Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 400 - EDUCATIONAL SERVICE DISTRICTS, SCHOOL DISTRICTS, AND INDIVIDUAL SCHOOL RECORDS › Section 166-400-0020 - Property and Equipment Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Architectural Drawings, Blueprints, and Maps Records
document a
					detailed graphic record of the land and buildings of a school, district, or
					ESD. The records are a primary source tool for improvement and maintenance
					projects on existing buildings and/or land, including athletic fields, and for
					new construction. Records may include but are not limited to drawings; maps;
					photographs; architectural blueprints; sketches; preliminary planning drawings;
					as-built drawings and blueprints; surveys; drawings reflecting changes to
					original plans; soil testing maps; and any other type of graphic representation
					and related documentation produced relating to buildings, systems, and land.
					Minimum retention: Life of the structure.
(2)
Asbestos Management Records
Records document the identification and proper handling of asbestos material
					within school, district, or ESD buildings. Records may include but are not
					limited to federal inspection reports and management plans required by the
					Environmental Protection Agency, contact reports, laboratory test results, work
					orders, project checklists, work precautions, site schematics, and related
					documentation. The management plan may contain response actions, operations and
					maintenance, and periodic surveillance plans. SEE ALSO Hazardous Materials
					Management Records in this section. Minimum retention: (a) Retain management
					plan: 3 years after superseded or obsolete (b) Retain records of measurements
					taken to monitor employee exposure to asbestos: 30 years after employee
					separation per  29 CFR 1910.1020(c)  Retain all other records: 5 years after
					building or property disposed of
(3)
Building and Grounds Repair,
					Remodeling, and Construction Records
Records document the condition,
					repair, and routine maintenance of school, district, or ESD buildings and
					grounds. Records also document remodeling, improvement, and non-capital
					construction projects. Records may include but are not limited to floor plans;
					specifications; layouts; building inspection reports; building permits;
					maintenance agreements; work logs; and related correspondence and
					documentation. Records may also include records of remodeling or construction
					due to American Disabilities (ADA) Act requirements. Minimum retention: (a)
					Retain floor plans, layouts, specifications, final inspection reports, permits
					for completed structures: Life of the structure (b) Retain other permits: 2
					years after revoked or expired (c) Retain contracts and agreements documenting
					building construction, alterations, or repair: 10 years after substantial
					completion (d) Retain all other records: 4 years
(4)
Capital Construction Project
					Records
Records document the planning, administration, and
					implementation of current and potential capital construction projects by
					schools, districts, or ESDs; to project needs for projects; and as a reference
					to projects once they have been completed. Records may include but are not
					limited to project descriptions and requirements; plans and plan reviews;
					project schedules; contract change orders; bid documentation; building permits;
					contracts and agreements with architects, engineers, consultants, vendors, and
					contractors; materials and soils reports; progress reports; insurance reports;
					payment schedules; summary reports; certificates of occupancy; memos; final
					acceptance statements; and related correspondence and documentation. Minimum
					retention: (a) Retain contracts and agreements documenting building
					construction, alterations, or repair: 10 years after expiration as defined by
					ORS 12.135(3). (b) Retain all other records: Life of the structure
(5)
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
(6)
Equipment Loan Records
Records document the loan of district owned
					equipment to students. Equipment may include but is not limited to musical
					instruments and athletic equipment. Records may include loan agreements,
					parental consent forms, approval forms, return forms, logs, overdue records,
					and related documentation and correspondence. SEE ALSO Audio-Visual Materials
					and Equipment Loan Records in the Library and Media Records section. Minimum
					retention: (a) Retain overdue records: Until equipment is returned or debts
					reconciled or deemed uncollectible (b) Retain all other records: 2 years after
					school year in which equipment is returned. (c) Retain loan agreements: 6 years
(7)
Equipment Records
Records document equipment owned by the school, district, or ESD and provides
					support documentation for warranty, operation, maintenance, service, and
					repair. Records may include but are not limited to shipping or packing slips;
					vendor information; operating manuals; warranties and guarantees;
					specifications; serial numbers; maintenance agreements or contracts; lease
					agreements; service reports; maintenance records; damaged/stolen property
					records; and related correspondence and documentation. SEE ALSO Vehicle
