reglab/statecodes huggingface dataset:
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0320 - Planning and Development

Current through Register Vol. 63, No. 7, July 1, 2024
Planning and Development documents the city's objectives and
				the means for obtaining them.
(1)
			 Comprehensive Plan Records - Minimum retention: Permanent.
(2) Conditional Use Records - Minimum
			 retention: 10 years after expiration, revocation, or discontinuance of
			 use.
(3) Design and Development
			 Review Records - Minimum retention:
(a)
			 Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently
			 elsewhere in city records), retain permanently;
(b) Audio or visual recording, retain 1 year
			 after minutes prepared and approved;
(c) Exhibits not pertinent to minutes, retain
			 5 years;
(d) If no permit issued,
			 retain 180 days;
(e) If permit
			 issued, but structure not started or completed, retain 2 years;
(f) All other records if permit issued and
			 structure completed, retain 2 years after substantial completion [as defined by
			 ORS12.135(3)].
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0325 - Policy

Current through Register Vol. 63, No. 7, July 1, 2024
Policy documents the development of city plans, policies,
				legislation and rules and coordinates communication to staff regarding policy
				efforts and decisions.
(1) Disaster
			 Preparedness Planning and Recovery Records - Minimum retention: Until
			 superseded or obsolete.
(2)
			 Emergency Operations and Management Plans - Minimum retention:
(a) Adopted plans, retain until superseded or
			 obsolete;
(b) All other records,
			 retain 3 years after annual or final expenditure report submitted.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0330 - Professional Development

Current through Register Vol. 63, No. 7, July 1, 2024
Professional Development is responsible for providing or
				sponsoring training and training opportunities for city employees, employees of
				other agencies and the general public.
(1) Class Enrollment and Attendance Records -
			 Minimum retention: 2 years.
(2)
			 Employee Training Program Records - Minimum retention:
(a) Significant program records, retain 5
			 years;
(b) All other records,
			 retain 2 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0335 - Property Management-Hazardous Materials

Current through Register Vol. 63, No. 7, July 1, 2024
Property Management is responsible for the inventory, general
				maintenance and disposition of agency properties. Hazardous Materials document
				the monitoring and reporting on the uses of hazardous substances and
				applications on city owned or leased property.
(1) Chemical Application Records - Minimum
			 retention: 3 years after application.
(2) Grass and Weed Control Records - Minimum
			 retention: 3 years after last action or final payment.
(3) Hazard Analysis Records - Minimum
			 retention: Until superseded or obsolete.
(4) Hazard Shelter Records - Minimum
			 retention: Until superseded or obsolete.
(5) Hazardous Material Emergency Incident
			 Records - Minimum retention: Permanent.
(6) Hazardous Substance Employer Survey
			 Summaries - Minimum retention: 3 years after superseded or obsolete.
(7) Regulated Substances Storage and Use
			 Records - Minimum retention:
(a) Records
			 related to underground storage tanks, retain 25 years after tank
			 removed;
(b) Records related to
			 above ground storage tanks, retain 5 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0340 - Property Management-Inventory

Current through Register Vol. 63, No. 7, July 1, 2024
Property Management is responsible for the inventory, general
				maintenance and disposition of agency properties. Inventory is the process of
				documenting and tracking actual property owned by the city.
(1) Capitalized Assets Inventory Records* -
			 Minimum retention: retain 3 years after disposal or replacement of
			 asset.
(2) Cemetery Records* -
			 Minimum retention: Permanent.
(3)
			 Expendable Property Records - Minimum retention: retain 3 years or until
			 superseded, whichever is longer.
(4) Historic Structures Inventory Records -
			 Minimum retention: Until superseded or obsolete.
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 166-200-0345 - Property Management-Maintenance and Disposition

Current through Register Vol. 63, No. 7, July 1, 2024
Property Management is responsible for the inventory, general
				maintenance and disposition of agency properties. Maintenance and Disposition
				documents the maintenance and disposition of equipment and property owned by
				the city.
(1) Backflow Prevention
			 Device Test Records - Minimum retention: 10 years.
(2) Bridge and Culvert Maintenance and Repair
			 Records - Minimum retention:
(a) Records with
			 engineering stamps documenting structural maintenance or repairs, retain 2
			 years after bridge or culvert permanently removed from service;
(b) All other records, retain 2
			 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0350 - Public Safety

