Property Tax Appeals Meeting Records: Documents the proceedings of the
			 Board of Property Tax Appeals. Includes copy of order appointing board members,
			 oaths of office of members, verification of training, delegation of legal
			 counsel, affidavit of publication, record of appointment of board appraiser,
			 agendas, date of meeting, list of those present who present evidence and a
			 short discussion of the evidence presented, all material presented as evidence,
			 all motions and who made them, results of all votes and how each member voted,
			 petitions, authorizations to represent, defective petition notices, copy of
			 hearing notice mailed to petitioner, recommendations and orders made by the
			 board, and summary of actions. The following information is entered into the
			 journal of the county governing body: date members appointed, positions to
			 which the members were appointed, and a record of the date the board convened
			 and the date the board adjourned. (Minimum retention: 6 years)
(2) Budgets (Taxing Districts): Documents
			 budgets required to be filed by taxing districts within the county for the
			 purpose of making them available for public inspection. Budget documents may
			 include budget overview, budget policies, organization charts, budget detail
			 reports, and summary schedules (Minimum retention:
(a) County budget: Permanent
(b) Other taxing district budgets: 2
			 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0045 - County Court and Commissioners Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Annexation Records
Records
			 documenting the annexation of areas into boundaries. Used to determine legal
			 areas in which permitting, elections, taxation, and other services will be
			 provided. May include description of property annexed, effective date of
			 annexation, map of area annexed, and approval from Department of Revenue. May
			 also include staff reports, petitions, service district withdrawal records,
			 surveys, boundary commission recommendations and judgments, census reports,
			 franchise notices, maps, and important related correspondence and memoranda.
			 (Minimum retention: Permanent)
(2)
Board of Commissioners or County
			 Court Meeting Records
Official proceedings of regularly scheduled,
			 special, executive session, and emergency meetings of the governing body.
			 Includes date, time, and location of meeting, names of members present and
			 absent, subjects discussed, statements of intent, and records of actions taken.
			 (Minimum retention:
(a) Retain minutes,
			 agendas, resolutions, indexes, and exhibits not retained permanently elsewhere
			 in agency records: Permanent
(b)
			 Retain executive session minutes: 10 years
(c) Retain audio or visual recordings: 1 year
			 after minutes prepared and approved
(d) Other records and exhibits not pertinent
			 to minutes: 5 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0050 - County Fair Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Annual Fair Advertising and
			 Promotion Records
Series is used to prepare and produce promotional
			 materials, and to document promotions, advertising campaigns and public
			 relations efforts for the annual County Fair. Series also documents categories
			 of exhibit competitions, entry requirements, and prizes offered for 4-H and
			 Open Class exhibits. Records may include fair programs, exhibitor's handbooks
			 (premium books), schedules of events, passes, newsletters, news clippings,
			 paste-ups, drawings, copies of ads, photographs, slides, videotapes, sound
			 recordings, story scripts, posters, brochures, flyers, and correspondence.
			 (Minimum retention:
(a) Fair programs and
			 exhibitor's handbooks (premium books): Permanent
(b) All other records: 2 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0055 - County Health - Developmental Disabilities Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Adult Foster Home Provider
Series documents the administration of a system of adult foster homes which
			 provide care for developmentally disabled clients in residential settings.
			 Adult foster homes are licensed annually and, therefore, subject to an annual
			 inspection and evaluation process in order to maintain the license to provide
			 foster care. Series may include records such as license applications;
			 inspection reports; fire drill records; facility information; references;
			 progress notes; correspondence; meeting notes; financial records; annual
			 license evaluation; annual agreement or contract; and a copy of the annual
			 license. (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. Series may include records such as an
			 information sheet; application; signed release forms for other records such as
			 school records, psychological reports, social security, and skill assessments;
			 progress notes; letter 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)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0060 - County Health - Mental Health Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Mental Health Reports
Series
			 documents internal reviews conducted by mental health services providers to
			 document their activities. Series may include reports concerning quality
			 assurance reviews and random reviews of cases to insure 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 problems 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. Series may include records such as a history of
			 previous service; referrals; testing and evaluation reports; treatment plans;
			 progress notes; correspondence; 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; and
			 school reports. (Minimum retention: 6 years after last service or until 21st
			 birthday, whichever is longer)
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005-192.170 &
				  357.805 -
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0065 - County Health - Public/Community Health Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Alcohol and Drug Service Records
Series documents services provided to clients in alcohol and drug
			 treatment programs. These services may include residential treatment and care,
			 outpatient services, detoxification, DUII education and treatment, sex offender
			 treatment, methadone treatment, and other services. Series may consist of
			 clinical records or patient files including assessment records, treatment
			 plans, progress notes, treatment reviews, termination reports, and medical
			 records. (Minimum retention: 6 years after last service or until 21st
			 birth-day, whichever is longer)
(2)
Board of Health Reports
Series documents the activities of the county health departments such as public
			 or community health, mental health, environmental health, family mediation,
			 alcohol and drug, developmental disabilities, deputy medical examiner, and
