reglab/statecodes huggingface dataset:
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0105 - Equipment and Property Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Building Records
Series
			 documents building configuration and may also document real property equipment
			 installed, hazardous chemicals used, radiation hazards housed in the building,
			 and emergency response procedures. Records may include asbuilts, remodeling,
			 major repair, and engineering blueprints, chemical identification data, and
			 safety materials such as copies of Material Safety Data Sheets (MSDS). (Minimum
			 retention: Life of structure)
(2)
Damaged/Stolen Property
			 Records
Used to prepare reports relating to damaged or stolen property.
			 Records may include yearly risk report, restoration fund inventory report,
			 policy manual, property transfer report, self-insurance manual, real property
			 report, money and negotiable securities report and a general risk survey.
			 (Minimum retention: 4 years)
(3)
Deed Instruments
Documents
			 conveyance or encumbrance of an interest in real property. May include deeds;
			 condominiums, plats, and partition plants; leases; contracts; easements;
			 covenants, conditions, restrictions; options, and affidavits. Depending on
			 local filing practices, this series also may be included as part of the County
			 Clerk's Public Recordings. (Minimum retention:
(a) Retain Instruments recorded as part of
			 County Clerk's Public Recordings: until property no longer owned by the agency
(b) Retain Instruments not recorded
			 with the County Clerk: Permanently)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0125 - Information and Records Management Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Computer System Maintenance
			 Records
Records document the maintenance of computer systems and are
			 used to ensure compliance with any warranties or service contracts; schedule
			 regular maintenance and diagnose system or component problems; and document
			 systems backups. Records may include but are not limited to computer equipment
			 inventories, hardware performance reports, component maintenance records
			 (invoices, warranties, maintenance logs, correspondence, maintenance reports,
			 and related records), system backup reports and procedures, and backup tape
			 inventories, and related documentation. SEE ALSO Technical Manuals,
			 Specifications, and Warranties in the Public Works-Operations and Maintenance
			 section. (Minimum retention:
(a) Records
			 related to system or component repair or service: Life of the system or
			 component
(b) Records related to
			 regular or essential records backups: 1 year after superseded or
			 obsolete)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0130 - Justice and Family Courts

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Civil Files
Series documents
			 cases heard in the Justice Court relating to small claims and civil filings up
			 to $2500.00. Records include original charge, filing of plaintiff, hearing
			 records, satisfaction, penalty bio-sheet, records of payment, correspondence,
			 motions, judgments, orders, and petitions. (Minimum retention:
(a) Retain records prior to 1940 permanently
(b) Retain records after 1940 6
			 years as long as there is no outstanding judgment)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0135 - Law Enforcement

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
			 Activity Reports, Law Enforcement: Individual officer, shift, and other
			 activity reports usually filed on a daily, weekly, monthly, or annual basis.
			 Useful for reference, performance monitoring, compiling annual reports,
			 planning and budgeting, and for briefing subsequent shifts or activities.
			 Applies to various duties such as dispatch, confinement, investigations, and
			 patrol. Information usually includes name, shift, date, activities, and various
			 statistical categories for tracking the number of arrests, phone calls,
			 mileage, and other indicators. Also includes monthly and annual law enforcement
			 or uniform crime reports summarizing statistics on criminal activity and office
			 operations. Information may include date, categories, totals, and related data.
			 (Minimum retention:
(a) Annual reports and
			 monthly reports for years in which no annual report exists: 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 166-150-0140 - Library