Current through Register Vol. 63, No. 7, July 1, 2024
Public Safety documents the responsibilities for law and code
				enforcement, fire services, emergency management and jail services. For policy
				related records see Policy (OAR 166-200-0325)
(1) 9-1-1 Data Management System Records -
			 Minimum retention: Until superseded or obsolete.
(2) 9-1-1Operational Logs - Minimum
			 retention: 1 year.
(3) 9-1-1 System
			 Error/Malfunction Records - Minimum retention: 2 years.
(4) Alarm Records - Minimum retention:
(a) Alarm licensing and permit records,
			 retain 3 years after expiration;
(b) All other records, retain 2
			 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0355 - Public Works-Engineering

Current through Register Vol. 63, No. 7, July 1, 2024
Public Works is responsible for the management of the city's
				infrastructure. Engineering documents the technical specifications necessary to
				complete certain functions within city government.
(1) Aerial Photographs - Minimum retention:
			 Permanent.
(2) City Benchmark
			 Records - Minimum retention: Permanent.
(3) Engineering Project Technical Records -
			 For appraisal assistance, contact the Oregon State Archives. - Minimum
			 retention:
(a) Records of project cost, retain
			 3 years after disposal or replacement of facility, structure, or
			 system;
(b) All other records,
			 retain 10 years after substantial completion, as defined by ORS
			 12.135(3).
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0360 - Public Works-Operations

Current through Register Vol. 63, No. 7, July 1, 2024
Public Works is responsible for the management of the city's
				infrastructure. Operations document the day to day management of the city's
				infrastructure.
(1) Cross Connection
			 Control Survey Records - Minimum retention: 1 year after disconnection or 10
			 years, whichever is longer.
(2)
			 Discharge Monitoring Records - Minimum retention:
(a) Reports, retain permanently;
(b) All other records, retain 5
			 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0365 - Public Works-Traffic Engineering

Current through Register Vol. 63, No. 7, July 1, 2024
Public Works is responsible for the management of the city's
				infrastructure. Traffic Engineering documents the technical specifications
				necessary to manage the flow of city traffic.
(1) Crosswalk Records - Minimum retention: 2
			 years after superseded or obsolete.
(2) Railroad Crossing Records - Minimum
			 retention: Permanent.
(3) Special
			 Event Traffic Records - Minimum retention: 2 years after event.
(4) Speed Zone Records - Minimum retention: 2
			 years after superseded or obsolete.
(5) Street Banner Records - Minimum
			 retention: 2 years.
(6) Streetlight
			 Request and Survey Records - Minimum retention: 2 years after last
			 action.
(7) Traffic Accident
			 Analysis Records - Minimum retention:
(a)
			 Reports and summaries, retain 10 years;
(b) All other records, retain 5
			 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0370 - Public Works-Wastewater and Water Treatment

Current through Register Vol. 63, No. 7, July 1, 2024
Public Works is responsible for the management of the city's
				infrastructure. Wastewater Treatment documents the management of wastewater and
				water treatment activities to ensure all rules, laws and codes are being
				followed. For operational records, please see Public Works - Operations (OAR
				166-200-0360) and for reports relating to wastewater and water treatment see
				Reporting (OAR166-200-0385)
(1) Annual
			 Inspection Records - Minimum retention:
(a)
			 Reports, retain permanently;
(b)
			 All other records, retain 5 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0375 - Recorder-Elections

Current through Register Vol. 63, No. 7, July 1, 2024
Recorder is responsible for the care and management of all city
				records. Elections documents the administration of city elections and that
				process is conducted in a manner that complies with all state and federal
				elections laws.
(1) Abstract of Votes
			 (Record of Elections) - Minimum retention: Permanent.
(2) Election Filings - Minimum retention: 4
			 years.
(3) Election Preparation
			 Records - Minimum retention: 2 years.
(4) Help America Vote Act Identification
			 Records - Minimum retention: Until verified by county elections
			 official.
(5) Initiative,
			 Referendum, and Recall Records - Minimum retention:
(a) Signature verification records, retain 6
			 years;
(b) Signature sheets
			 including verification, if measure approved, retain 6 years after
			 election;
(c) Signature sheets, if
			 measure not approved, retain 90 days after election or 90 days after deadline
			 for sufficient signatures;
(d)
			 Petitions qualified to ballot, retain permanently;
(e) Petitions not qualified to ballot, retain
			 6 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0380 - Recorder-General