			 fiscal administration. Series includes semi-annual reports to the County Board
			 of Health prepared by the various departments. The reports summarize department
			 activities, and discuss concerns and problems of future importance. Series may
			 also contain reports on special topics such as AIDS and other issues. Reports
			 may be sent to the Board of County Commissioners. (Minimum retention:
(a) Reports filed with County Commissioners:
			 10 years
(b) Reports not filed with
			 County Commissioners: Permanent)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0070 - County Health - Sanitation and Waste Management Records

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(1)
Food
			 Handlers Registration Records
Series documents the registration of food
			 handlers such as cooks, chefs, waiters, and cafeteria workers. Information
			 contained in the records may include name, address, phone number, and signature
			 of food handler; place of employment; current communicable diseases; result of
			 examination; and other related data. (Minimum retention: 1 year after
			 expiration or non-renewal of registration)
(2)
Franchised Service Provider Case
			 Files
Series documents the issuance of certificates for franchised
			 garbage haulers providing services for medical or bio-hazard material,
			 hazardous material, or municipal waste; special services; or recyclers. Case
			 files may include correspondence, applications, bonds, maps of service area,
			 and other related data. (Minimum retention: 3 years after expiration of
			 franchise)
(3)
Franchised
			 Service Provider Financial Review Records
Series documents the annual or
			 periodic review of financial records. Information contained in the records may
			 include number and type of customers, tonnage of recycled material collected,
			 labor costs, money collected, and other related data. The report and
			 recommendations for proposed new or changed rates are forwarded to the Solid
			 Waste Advisory Committee and the County Board of Commissioners. (Minimum
			 retention: 8 years)
(4)
Franchised Service Provider
			 Performance Review Records
Series documents the periodic performance
			 review of holders of franchised service provider certificates. Records may
			 include complaints received by phone or mail, inspections, report,
			 recommendations, and other related data. A copy of the report is forwarded to
			 the Solid Waste Advisory Committee. (Minimum retention: 3 years after
			 expiration of franchise)
(5)
Land Fill Case Files
Series
			 documents the regulation and certification of landfills. Case files may include
			 correspondence; certificates; site plans; site assessments; operations plans;
			 regulations or material to accept; special recommendations; violations;
			 franchise fee records; and other related data. Records also may include a
			 periodic review of land fills; a report which is forwarded to the Solid Waste
			 Advisory Committee; Oregon Department of Environmental Quality site plans,
			 operational plans, and permits; correspondence with DEQ concerning compliance
			 conditions; and land fill records monitoring ground water, surface water, land
			 fill gas, and storm water according to federal regulations. (Minimum retention:
(a) Periodic review and report to SWAC: 5
			 years
(b) Case files for sites not
			 chosen: 15 years
(c) Case files for
			 all other sites: 30 years after closure)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0075 - County Health - Vital Statistics

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(1)
Birth Abstracts Series
documents selected information abstracted from the birth certificate. The
			 abstract may include name of the child and parent(s), sex of child, place and
			 date of birth, residence address of parent(s), and alphabetical index. (Minimum
			 retention: 2 years)
(2)
Birth
			 Records Series
is used to record births occurring within the county.
			 Series contains certificates, indexes, and other records listing births.
			 Information contained in the records may include name of child, mother, and
			 father, state of residence of parents, and name of physician or attendant.
			 (Minimum retention:
(a) Through 1915:
			 Permanent
(b) After 1915: retain
			 the original record 1week, then send to the Oregon Health Division
(c) After 1915: retain copies 6
			 months)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0080 - County Juvenile Department Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Delinquent Case Files, Adjudicated
			 (Formal)
Series documents cases of minors who fall under the
			 jurisdiction of the Juvenile Department because they have committed an act,
			 which would be a criminal offense if done by an adult, and whose cases are
			 adjudicated by the Juvenile Court. Records may include but are not limited to
			 police reports, correspondence, formal accountability agreements, intake
			 assessments, referrals from other agencies, school records, psychological
			 evaluations, fingerprints, disposition records, counselor's record of client
			 contact, social histories, card files, court reports, court orders, petitions
			 and pleadings, risk assessments, referrals to residential placement centers,
			 and related documentation. SEE ALSO Juvenile Temporary Custody Records in the
			 Law Enforcement section. (Minimum retention:
(a) Until court ordered expunction (ORS
			 419A.262)
(b) If the crime is defined by ORS
			 419A.260(J):
			 Retain until court ordered expunction
(c) If case not expunged: Until the
			 individual is 25 years of age and the case closed for 3 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0085 - County Museums and Historical Societies Records

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(1)
Annual Reports
Series
			 provides a record of the primary functional activities and accomplishments of
			 the museum and historical society for the previous year. Reports may include
			 narratives, statistics; graphs; diagrams; member lists; descriptions of
			 programs; events and exhibits; and annual financial statements. (Minimum
			 retention: Permanent)
(2)
Board Member Personnel
			 Records
Series documents the appointment or election and subsequent
			 personnel actions for board members. Records may include appointment letters,
			 resumes, applications, personnel action forms, job descriptions, and employee
			 data sheets. (Minimum retention: 10 years after final term expires)
(3)
Board of Director's Records
Series documents the activities and decisions of the board responsible for
			 governing museum and historical society operations or for advising its
			 operations. Records may include minutes, agendas, tape recordings, and Board
			 Committee records. Records may also include constitution and by-laws,
			 intergovernmental agreements, organization charts, draft and approved budgets.