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Accession
			 Records
Information related to library acquisitions. Documentation for
			 book accessions usually includes author, title, publisher, jobber, year
			 purchased, purchase price, and other bibliographic and accession data. Non-book
			 media contain other pertinent information. (Minimum retention: Until superseded
			 or obsolete)
(2)
Borrower
			 Registration Records
Records used to grant citizens library cards and
			 privileges as well as to control circulation of library holdings. Individual
			 borrower registration information may include name, address, telephone number,
			 date of birth, signature, expiration date, identification number, and related
			 data. (Minimum retention: Until superseded or 1 year after
			 expiration)
(3)
Catalogs
Finding aids which
			 provide patrons with access to library holdings by subject, title, keyword, and
			 author. Usually includes author's name, title of book or other media, call
			 number, bibliographic description, and related information. (Minimum retention:
			 Until superseded or obsolete)
(4)
Circulation Records
Records
			 documenting information pertinent to the circulation of materials such as
			 books, magazines, record albums, compact disks, dvd's, audio and video tapes,
			 and computer software. May include patron identification, date circulated and
			 date due. (Minimum retention: Until transaction is completed)
(5)
Inter-library Loan Records
Records documenting materials borrowed and loaned by the library through an
			 interlibrary loan program in response to patron and other library requests. May
			 include requests, notices, tracking logs, and other records. (Minimum
			 retention: 6 months after materials returned to owner library)
(6)
Library Publications
Publications distributed to the public to advertise library services, programs,
			 and activities. May include brochures, newsletters, activities calendars,
			 bookmobile schedules, special events flyers, and other records. (Minimum
			 retention:
(a) Retain brochures, pamphlets,
			 and leaflets until superseded or obsolete
(b) Retain one copy of all others
			 permanently)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0145 - 9-1-1/Public Safety Answering Point Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Briefing Records
Records
			 document internal communication between supervisors and shift workers or
			 between staff on different shifts to alert them to problems, issues, or
			 activities. Records may include but are not limited to briefing logs, teletype
			 messages, and bulletins from other agencies. (Minimum retention: 7
			 days)
(2)
Data Management
			 System Records
Records document the maintenance and update of current
			 information used to provide and direct incident response within a 9-1-1/public
			 safety answering point service area. Information may include but is not limited
			 to address data, response unit's assignments, response codes, responsible
			 person data, and related documentation. (Minimum retention: Until superseded or
			 obsolete)
(3)
Dispatch
			 Incident Records
Records document specific incidents when a call is
			 received by the 9-1-1/public safety answering point and subsequent response
			 activities. Information may include but is not limited to caller's name;
			 address, and telephone number; details of incident or complaint; call
			 taker/dispatcher name; which agency responded and when; and incident
			 disposition. Additional information received through an enhanced system is the
			 Automatic Number Identification and Automatic Location Identification (ANI/ALI)
			 which includes the telephone subscriber name, subscriber's telephone number,
			 and subscriber's telephone service location. (Minimum retention: 2
			 years)
(4)
Enhanced 911
			 Service Plans
Records document the planning, development, and
			 implementation of enhanced 9-1-1/public safety answering point systems. Plans
			 and any subsequent amendments are required to be submitted to the Oregon State
			 Police, Emergency Management Division for approval. The plan may be
			 periodically revised and updated. Records may include but are not limited to
			 preliminary and final plans, drafts and worksheets, correspondence, and other
			 records described in OAR 104-080-0020. (Minimum retention:
(a) Approved plans and amendments: 5 years
			 after superseded or obsolete
(b)
			 Preliminary plans, drafts, worksheets, and supporting materials: Until plan
			 approved by Oregon State Police, Emergency Management Division)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0155 - Payroll Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Deduction Authorization
			 Records
Records documenting employee application and authorization for
			 voluntary payroll deductions, direct bank deposits, and related actions.
			 Payroll deductions are directly deposited or remitted to the authorized
			 financial institution, insurance company, or other agency or vendor. Records
			 may include insurance applications, enrollment cards, deduction authorizations,
			 approval notices, deduction terminations, and related records. (Minimum
			 retention: 3 years after superseded, terminated, or employee
			 separates)
(2)
Deduction
			 Registers
Registers or records serving the same function of documenting
			 voluntary and/or required deductions from the gross pay of agency employees.
			 Types of deductions include federal income and social security taxes, state
			 tax, workers' compensation, union dues, insurance, deferred compensation,
			 credit union, parking permit, prewritten checks, garnishments, levies,
			 charitable contributions, and others. Information may include employee name and
			 number, pay period, social security number, total deductions, net pay, check
			 number, and related data. (Minimum retention:
(a) Registers documenting state and federal
			 taxes: 5 years
(b) Other registers:
			 3 years
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0160 - Personnel Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Affirmative Action Records
Records documenting agency compliance with the statutes and regulatory
			 requirements of the U.S. Equal Employment Opportunity Commission. May include
			 plans, updates, policy statements, reports, and supporting information.
			 (Minimum retention:
(a) Plans, updates, and
			 policy statements: Permanent
(b)
			 Other records: 3 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0165 - Planning