Current through Register Vol. 63, No. 7, July 1, 2024
Recorder is responsible for the care and management of all city
				records. General documents the management and care of the city's public
				records.
(1) Annexation Records -
			 Minimum retention: Permanent.
(2)
			 City Charter - Minimum retention: Permanent.
(3) City Code - Minimum retention:
			 Permanent.
(4) Deeds to City-Owned
			 Land - Minimum retention:
(a) Record of sale
			 or property transfer and legal property description, retain
			 permanently;
(b) All other records,
			 retain until property sold and any applicable audits have been
			 completed.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0385 - Reporting

Current through Register Vol. 63, No. 7, July 1, 2024
Reporting documents the communication to the city council,
				mayor and citizens on activities undertaken by city employees in relation to
				their job.
(1) Activity Reports -
			 Minimum retention: 2 years.
(2)
			 Airport Activity Reports - Minimum retention:
(a) Retain annual reports
			 permanently;
(b) All other reports,
			 retain 2 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0390 - Risk Management-Claims

Current through Register Vol. 63, No. 7, July 1, 2024
Risk Management is responsible for the management of claims,
				insurance, risk factor analysis and development of safety programs for the
				city. Claims document the management and potential payout of liability and
				property claims covered by the city's Insurance Fund.
(1) City Vehicle Accident Records - Minimum
			 retention:
(a) If litigated see Civil Case
			 Files in the Legal section for retention;
(b) If not litigated, retain 3
			 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0395 - Risk Management-Safety

Current through Register Vol. 63, No. 7, July 1, 2024
Risk Management is responsible for the management of claims,
				insurance, risk factor analysis and development of safety programs for the
				city. Safety is responsible for developing city safety programs that are
				designed to educate employees on reducing risks from on the job injuries and
				making the workplace safer for city employees.
(1) Hazard Communications Program Records -
			 Minimum retention: 75 years after superseded or obsolete.
(2) Mitigation Program Records* - Minimum
			 retention:
(a) Adopted plans*, retain
			 permanently;
(b) Other records,
			 retain for the life of the structure.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0400 - Scheduling

Current through Register Vol. 63, No. 7, July 1, 2024
Scheduling documents the process used to assign and track city
				facilities use and employee activities.
(1) Activity and Room Scheduling and
			 Reservation Records - Minimum retention: 1 year.
(2) Work Schedules and Assignments - Minimum
			 retention: 2 years.
(3) Desk
			 Calendars and Notes - Minimum retention: 1 year.
(4) Docket/Trial Calendars - Minimum
			 retention: 90 days.
(5) Daily Work
			 Records - Minimum retention: 1 year.
(6) Routing and Job Control Records - Minimum
			 retention: 1 year.
(7) Work Orders
			 - Minimum retention:
(a) Work completed by
			 city personnel, retain 1 year;
(b)
			 Work completed by outside vendors, retain 3 years.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE › Section 166-200-0405 - Security

Current through Register Vol. 63, No. 7, July 1, 2024
Security documents the management of the agency's facilities,
				employees and visitors to ensure a secure environment.
(1) Airport Security Program Records -
			 Minimum retention:
(a) Program records
			 described in   49 CFR 1542, retain permanently;
(b) All other records, retain 2 years after
			 superseded or obsolete.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 300 - STATE AGENCY GENERAL RECORDS RETENTION SCHEDULES › Section 166-300-0010 - State Agency General Records Retention Schedules

