Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0040 - Facilities Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the facilities 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)
Building and Grounds
			 Repair, Remodeling, and Construction Records
: Records document the
			 condition, upkeep, and routine maintenance of college buildings and grounds and
			 the planning, administration, and implementation of current and potential
			 capital construction projects on campus. It also documents remodeling and
			 construction projects. Also used to forecast needs for projects and as a
			 reference to projects completed. Records may include but are not limited to
			 floor plans; specifications, layouts; sketches; maintenance agreements; work
			 logs; fire marshal's compliance and other building inspection reports; permits
			 project descriptions and requirements; plan reviews; project schedules; and
			 related documentation and correspondence. Series may also include records of
			 remodeling or construction due to American Disability Act (ADA) requirements.
			 (Minimum retention: Contracts or agreements documenting building construction,
			 alterations, or repair: 10 years after substantial completion (ORS
			 12.080 and
			 12.135); Other records: for the
			 life of the structure).
(2)
Facilities Inventory Records
:
			 Records document the value of lands and buildings owned by the college and of
			 the changes in utilization of space due to remodeling, minor reallocation, and
			 new construction. Records may include but are not limited to inventories which
			 list each campus building and parcel of real estate; the date acquired;
			 property description; utilization of building space records; operating and
			 maintenance cost records; inventory and other working documents which include
			 the building name, room number and condition, type of space, and square
			 footage; and related documentation and correspondence. Records include the
			 records of buildings and lands on the main as well as branch or outreach
			 campuses. (Minimum retention: Until superseded).
(3)
Prevailing Wage Reports
			 Records
: Records document the prevailing wage rate schedule for workers
			 on college construction projects. Records contain the certified payroll records
			 of construction companies engaged in college projects. This information on
			 prevailing wages is supplied to unions and other interested parties. Records
			 may also contain annual planned project list and other documentation furnished
			 by the Bureau of Labor and Industry. (Minimum retention: five years after
			 completion of project).
(4)
Swimming Pool Operation and
			 Maintenance Records
: Records document the operation and maintenance of
			 college swimming pools. The records include water quality tests; records of
			 filling, emptying and cleaning; operating and safety equipment repair and
			 maintenance; and equipment warranties. (Minimum retention: Equipment records:
			 for life of structure; Maintenance records: five years).
(5)
Utility Systems and Equipment
			 Operation Manuals and Maintenance Records
: Records document the
			 operations and maintenance of college utilities equipment. Records may include
			 but are not limited to permits; equipment operations logs; mechanical readings
			 charts; equipment maintenance histories; and correspondence. (Minimum
			 retention: Until equipment no longer in service).
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895