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Comprehensive Plan Records
Records indicating the types of uses and activities allowed in particular land
			 designations. Used to guide long term growth and development and to comply with
			 state and federal laws. Usually contains public hearings records, plans,
			 amendments, staff reports, periodic review records, maps, photographs, and
			 other significant records. (Minimum retention: Permanent)
(2)
Conditional Use Records
Applications and decisions related to requests for certain land uses within a
			 zone that require special review and approval. May include applications, site
			 plans, zoning maps, staff reports, administrative action reports, and related
			 significant records. (Minimum retention: 10 years after expiration, revocation,
			 or discontinuance of use)
(3)
Design and Development Review
			 Records
Architectural reviews of exterior renovations or new
			 construction within particular geographical areas. Used to ensure integration
			 of visual architectural standards. May include design review board or
			 commission records such as minutes, agendas, and exhibits. Records also may
			 include applications, site plans, staff reports, maps, review and appeal
			 records, tape recordings, and related significant documents.
Three
			 dimensional exhibits such as sample boards of brick, tile, and other building
			 materials are not public records.
(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
(d) Retain all other
			 records if permit issued and structure completed: 2 years after substantial
			 completion (as defined by ORS
			 12.135(3))
(e) Retain if no permit issued:
			 180 days
(f) Retain if permit
			 issued, but structure not started or completed: 2 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0170 - Public Works Records - Engineering

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Aerial Photographs
Color and
			 black and white photographs and negatives documenting topographical and
			 physical features of a particular geographic area. Useful for planning and land
			 management purposes. Information often includes date, location, frame sequence
			 numbers, and other descriptive information. (Minimum retention:
			 Permanent)
(2)
Bench Mark
			 Records
Bench marks placed by the agency or the United States Geological
			 Survey to denote elevations above sea level. Records may include books, maps,
			 cards, and other documents. Information includes location monument number,
			 elevation, description, and related data. Usually filed numerically by bench
			 mark number. (Minimum retention: Permanent)
(3)
Bridge Inspection Records
Records related to bridge inspections required by the United States
			 Department of Transportation  23 CFR 650.305. Inspections
			 generally are done every two years. Records may include reports prepared in
			 accordance with federal standards, photographs, correspondence and significant
			 related documents. May also include bridge inventory records described in
			  23 CFR
			 650.311. (Minimum retention: 2 years after
			 bridge removed from service)
(4)
Engineering Project Technical
			 Records
Records related to the planning, design, and construction of
			 various agency improvement projects, including facilities, structures, and
			 systems. Examples include those documenting both assessable and non-assessable
			 improvements such as but not limited to streets, sidewalks, traffic lights,
			 street lights, bikeways, water lines and wells, water and wastewater treatment
			 facilities, buildings, and sewers. May be useful for litigation, reference, or
			 budget planning. Records often include impact statements, feasibility studies,
			 plans, amendments, policy and procedure manuals, field test and laboratory
			 reports, inspector reports, change orders, status reports, and related records.
			 (Minimum retention: 10 years after substantial completion, as defined by ORS
			 12.135(3))
(5)
Maps
,
Plans
,
and Drawings Maps
, plans, and drawings created by the agency or
			 contracted specifically for the agency. These include various types of maps
			 such as system schematic, as built, topographic, planemetric, orthophoto,
			 resource, and others. System schematic maps represent locational and other
			 information about major systems such as water and sewer. Other maps are often
			 derived from aerial photographs and represent physical features such as
			 building footprints, edge of pavement, and contours. Series also includes as
			 built plans, drawings, and details documenting agency engineering and
			 construction projects. (Minimum retention:
(a) Final versions: Permanent
(b) Working maintenance maps: Until
			 superseded or obsolete
(c)
			 Non-agency created maps: Until superseded or obsolete)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0175 - Public Works Records - Operations and Maintenance