Current through Register Vol. 63, No. 7, July 1, 2024
This General Schedule is applicable to the records of all state
				agencies. They apply to the official copy of all public records, regardless of
				medium or physical format, created or stored by the above specified agencies. A
				state agency shall destroy public records which have met the terms and
				conditions of their scheduled retention period, subject to the prior audit
				requirements of OAR 166-030-0041  and any suspension
				ordered under the provisions of OAR
				166-030-0045. Please note the
				exceptions to this General Schedule listed in OAR
				166-030-0026  before disposing of
				records.
Stat. Auth.: ORS
				  357.895
Stats. Implemented: ORS
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 300 - STATE AGENCY GENERAL RECORDS RETENTION SCHEDULES › Section 166-300-0015 - Administrative Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Administrative Rule Preparation
			 Records
Records document the formulation, development, notice, and
			 filing of an agency's administrative rules. Administrative rules may be
			 developed through the activities and actions of an agency-appointed advisory
			 committee. Records may include but are not limited to committee minutes and
			 agendas, committee roster, draft rules and work notes, correspondence, copies
			 of administrative orders filed with the Secretary of State (Notice of Proposed
			 Rulemaking, Notice of Proposed Rulemaking Hearing, Statement of Need and Fiscal
			 Impact, Statement of Need and Justification, Certificate and Order for Filing
			 Permanent (or Temporary) Administrative Rules), and public comments and
			 testimony. Administrative rule preparation records must be retained according
			 to this schedule regardless of whether the rule has been renumbered, or
			 repealed and re-adopted under a new rule number.
The Secretary of State
			 maintains the statewide record copy of the Oregon Administrative Rules, Oregon
			 Bulletin, and filed administrative orders.
(Retention:
(a) Retain hearing audio or videotapes: until
			 transcribed or summarized, destroy;
(b) Retain all other Administrative Rule
			 records: 10 years after repeal of entire rule, destroy).
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 300 - STATE AGENCY GENERAL RECORDS RETENTION SCHEDULES › Section 166-300-0020 - Facilities/Property Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Asset Inventory Reports
Inventory records documenting the capitalized and expendable assets of the
			 agency. Examples of capitalized assets may include but are not limited to
			 buildings, real estate, infrastructure assets, vehicles, equipment, and
			 furniture. Examples of expendable assets include office supplies and other
			 small, office purchases. Information may include asset number, description,
			 purchase order number, location of asset, date received, purchase price,
			 replacement cost, depreciation, and related data. This record series applies to
			 routine property control inventories. (Retention:
(a) Retain records of capitalized assets: 3
			 years after disposal or replacement of asset, destroy;
(b) Retain records of expendable assets: 3
			 years or until superseded, whichever is longer, destroy).
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 300 - STATE AGENCY GENERAL RECORDS RETENTION SCHEDULES › Section 166-300-0030 - 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 an agency's computer systems
			 and are used to insure compliance with any warranties or service contracts;
			 schedule regular maintenance and diagnose system or component problems;
			 document system backups; and migrate information from the former system to a
			 new system. 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, backup tape
			 inventories, migration plans, and related documentation. (Retention:
(a) Retain records related to system or
			 component repair or service: 1 year after life of system or component, destroy;
(b) Retain records related to
			 regular or essential records backups: 1 year after superseded or obsolete,
			 destroy;
(c) Retain migration
			 plans: until superseded or obsolete, destroy).
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 300 - STATE AGENCY GENERAL RECORDS RETENTION SCHEDULES › Section 166-300-0035 - Payroll Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Deduction Registers
Records
			 document voluntary and/or required deductions from the gross pay of agency
			 employees. Deductions may include federal income and social security taxes,
			 state income tax, workers' compensation, union dues, insurance, deferred
			 compensation, credit union, parking permit, pre-written checks, garnishments,
			 levies, charitable contributions, and others. (Retention:
(a) Retain registers documenting state and
			 federal taxes: 5 years, destroy;
(b) Retain all other deduction registers: 4
			 years, destroy).
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 300 - STATE AGENCY GENERAL RECORDS RETENTION SCHEDULES › Section 166-300-0040 - Personnel Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Affirmative Action Records
Records document agency compliance with the statutes and regulations of the
			 U.S. Equal Employment Opportunity Commission regarding affirmative action.
			 Records include affirmative action plans and/or policies, and their revisions
			 and updates, which are required to be submitted to the Governor's Affirmative
			 Action Office. Records may also include but are not limited to reports,
			 supporting documentation, and correspondence.
The Governor's
			 Affirmative Action Office maintains the statewide record copy of plans and
			 policies.
(Retention:
(a) Retain
			 Affirmative Action plans and policies: 3 years after superseded or obsolete,
			 destroy;
(b) Retain all other
			 Affirmative Action records: 3 years, destroy).
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 300 - STATE AGENCY GENERAL RECORDS RETENTION SCHEDULES › Section 166-300-0045 - Risk Management Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Emergency Response Plans and
			 Procedures
Records document the development, testing, implementation,
			 and updating of agency plans and procedures for operations during and following
			 emergency or disaster. Records may include but are not limited to disaster
			 preparedness and business resumption plans, procedures to follow in response to
			 specific situations, and correspondence. (Retention: Retain until superseded or
			 obsolete, destroy).
(2)
Hazard
			 Exposure Records
Records document an individual employee's exposure to
			 hazardous conditions such as chemicals, toxic substances, blood-borne
			 pathogens, biological agents, bacteria, virus, fungus, radiation, noise, dust,
			 heat, cold, vibration, repetitive motion, or other dangerous work related
			 conditions.
These records are not personnel records and should be
			 maintained in an Employee Medical File
. Records may include but are
			 not limited to hearing test records, radiation measurement records, blood test
			 or other laboratory results, incident reports, first-aid records, X-rays, work
			 station air sampling reports, and correspondence. SEE ALSO Employee Medical
			 Records in the Personnel Records section. (Retention:
(a) Retain noise exposure measurement
			 records: 2 years (29 CFR
			 1910.95), destroy;
(b) Retain audiometric test records: until
			 employee separation (29 CFR
			 1910.95), destroy;
(c) Retain all other hazard exposure records:
			 30 years after employee separation (29 CFR
			 1910.1020), destroy).
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 350 - BOARD AND COMMISSION RECORDS › Section 166-350-0005 - Board and Commission Records - General