					Maintenance Records in the Transportation Records section. Minimum retention: 2
					years after disposal of equipment
(8)
Facility Use Records
Records document the application for and use of school, district, or ESD
					facilities by outside individuals or organizations. Records may include but are
					not limited to the application and contract for using facilities. Information
					may include name of individual or organization requesting occupancy, type of
					activity, dates and hours of projected use, facility name and location, use
					permits, conditions of use, acknowledgment of responsibility for damage or
					liability resulting from occupancy, insurance documentation, fees and charges,
					request approval, correspondence, and support documentation. Minimum retention:
					(a) Retain approved application records: 3 years after school year in which
					records were created (b) Retain denied applications: 1 year after school year
					in which records were created
(9)
Hazardous Materials Management Records
Records document the chain
					of custody of hazardous materials within a school, district, or ESD and relate
					to the identification, location, safe handling, storage, transportation, and
					disposal of hazardous waste materials including PCBs, laboratory chemicals,
					cleaning solvents, and pesticides. Records may include but are not limited to
					Environmental Protection Agency/Department of Environmental Quality monitoring
					forms, Department of Transportation Hazardous Waste Manifest forms, material
					safety data sheets, invoices, work orders, purchase orders, and other working
					papers. Records document that use and storage of hazardous materials and
					hazardous waste management has been performed in accordance with state and
					federal regulations. SEE ALSO Asbestos Management Records in this section.
					Minimum retention: (a) Retain material safety data sheets: Until superseded or
					obsolete (b) Retain all other records: 6 years after school year in which
					records were created.
(10)
Inventory Records
Records document the expendable and
					non-expendable property, supplies, equipment, and other items owned by the
					school, district, and ESD. Examples include but are not limited to buildings,
					real estate, vehicles, equipment, furniture, and supplies. Records may include
					but are not limited to description, purchase information, value, purchase
					price, replacement cost, depreciation, quantity, location, date of acquisition,
					shipping records, and related correspondence and documentation. SEE ALSO
					Library and Media Inventory Records in the Library and Media Records section.
					Minimum retention: 2 years after superseded or obsolete.
(11)
Property Disposition
					Records
Records document the disposition of non-real property and
					equipment owned by the school, district, or ESD. Disposition is usually through
					public auction, competitive bidding, or destruction. Records may include but
					are not limited to description of property, expendable property inventory
					listings, disposition, disposition requests and notices, equipment transfer
					records, reason for disposition, condition, authorization, and related
					correspondence and documentation. Minimum retention: 3 years after disposition
					of property.
(12)
Property
					Records
Records document the purchase, ownership, and sale of land or
					buildings by the school, district, or ESD. Records may include but are not
					limited to titles and deeds; title search records; property descriptions; title
					insurance policies and forms; easements; right of ways; appraisals; records of
					sale; and related documentation and correspondence. SEE ALSO Facility and
					Equipment Records section and Lease Records in the Financial Records section.
					Minimum retention: 3 years after property is no longer owned by agency.
(13)
Underground Storage
					Tank Management Records
Records document the description, location,
					operation, testing, maintenance, and final disposition of underground storage
					tanks owned by schools, districts, or ESDs. Records may include documentation
					of corrective procedures undertaken in the event of spills, leaks, or
					corrosion. Minimum retention: 25 years after removal
(14)
Utilities Systems Operating And
					Maintenance Records
Records document the operations and maintenance of
					school, district, or ESD utility systems. Records may include but are not
					limited to equipment operations logs, mechanical readings charts, permits,
					equipment maintenance histories, and related correspondence and documentation.
					Minimum retention: (a) Retain permits: 5 years (b) Retain all other records:
					Until equipment is no longer in service.
(15)
Work Orders Records
document requests and authorizations for services and/or repairs to school,
					district, or ESD property and equipment. Records may include but are not
					limited to repair requests and authorizations, material lists, work order
					schedules, copy center work orders, printing orders, telephone service orders,
					and related correspondence. Information includes location and type of work,
					priority rating, approval signatures and dates, and time and cost estimates.
					Minimum retention: 3 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