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Backflow Prevention Device Test
			 Records
Records documenting test results on backflow prevention devices
			 designed to protect the water system from pollution related to substances
			 backing into water lines. Information usually includes date, type and size of
			 device, serial number, location, test records, line pressure, name of tester,
			 name and address of device owner, and related data. (Minimum retention: 10
			 years)
(2)
Buildings and
			 Grounds Maintenance and Repair Records
Records of all maintenance and
			 repairs to buildings, grounds, and right-of-ways owned or leased by the agency.
			 Used to verify that repairs were made. May include summaries, logs, reports,
			 and similar records usually compiled from daily work records on a monthly or
			 quarterly basis. Information often includes location, narrative of work
			 completed, materials used, personnel completing work, authorization, dates of
			 activities, and related data. SEE ALSO Daily Work Records in this section, and
			 Administrative and Financial Improvement Records in the Financial section.
			 (Minimum retention:
(a) Records requiring
			 engineering stamps: 2 years after life of structure
(b) Other records: 2 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0185 - Public Works Records - Traffic Engineering and Maintenance Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Alternative Transportation Committee
			 Meeting Records
Records documenting the proceedings of the board of
			 committee responsible for making recommendations to the county on alternative
			 transportation issues, as described in Oregon's Public Meetings Law (ORS
			 192.610 to
			 192.710). Alternative modes of
			 transportation include walking, public transit, and bicycling among others.
			 Committee may provide input on footpath development as well. Records usually
			 include minutes, agendas, exhibits, tape recordings, and related items.
			 Subjects may include design, location, construction maintenance, projected
			 needs, and development of master plans for alternative transportation mediums.
			 (Minimum retention:
(a) Retain minutes,
			 agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere
			 in county records): Permanently
(b)
			 Retain audio or visual recordings: 1 year after minutes prepared and approved
(c) Retain 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 166-150-0190 - Public Works Records - Wastewater Treatment

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Annual Inspection Records
Records documenting annual inspections of agency wastewater treatment
			 operations by the Oregon Department of Environmental Quality to monitor
			 compliance with National Pollution Discharge System (NPDES) permit conditions.
			 May include reports and supporting documentation. Information includes date,
			 location, areas evaluated during inspection, summary of findings, pretreatment
			 requirements review, sampling checklists, flow measurements, laboratory
			 assurance checklists, and related data. (Minimum retention:
(a) Reports: Permanent
(b) Other records: 5 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0195 - Public Works Records - Water Treatment

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Consumer Confidence Reports
Records documenting the presence of any contaminants in county water over the
			 course of a year. Reports are mailed to county residences and businesses
			 receiving county water. (Minimum retention: 5 years)
(2)
Non-Compliance Corrective Action
			 Records
Records documenting action taken by the agency to correct
			 violations of primary drinking water regulations. May include reports, logs,
			 and related records. (Minimum retention: 3 years after last action (40 CFR
			 141.33))
(3)
Sanitary Survey Records
Records documenting surveys examining the overall condition of the agency water
			 system. May be conducted by the agency, private consultants, or county, state,
			 or federal agencies. Records may include written reports, summaries, and
			 related significant documents. (Minimum retention:
(a) Retain reports: Permanently
(b) Retain other records 5 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0200 - Risk Management Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Contractor Liability Insurance
			 Verification Records
Letters or certificates of coverage provided by
			 insurance companies declaring that specific contractors are covered by
			 appropriate liability insurance. Information usually includes insurance company
			 name and address, issue date, expiration date, amount of coverage, type of
			 coverage, special provisions, signature of insurance company representative,
			 and related data. (Minimum retention:
(a) If
			 related to county or special district improvement project: 10 years after
			 substantial completion, (as defined by ORS
			 12.135(3))
(b) Other records: 6 years after
			 expiration)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0205 - Surveyor Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Bench Marks Records
Records
			 document bench marks placed by the United States Geological Survey, United
			 States Corps of Engineers, Oregon Department of Transportation, a city
			 surveyor's office, or the County Surveyor's office to denote elevations above
			 sea level. Records may include books, maps, cards, and other documents.
			 Information contained in the records includes location, monument number,
			 elevation, description, and related data. Series may include horizontal control
			 surveys. Records are usually filed numerically by bench mark number. (Minimum
			 retention: Permanent)
(2)
Corner Restoration (Bearing Tree)
			 Records
Records identify specific characteristics of government corners
			 and their accessories. Records may include the original description of the
			 corner; description of the new corner; dates and names of witnesses; field
			 notes or diagrams of the corner, brass cap, or accessories; and photographs.
			 (Minimum retention: Permanent)
(3)
County Road Records
Records
			 document the official description of county roads determined by surveying and
			 mapping county roads and city streets which are extensions or segments of
			 county roads. Records include road surveyor field notes, field books, maps, and
			 road registers. Information may include legal description of the road; road
			 name and number; plans and profiles; and may also include records of the
			 petition and resolution process and reference to corner and road monuments.
			 (Minimum retention: Permanent)
(4)
Land Division Plats
Plats are
			 used to create the title identity to a piece of land and may include
			 subdivision, partition, condominium, or cemetery plats. Records include map and
			 accompanying survey narrative, property description, declaration by owner,
			 dedication of streets to public use, and approval by public bodies. Records may
			 also include plat and partition checking files which include subdivision
			 guarantees, closure sheets, fee checks and receipts, findings, and decisions.
			 Records may also include post monumentation records including deposits,
			 requests for release of funds and interior corner monumentation documents. The
			 plats are produced by registered professional land surveyors. The original is
			 filed with the County Clerk and generally a true and exact copy is filed with
			 the County Surveyor. (Minimum retention:
(a)
			 Final Accepted Plats Permanent
(b)
			 All other plat records: 3 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0210 - Treasurer/Controller