Current through Register Vol. 63, No. 7, July 1, 2024
This General Schedule is applicable to the records of state
				boards and commissions. 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
				166-030-0026  before disposing of
				records.
Stat. Auth.: ORS 192 & ORS 357
Stats. Implemented: ORS
				  192.005 - ORS
				  192.170 & ORS
				  357.805 - ORS
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 350 - BOARD AND COMMISSION RECORDS › Section 166-350-0010 - Board and Commission Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Appeal and Review Records
Series documents reviews of decisions made by the board or commission or
			 appeals to the board or commission concerning decisions made by state agencies,
			 local governments, or special districts. Records may include but are not
			 limited to narrative history or description of case; minutes and testimony;
			 exhibits; reports and findings of fact; final orders, opinions, conclusions, or
			 decisions; audio recordings; working papers; hearing schedules and lists of
			 participants; and related correspondence and documentation. (Retention:
(a) Case files: 50 years, destroy;
(b) Working files: Until case is closed,
			 destroy;
(c) Audio recordings: 5
			 years or until transcribed, destroy).
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 400 - EDUCATIONAL SERVICE DISTRICTS, SCHOOL DISTRICTS, AND INDIVIDUAL SCHOOL RECORDS › Section 166-400-0015 - Curriculum and Instruction Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Course
					Descriptions
Records document the list and description of school courses
					offered to students. Information may include course content descriptions;
					number of units' granted; required or elective status; goals, competencies and
					standards for standard and modified diplomas; and other information relative to
					educational plans. Minimum retention: 10 years after school year in which
					records were created
(2)
Curriculum Development
Records Records document the development
					and approval process for staff or faculty to develop or revise program
					curriculum or to update curriculum strategies and instruction. Records may
					include but are not limited to support documentation, reviews, reports,
					approvals, and related correspondence and documentation. Minimum retention: 3
					years after superseded or obsolete.
(3)
Instructional Materials Selection
					and Adoption Records
Records document the selection and adoption of
					textbooks and other instructional materials by schools, districts, and ESDs.
					Records may include but are not limited to adoption authorization records;
					lists of state adopted textbooks including titles of books, authors, and
					publishers; and related documentation. SEE ALSO Supplemental Materials
					Selection and Adoption Records in the Library and Media Records section.
					Minimum retention: 6 years after school year in which records were created.
(4)
Teacher Daily
					Instructional Plans
Records document the instruction of students as
					planned on a daily basis by teachers. Records may include but are not limited
					to instructional plans and related documentation and correspondence. Minimum
					retention: 1 year after school year in which records were created.
(5)
Talented and Gifted Program (TAG)
					Records
Records document district and school efforts to provide TAG
					education programs and opportunities for students identified as Talanted and
					Gifted under state guidelines. The records document district and ESD efforts to
					provide Talented and Gifted Education instruction that challenges high-end
					learners and meets each student's learning needs. Resources and support
					materials for districts, schools, teachers, parents, and students are included.
					SEE ALSO Educational Programs Student Records in Student Education Records
					section for individual participating student records. Minimum retention: 5
					years after school year in which records were created.
Stat. Auth.: ORS 192 & 357, Other Auth. Code of Federal
							Regulations Title 34
Stats. Implemented: ORS 192 &
							357
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 400 - EDUCATIONAL SERVICE DISTRICTS, SCHOOL DISTRICTS, AND INDIVIDUAL SCHOOL RECORDS › Section 166-400-0030 - 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 school, school district, or ESD computer systems and is 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 backup tape inventories, and
					related documentation. Minimum retention: (a) Retain records related to system
					or component repair or service: Life of the system or component (b) Retain
					records related to regular or essential records backups: 1 year after
					superseded or obsolete
(2)
Computer System Program Documentation
Records document the
					addition, modification, or removal of software from a school, school district,
					or ESD computer system.
Records usually fall into six categories:
1. records that document operating systems;
2. records that document the
					in-house creation and modification of application programs;
3. records that document the structure and
					form of data sets;
4. records that
					document the use of commercial software packages;
5. records that document the structure of the
					system; and
6. records that
					document system-to-system communication.
Records may include but are not limited to system overviews,
						operation logs, job listings, operator instruction manuals, system development
						logs, system specifications and changes (including narrative and flow chart
						descriptions), conversion notes, data set logs, data set inventories, data set
						record layouts, hard copies of tables, data dictionaries, data directories,
						programming logs, program specifications and changes, record layouts, user
						views, control program table documentation, program listings, commercial
						software manuals, and related correspondence and documentation. SEE ALSO
						Software Management Records in this section. Minimum retention: (a) Retain
						migration plans: until superseded or obsolete (b) Retain all other records: 1
						year after system superseded or obsolete.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0000 - Community Colleges