			 (Minimum retention:
(a) Retain minutes,
			 agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere
			 in agency records): Permanently
(b)
			 Retain audio or visual recordings: 1 year after minutes prepared and approved
(c) Retain exhibits not pertinent
			 to minutes: 5 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0095 - District Attorney Records

Current through Register Vol. 63, No. 7, July 1, 2024
It should be noted that the District Attorney in each Oregon
				County is an official employee of the State. Due to the status of the District
				Attorney position, the State Archives would recommend utilizing the State
				Agency General Records Retention Schedule for all financial records produced in
				county District Attorney offices.
(1)
			 Attorney General Opinions: Records document Attorney General Opinions and
			 attorney's letters of advice. Records may include but are not limited to
			 requests for opinions; opinions; letters of advice; copies of legislative
			 bills, statutes, and administrative rules; and correspondence. The Department
			 of Justice maintains the statewide record copy of Attorney General Opinions.
			 (Minimum retention: 5 years)
(2)
			 Case or Docketed Files: Records document criminal cases tried and filed by the
			 District Attorney for the county. Records may contain but are not limited to
			 police reports, copies of court documents, computerized criminal histories,
			 District Attorney notes, court exhibits, and related correspondence.
			 Information may include defendant's name, date of birth, address and social
			 security number; victim's name, date of birth, address and social security
			 number; and description of the crime and crime scene. (Minimum retention:
(a) Retain cases of murder, treason, or Class
			 A felony, with a judgment of guilty: 60 years or 3 years after sentence
			 expires, whichever is longer
(b)
			 Retain all other felonies, with a judgment of guilty: 3 years after sentence
			 expires
(c) Retain felony cases,
			 dismissed or with judgment of not guilty: 3 years
(d) Retain misdemeanor cases: 3 years after
			 termination
(e) Retain violation
			 cases: 1 year after termination
(f)
			 Retain support enforcement cases: 3 years after all support paid)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0100 - Emergency Management Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Alert and Notification
			 Records
Records documenting any written emergency warnings/notifications
			 issued by the county, the Oregon Emergency Management Division, National
			 Oceanic and Atmospheric Agency (NOAA), or the Federal Emergency Management
			 Agency (FEMA). Subjects may include landslides, earthquakes, windstorms,
			 floods, fires, and other hazards. (Minimum retention: 30 days)
(2)
Civil Preparedness Guidance (CPG)
			 and State and Local Guide (SLG) Records
Records issued by the Federal
			 Emergency Management Agency (FEMA) to provide guidance to state and local
			 agencies on appropriate elements of emergency management programs. These
			 guidelines (known as CPGs or SLGs) provide mandatory policies and procedures
			 for federally funded emergency management programs. (Minimum retention: Until
			 superseded or obsolete)
(3)
Disaster Preparedness Planning and
			 Recovery Records
Records documenting plans and procedures for the
			 continuity of government in case of a major disaster which has destroyed or
			 compromised the operations of the agency. Components of the recovery plan
			 include but are not limited to physical plant repair and restoration; equipment
			 restoration; electronic data restoration including steps to reload data,
			 recover data, and reconnect networks; reestablish telephone connections;
			 essential records protection; and related procedures and needs dealing with
			 risk management, public relations, and financial issues. (Minimum retention:
			 Until superseded or obsolete)
(4)
Emergency Exercise Records
Records documenting emergency training exercises performed on a regular basis,
			 as required by the State and Local Assistance and Emergency Management
			 Assistance Programs. Documentation usually includes statements of purpose,
			 scenario narratives, major and detailed sequences of events, messages and
			 inputs (simulation material), evaluation points, critique and follow-up actions
			 reports, lists of players, and names of controllers and evaluators. (Minimum
			 retention: 4 years after annual or final expenditure report
			 submitted)
(5)
Emergency and
			 Disaster Incident Records
Records documenting actions taken with respect
			 to emergency planning and response activities during and after emergency
			 incidents. Used for planning, analysis, and reference. Types of incidents may
			 include floods, storms, hazardous material releases, fires, public utility
			 failures, earthquakes, and others. Records often include photographs, damage
			 reports, response reports, incident action plans, resource ordering and
			 tracking records, financial documentation, logs, messages, notes, and related
			 documents. (Minimum retention:
(a) Designated
			 or declared emergencies: Permanent
(b) Non-designated emergencies: 5
			 years)