Current through Register Vol. 63, No. 7, July 1, 2024
(1) Bancroft Bond
			 Records: Documents long-term property owner financing of assessments levied for
			 county improvements. May include applications for installment financing,
			 receipts of payment of property assessment, and foreclosure records. (Minimum
			 retention:
(a) Bond Receipts: 2
			 years
(b) All other records: two
			 years after final payment, redemption, sale, or action)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0215 - Vector Control Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Aerial Spray Reports
Reports
			 documenting the acreage sprayed by air, the amount of chemical used to spray,
			 and the cost of air time and materials used. Includes pounds used per acre,
			 date and time, area maps, plane rate, pilot, application cost, total cost,
			 invoice number, and operator. (Minimum retention: 3 years)
(2)
Chemical Inventory Records
Records documenting chemicals stored and used by Vector Control for use in
			 their rodent and mosquito control programs. Records include asset transfer
			 forms, product inventories, chemical use records, acquisition records,
			 correspondence, and related records. (Minimum retention: 3 years (ORS
			 634.146))
(3)
Field Technicians Daily
			 Reports
Records documenting pest breeding sources and daily work
			 performed by the field technician. These reports include copies of topographic
			 maps and other data collected by field technicians (Minimum retention: 3
			 years)
(4)
Field/Operational
			 Data Maps
Maps documenting pest breeding sources, in order to determine
			 locations for field technicians. These maps are updated yearly, and depict all
			 known pest breeding sources within the geographic areas. (Minimum retention: 3
			 years)
(5)
Fish Stocking
			 Permits Records
documenting the distribution of fish to county residents
			 for mosquito larvae control. Permits are required by the State Department of
			 Fish and Wildlife and governed by OAR 635-007-0620. Permits show recipient's
			 name and address, shipping location, number transferred, and authorizing
			 signatures. Also includes an annual list of stocking done. (Minimum retention:
(a) Stocking list: retain 5 years
(b) Other records retain 10 years)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0200 - City Records

Current through Register Vol. 63, No. 7, July 1, 2024
This General Schedule prescribes minimum retention periods for
				public records created and maintained by the cities of Oregon. Retention
				periods apply to the record 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. The asterisks (*) found in this schedule indicate that
				the record may be classified as "vital" or "essential" in the event of a
				disaster..
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 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0205 - Accounting-Bonds

Current through Register Vol. 63, No. 7, July 1, 2024
Accounting documents the financial transactions of the city to
				ensure the integrity, accuracy and control of city funds. Bonds document the
				repayment of funds provided to the city with external funds to finance
				long-term investments, or, in the case of government bonds, to finance current
				expenditures.
(1) Bond Foreclosure
			 Records - Minimum retention: 3 years after final payment, redemption, sale, or
			 action.
(2) Bond Records - Minimum
			 retention: 3 years after final payment.
(3) Bonds Registers and Receipts - Minimum
			 retention: 3 years after annual audit report issued.
Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005 - 192.170 &
				  357.805 - 357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0210 - Accounting-Disbursements