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 community colleges. Retention
				periods apply to the official copy of all public records, regardless of medium
				or physical format, created or stored by the above specified agencies. Please
				note the exceptions to this General Schedule listed in OAR
				166-030-0027  before disposing of
				records.
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 450 - COMMUNITY COLLEGES › Section 166-450-0010 - Bookstore Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the bookstore records of
				community colleges. Retention periods apply to the official copy of all public
				records, regardless of medium or physical format, created or stored by the
				above specified agencies. Please note the exceptions to this General Schedule
				listed in OAR 166-030-0027  before disposing of
				records.
(1)
Bookstore Operation
			 Records
: Records document the operation of college bookstores. Records
			 include but are not limited to book order forms; instructor's copy orders;
			 consignments or purchases of books by outreach campuses from the main campus
			 bookstore; transfers of book orders from one outreach campus to another;
			 sponsored student account records; daily cash reconciliation and deposit
			 records; and related documentation. (Minimum retention: two years).
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 450 - COMMUNITY COLLEGES › Section 166-450-0030 - Distance Education/Learning Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the distance
				education/learning records of community colleges. Retention periods apply to
				the official copy of all public records, regardless of medium or physical
				format, created or stored by the above specified agencies. Please note the
				exceptions to this General Schedule listed in OAR
				166-030-0027  before disposing of
				records.
(1)
Distance Education
			 Records
: These records are used to facilitate the production and
			 presentation of courses by mail, television, video tape, computer modem,
			 Ed-net, on-line media, and other electronic means. The tell-courses may be
			 conducted by college instructors or produced, leased, and licensed by others
			 via satellite or other means of transmission or broadcast. The records may
			 include but are not limited to course lists; teachers' lists; marketing
			 records; evaluations and surveys; annual statistical and narrative reports and
			 summaries about enrollment, growth, and trends in distance education; license
			 agreements concerning the acquisition of the material and the services provided
			 by vendors such as wireless cable operators; and correspondence. License
			 agreements contain vendors' terms of use, copyright provisions, and related
			 documentation. (Minimum retention: License agreements: six years after
			 expiration; Other records: five years).
(2)
FCC License Records
: Records
			 document the process of obtaining licenses for television, wireless, radio, and
			 mobile communication frequencies from the Federal Communication Commission
			 (FCC). Records may include but are not limited to applications, correspondence,
			 legal options, license, excess capacity agreements, contract approval records,
			 and related documentation. (Minimum retention: six years after
			 expiration).
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 450 - COMMUNITY COLLEGES › Section 166-450-0035 - Equipment/Supplies/Property Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the
				equipment/supplies/property records of community colleges. Retention periods
				apply to the official copy of all public records, regardless of medium or
				physical format, created or stored by the above specified agencies. Please note
				the exceptions to this General Schedule listed in OAR
				166-030-0027  before disposing of
				records.
(1)
Equipment and
			 Furniture Inventory Records
: Records document the location of
			 college-owned furniture and equipment, and the use and transfer of
			 college-owned property and equipment. Records may include property inventory
			 listings, property disposition requests and notices, equipment transfer
			 memoranda or forms, warranties, and correspondence. (Minimum retention:
			 Inventory listings: Until superseded; Other records: one year).
(2)
Equipment Ownership and Operation
			 Records
: Records provide information on individual pieces of equipment
			 as defined by the state ($5,000) held by the college and may provide support
			 documentation for warranty, operation, maintenance, service, and repair.
			 Records may include but are not limited to shipping manifests or packing slips;
			 vendor information; instructions and operating manuals; warrantees and
			 guarantees; serial numbers of equipment; maintenance agreements or contracts;
			 service call reports; maintenance records; and related documentation and
			 correspondence. (Minimum retention: two years after disposition of
			 property).
(3)
Vehicle
			 Records
: Records document the administration of vehicles such as cars,
			 vans, trucks, trailers, boats, tractors, and farm vehicles for accounting and