Current through Register Vol. 63, No. 7, July 1, 2024
Accounting documents the financial transactions of the city to
				ensure the integrity, accuracy and control of city funds. Disbursements
				document the payments and transactions of city purchases.
(1) Accounts Payable Records - Minimum
			 retention: 3 years after annual audit report has been completed.
(2) Credit Slips - Minimum retention: 3 years
			 after credit expired or redeemed.
(3) Emergency Management Assistance Expense
			 Records - Minimum retention: 3 years after annual or final expenditure report
			 submitted.
(4) Purchasing Records -
			 Minimum retention: 3 years.
Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005 - 192.170 &
				  357.805 - 357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0215 - Accounting-Financial Reporting

Current through Register Vol. 63, No. 7, July 1, 2024
Accounting documents the financial transactions of the city to
				ensure the integrity, accuracy and control of city funds. Financial Reporting
				is used to communicate the financial activities of the city to its staff,
				leadership and the general public.
(1)
			 Assessment Balance Reports - Minimum retention:
(a) Annual reports or similar cumulative
			 summaries, retain permanently;
(b)
			 All other reports, retain 3 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0220 - Accounting-Grants

Current through Register Vol. 63, No. 7, July 1, 2024
Accounting documents the financial transactions of the city to
				ensure the integrity, accuracy and control of city funds. Grants relate to
				funds received or disbursed by the city for a specific project or
				undertaking.
Grant Records - Minimum retention:
(1) Final reports from significant (as
			 defined by city policy) grants to the city, retain permanently;
(2) Records documenting the purchase and/or
			 disposal of real property, retain 10 years after substantial completion, or 3
			 years after final disposition, or as specified in agreement, whichever is
			 longer;
(3) Other grant records,
			 retain 3 years after annual or final expenditure report submitted and approved
			 or, as specified in agreement, whichever is longer;
(4) Unsuccessful grant applications, retain 1
			 year after rejection or withdrawal.
Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005 - 192.170 &
				  357.805 - 357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0225 - Accounting-Reconciliation

Current through Register Vol. 63, No. 7, July 1, 2024
Accounting - documents the financial transactions of the city
				to ensure the integrity, accuracy and control of city funds. Reconciliation -
				documents the settlement, bankruptcy and lien actions for the city.
(1) Assessment Deferral Records - Minimum
			 retention: 3 years after final payment.
(2) Bankruptcy Notices* Records - Minimum
			 retention: 3 years from discharge of debt.
(3) Lien Records - Minimum retention: 3 years
			 after lien paid in full.
(4) Lien
			 Search Records - Minimum retention: 2 years after date of search.
(5) Utility Service Records - Minimum
			 retention: 3 years.
Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005 - 192.170 &
				  357.805 - 357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0230 - Accounting-Revenue

Current through Register Vol. 63, No. 7, July 1, 2024
Accounting documents the financial transactions of the city to
				ensure the integrity, accuracy and control of city funds. Revenue documents the
				invoicing, cashiering and reconciliation of monies owed to the city.
(1) Accounts Receivable Records* - Minimum
			 retention: 3 years after collected or deemed uncollectible.
(2) Check Conversion Records - Minimum
			 Retention:
(a) Retain original paper
			 instrument 120 days;
(b) Retain
			 Automated Clearing House (ACH) transaction or Image Replacement Document (IRD),
			 6 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0235 - Administrative

Current through Register Vol. 63, No. 7, July 1, 2024
Administrative documents the activities related to the day to
				day operations of the city.
(1) City
			 Awards and Recognitions - Minimum Retention:
(a) Applications and submitted records,
			 retain 5 years;
(b) Notification of
			 Award, retain 10 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0240 - Airport

Current through Register Vol. 63, No. 7, July 1, 2024
Airport documents the activities associated with the operation
				of a municipal airport and may include records detailing the city's compliance
				with Federal Aviation Administration (FAA) requirements.
(1) Airport Certification Records - Minimum
			 retention:
(a) Certification manuals or
			 specifications, retain permanently;
(b) All other records, retain 2 years after
			 expiration.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0245 - Budgeting