			 insurance purposes. Records may include but are not limited to vehicle titles;
			 registrations; vehicle warranties; maintenance agreements; service records and
			 receipts; vehicle inventories containing information regarding description,
			 dollar value, and date of purchase; vehicle usage records; scheduling records;
			 transportation request forms listing the beginning and ending mileage of the
			 vehicle; and related documentation and correspondence. (Minimum retention:
			 Vehicle title: Until vehicle disposed of or transferred to new owner;
			 Registration, warranties, maintenance agreements, and service records: two
			 years after disposition of vehicle; Other records: one year).
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 450 - COMMUNITY COLLEGES › Section 166-450-0045 - Student Financial Aid Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the student financial aid
				records of community colleges. Retention periods apply to the official copy of
				all public records, regardless of medium or physical format, created or stored
				by the above specified agencies. Please note the exceptions to this General
				Schedule listed in OAR
				166-030-0027  before disposing of
				records.
(1)
Federal Title IV,
			 Program Records, Institutional Records
: Records document eligibility to
			 participate and school's administration of Federal Title IV and programs.
			 Records include Institutional Program Participation Agreement; Recertification;
			 Education program eligibility; Accreditation reviews; and reports; State agency
			 reports; Audits and program reviews; Other records, as specified in regulation,
			 that pertain to factors of financial responsibility and standards of
			 administrative capability; and Consortia Agreements between and amongst
			 schools. SEE ALSO: Administrative Records, Accreditation. (Minimum retention:
			 Agreements: six years after expiration; Records pertaining to borrower
			 eligibility: three years after the end of the award year in which the student
			 borrower last attended the institution; Fiscal Operations Report, Application
			 to Participate and supporting documentation: three years after the end of the
			 award year in which the FISAP is submitted; Records involved in any loan,
			 claim, or expenditure questioned by a Title IV, HEA program audit or review,
			 investigation, or other review: until the resolution of that questioned loan,
			 claim, or expenditure; or the end of the retention period applicable to the
			 record, whichever is longer).
(2)
FFELP and Direct Loan
			 Records
: Records relate to Federal Family Education Loan Program (FFELP
			 and Direct Loan Programs including but not limited to: Eligibility (student
			 and/or parent); Application; Disbursement records; Promissory notes; and
			 Student Status Confirmation Reports (SSCR). (Minimum retention:
(a) Records relating to a student or parent
			 borrower's eligibility: three years after the end of the award year in which
			 the student borrower last attended the institution;
(b) Other records relating to the
			 participation in FFEL or Direct Loan Program: three years after the end of the
			 award year in which the records are submitted;
(c) Records involved in any loan, claim, or
			 expenditure questioned by a Title IV, HEA program audit or review,
			 investigation, or other review: until the resolution of that questioned loan,
			 claim, or expenditure; or the end of the retention period applicable to the
			 record, whichever is longer).
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0065 - Institutional Research Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
			 The General Schedule is applicable to the institutional research records of
			 community colleges. Retention periods apply to the official copy of all public
			 records, regardless of medium or physical format, created or stored by the
			 above specified agencies. Please note the exceptions to this General Schedule
			 listed in OAR 166-030-0027  before disposing of records.
(2)
Institutional Research and
			 Reporting Records
: Records document the college's reporting to federal
			 and state agencies such as the US Department of Education, National Center for
			 Education Statistics, State Education Department, Office of Community College
			 Services, and the State Office of Education Policy and Planning. Reports are
			 prepared for such topics as adult education grants; Perkins professional
			 technical grants; student right to know; graduation rates; enrollment, course
			 data; staff data; financial data; and other topics as needed. Also documents
			 research and reporting for internal management information such as
			 outcome/performance measures, public affairs information, general information
			 regarding enrollment and demographics, ad hoc department requests,
			 accreditation, and other topics as needed. Reporting systems include Integrated
			 Post Secondary Education Data System (IPEDS) and Oregon Community College
			 Unified Reporting System (OCCURS). The records include but are not limited to
			 hard copy, electronic, and microfilm draft and final reports; surveys; and
			 correspondence. (Minimum retention: IPEDS reports, OCCURS reports, and other
			 official reports to the Office of Community College Services or U.S. Department
			 of Education: 10 years; Other reports: five years; Preparation material: one
			 year).
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 450 - COMMUNITY COLLEGES › Section 166-450-0070 - Institutional Service Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the institutional service
				records of community colleges. Retention periods apply to the official copy of
				all public records, regardless of medium or physical format, created or stored
				by the above specified agencies. Please note the exceptions to this General
				Schedule listed in OAR
				166-030-0027  before disposing of
				records.
(1)
Mail, Copy, and
			 Print Services Account Records
: Records document the processing and
			 clearing of accounts for mail, copy, and print services. Records may include
			 but are not limited to account summaries of outgoing postage charged to
			 departments; periodic reporting of charges to college accounts for printing and
			 copy services; payment of charges; and related documentation. Records may be
			 referred to the business office for collection and servicing of accounts.
			 (Minimum retention: Copy machine accounts: three years; Other accounts: one
			 year).
(2)
Postal and Shipping
			 Records
: Records document the mailing, shipping, and receipt of items by
			 the U. S. Postal Service, UPS, Federal Express, and other private carriers.
			 Records may include but are not limited to delivery receipts; receipt
			 verification notebooks; incoming and outgoing certified, registered, insured,
			 or express mail records; outgoing and upkeep records; and related
			 documentation. (Minimum retention: three years).
(3)
Work Orders Records
: Records
			 document requests and authorizations for needed services and/or repairs to
			 college property and equipment. Records may include but are not limited to copy
			 center, printing, photography, microfilming requests and work orders; telephone
			 service and installation requests and change orders; maintenance and repair
			 authorizations; and related correspondence and documentation. (Minimum
			 retention: one year).
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 450 - COMMUNITY COLLEGES › Section 166-450-0085 - Payroll Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the payroll records of
				community colleges. Retention periods apply to the official copy of all public
				records, regardless of medium or physical format, created or stored by the
				above specified agencies. Please note the exceptions to this General Schedule
				listed in OAR 166-030-0027  before disposing of
				records.
(1)
Employee Time and
			 Attendance Records
: Records document employee time worked and
			 attendance. Records may include but are not limited to time cards or sheets;
			 monthly summary reports of employee attendance; forms used to record
			 attendance, sick, vacation, overtime, and compensatory time; requests and
			 approval forms for leave; sick leave records; vacation leave records; absence,
			 sick and vacation leave summary reports; overtime authorization or
			 certification; and related documentation and correspondence. Some records may
			 be duplicated in the employee's personnel file. SEE ALSO: Employee Payroll
			 Records this section. (Minimum retention:
(a)
			 Time sheets: three years;
(b)
			 Summary reports: 1 academic year;
(c) Other records: two years after employee
			 separation).
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0095 - Public Safety Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the public safety records
				of community colleges. Retention periods apply to the official copy of all
				public records, regardless of medium or physical format, created or stored by
				the above specified agencies. Please note the exceptions to this General
				Schedule listed in OAR
				166-030-0027  before disposing of
				records.
(1)
Officer
			 Notebooks
: Notes written by officers during the course of a shift that
			 may pertain to contacts, incidents, unusual circumstances, and other subjects.
			 Information may include names, dates, times, vehicles, activities, locations,
			 and related data. (Minimum retention: two years).
(2)
Parking Records
: Records
			 document the issuance of permits and citations for on-campus parking. Records
			 may include but are not limited to citations; appeal petitions; annual permit
			 cards; temporary permits; parking permits reports; and related documentation
			 and correspondence. (Minimum retention: two years).
(3)
Vehicle Pool Inspection
			 Records
: Records document daily safety inspections of college Public
			 Safety owned vehicles. Records include but are not limited to annual motor
			 vehicle inspection reports, and related forms, documentation, and
			 correspondence. SEE ALSO: Vehicle Records in Equipment/Supplies/Property
			 Records section. (Minimum retention: one year).
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895