Current through Register Vol. 63, No. 7, July 1, 2024
Budgeting documents the development, monitoring and analysis of
				the city's estimated future revenue and expenditures.
(1) Adopted Budget - Minimum retention:
			 Permanent.
(2) Budget Preparation
			 Records - Minimum retention: 2 years.
(3) Financial Impact Analysis Records -
			 Minimum retention: 3 years.
Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005 - 192.170 &
				  357.805 - 357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0250 - Building Records

Current through Register Vol. 63, No. 7, July 1, 2024
Building Records document actions on real property owned or
				used by the city or private interests.
(1) Building Board of Appeals Records -
			 Minimum retention:
(a) Minutes, agendas,
			 resolutions, indexes, and exhibits (not retained permanently elsewhere in city
			 records), retain permanently;
(b)
			 Audio or visual recordings, retain 1 year after minutes prepared and
			 approved;
(c) All other records and
			 exhibits not pertinent to minutes, retain 5 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0255 - Communications and Distributions

Current through Register Vol. 63, No. 7, July 1, 2024
Communications and Distributions document the communication of
				the city's mission and activities to the public, their employees and other
				agencies.
(1) Citizen Awards - Minimum
			 retention: 6 years.
(2)
			 Communications Logs - Minimum retention: 1 year.
(3) Legal Notices - Minimum retention:
(a) One copy of city voters' pamphlet, retain
			 permanently;
(b) All other records,
			 retain 4years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0260 - Compliance

Current through Register Vol. 63, No. 7, July 1, 2024
Compliance documents adherence to established statutes, rules,
				policies and procedures.
(1)
			 Contractor Liability Insurance Verification Records - Minimum retention:
(a) If related to city improvement project,
			 retain 10 years after substantial completion, as defined by ORS
			 12.135(3);
(b) All other records,
			 retain 6 years after expiration.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0265 - Contracts

Current through Register Vol. 63, No. 7, July 1, 2024
Contracts document the solicitation, negotiation and purchasing
				goods and services for cities and employees.
(1) Collective Bargaining - Minimum
			 retention:
(a) Contracts and minutes, retain
			 75 years after contract expires;
(b) Other records, retain 6 years after
			 contract expires.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0270 - Information Management

Current through Register Vol. 63, No. 7, July 1, 2024
Information Management documents the planning, implementation
				and management of technology and information management and telecommunications
				systems.
(1) Computer System Migration
			 Plans - Minimum retention: retain until superseded or obsolete.
(2) Computer System Program Documentation -
			 Minimum retention: retain 1 year after system superseded.
(3) Computer System Wiring Records - Minimum
			 retention: Current plus previous.
(4) Data Management System Records - Minimum
			 retention: Until superseded or obsolete.
(5) Information Service Subscription Records
			 - Minimum retention: 2 years.
(6)
			 Information System Planning and Development Records - Minimum retention:
(a) Implemented systems, retain for the life
			 of the system;
(b) Unimplemented
			 systems, retain 3 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0275 - Legal

Current through Register Vol. 63, No. 7, July 1, 2024
Legal documents the advice and management of the agency's legal
				affairs; including the development, review and interpretations of statutes and
				rules. Legal includes both internal and outside counsel.
(1) Attorney's Civil and Criminal Case Files
			 - Minimum retention: 10 years after case closed, dismissed, or date of last
			 action.
(2) Dispute Resolution
			 Records - Minimum retention: 3 years.
(3) Land Use Board of Appeals (LUBA) Case
			 Files - Minimum retention: 10 years after final decision.
(4) Legal Opinions - Minimum retention:
			 Permanent.
(5) Public Records
			 Disclosure Request Records - Minimum retention: retain 2 years after last
			 action.
(6) Signature Authorization
			 Records* - Minimum retention: 6 years after authorization superseded or
			 expired.
(7) Tort Claim Notices -
			 Minimum retention: 3 years after claim closed.
(8) Victim/Witness Assistance Program Records
			 - Minimum retention: 5 years.
Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005 - 192.170 &
				  357.805 - 357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0280 - Library

Current through Register Vol. 63, No. 7, July 1, 2024
Library documents the operations and management of the city's
				public library.
(1) Accession Records
			 - Minimum retention: Until superseded or obsolete.
(2) Borrower Registration Records - Minimum
			 retention: Until superseded or 1 year after expiration or non-use.
(3) Catalogs - Minimum retention: Until
			 superseded or obsolete.
(4)
			 Circulation Records - Minimum retention: Until superseded or
			 obsolete.
(5) Inter-Library Loan
			 Records - Minimum retention: 6 months after materials returned to owner
			 library.
(6) Master Shelf
			 Lists/Inventories - Minimum retention: Until superseded or obsolete.
(7) Overdue Book Records - Minimum retention:
			 Until materials returned or debts reconciled or deemed uncollectible.
Statutory/Other Authority: ORS 192 & 357
Statutes/Other Implemented: ORS 192.005 - 192.170 &
				  357.805 - 357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0285 - Mayor/Council

Current through Register Vol. 63, No. 7, July 1, 2024
Mayor/Council documents the activities and decisions of the
				city's elected officials.
(1)
			 Appointment Records - Minimum retention:
(a)
			 Mayor or councilor appointments, retain permanently;
(b) Commissioners and other positions, if
			 appointed, retain 6 years after separation;
(c) All other positions, if not appointed,
			 retain 1 year.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0290 - Municipal Court

Current through Register Vol. 63, No. 7, July 1, 2024
Municipal Court documents the operations of the courts as well
				as the proceedings of cases presented before the court.
(1) Appeals Records - Minimum retention:
(a) DUII case records, retain 10 years after
			 case closed, dismissed or date of last action;
(b) All other records, retain 5 years after
			 case closed, dismissed or date of last action.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0295 - Payroll

Current through Register Vol. 63, No. 7, July 1, 2024
Payroll is responsible for the management of accounting
				functions related to employee compensation and benefits as well as, the actual
				compensation of city employees.
(1)
			 Deduction Authorization Records - Minimum retention: 3 years after superseded,
			 terminated, or employee separates.
(2) Deduction Registers - Minimum retention:
			 Registers documenting state and federal taxes, retain 5 years.
(3) Employee Time Records - Minimum
			 retention:
(a) For the retention of records
			 documenting the expenditure of grant funds, see Grant Records;
(b) Other records, retain 4 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0300 - Permitting, Licensing and Certifying

Current through Register Vol. 63, No. 7, July 1, 2024
Permitting, Licensing and Certifying is responsible for the
				application, administration and oversight of permissions granted to or by the
				city.
(1) Building Permit Applications
			 - Minimum retention:
(a) If permit issued,
			 retain 2 years;
(b) If no permit
			 issued, retain 180 days.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0305 - Personnel-Administration

Current through Register Vol. 63, No. 7, July 1, 2024
Personnel provides advice and assistance in the interpretation
				and application of state and federal personnel laws, policies and procedures.
				Personnel is also responsible for the overall management of employees and
				volunteers of the city. Administration is responsible for the oversight of
				employees and the policies used to ensure compliance with state, federal and
				local employment practices.
(1)
			 Affirmative Action Records - Minimum Retention:
(a) Plans, updates and policy statements
			 retain permanently;
(b) All other
			 records retain 3 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0310 - Personnel-Compensation and Classification

Current through Register Vol. 63, No. 7, July 1, 2024
Personnel provides advice and assistance in the interpretation
				and application of state and federal personnel laws, policies and procedures.
				Personnel is also responsible for the overall management of employees and
				volunteers of the city. Compensation and Classification documents the process
				of ensuring that employees are fairly classified and compensated according to
				city, state and federal rules and policies.
(1) Employee Benefits Records - Minimum
			 retention:
(a) Year end leave balance reports
			 and official copy of retirement enrollment records, retain 75 years after date
			 of hire;
(b) All other records
			 retain 3 years after employee separation or eligibility expired.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0315 - Personnel-Medical

Current through Register Vol. 63, No. 7, July 1, 2024
Personnel provides advice and assistance in the interpretation
				and application of state and federal personnel laws, policies and procedures.
				Personnel is also responsible for the overall management of employees and
				volunteers of the city. Medical is responsible for managing all individual
				employees medical records, including those relating to injuries and illnesses
				that may be job related and for monitoring employees' exposure to hazardous
				substances in a confidential and secure manner.
NOTE: These records must be kept physically separate from the
				employee personnel files
(1) Drug
			 Testing Records - Minimum retention:
(a)
			 Positive drug tests retain 5 years;
(b) Negative drug tests retain 1
			 year.