Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0180 - Public Works Records - Public Utilities

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Utility Account Change
			 Records
Records documenting routine information changes to customer
			 accounts. Includes name, address, and similar change orders for current and
			 final accounts. (Minimum retention: 2 years)
(2)
Utility Application/Disconnect
			 Records
Applications completed by customers requesting water, sewer,
			 power, garbage, or other agency provided services. Information usually includes
			 customer's name, address, and phone number, meter information, date, and
			 approval signatures. (Minimum retention: 3 years)
(3)
Utility Billing Adjustment
			 Records
Records documenting adjustments to customer water, sewer, power,
			 garbage, or other agency provided service billings for debits, credits,
			 refunds, returned checks, and related reasons. Information usually includes
			 customer's name and address, type of adjustment, justification, amount changed,
			 authorizing signatures, and other data. (Minimum retention: 3 years)
(4)
Utility Customer Security Deposit
			 Records
Records documenting customer payment of a security deposit to
			 receive water, sewer, power, garbage, or other services. Information usually
			 includes date, amount of deposit, customer's name, address, and account number,
			 date account closed, refund date, amount of deposit confiscated, reason for
			 confiscation, and related data. (Minimum retention: 3 years after refund or
			 last action)
(5)
Utility
			 Installation and Connection Records
Records documenting the connection
			 of specific properties to water, sewer, power, or similar systems. Does not
			 apply to temporary stoppages or disconnections service. May include
			 applications, permits, and similar records. Information often includes
			 applicant's name and address, permit number, fee charged, service level, type
			 of structure, pipe size, meter size and number, and related data. (Minimum
			 retention: 2 years after physical disconnection)
(6)
Utility Line Location Request
			 Records
Records documenting requests and agency action to locate
			 underground lines in the vicinity of a construction site. Information often
			 includes name of person requesting location; planned and actual date and time
			 of location; notations of water, sewer, storm drains, and other line locations;
			 name and signature of person locating lines; and related data. (Minimum
			 retention: 2 years)
(7)
Utility Meter Installation,
			 Maintenance and Repair Records
Records documenting the installation,
			 maintenance, and repair of agency operated water and power meters. May include
			 logs, summaries, and similar records usually compiled from daily work records
			 on a monthly or quarterly basis. Information often includes address, narrative
			 of work completed, personnel completing work, dates, and related data. (Minimum
			 retention: 5 years)
(8)
Utility Meter Test and Calibration
			 Records
Records documenting the testing and calibration of agency
			 operated water and power meters for accuracy. May include logs, reports, lists,
			 charts, and similar records. Information can include address, test and
			 calibration results, repairs needed, comments, and related data. (Minimum
			 retention: Life of the equipment)
(9)
Utility Service
Bill
			 Remittance Stubs
Bill stubs received with payments for water, sewer,
			 power, garbage, and other agency provided services. These document receipt and
			 posting of customer payments. Information usually includes account number,
			 name, service address, payment received, and receipt date and number. (Minimum
			 retention: 3 years)
(10)
Utility Service Billing Register
			 Records
Documenting transactions on the water, sewer, power, garbage, or
			 other agency provided service account of each customer. Useful for reference to
			 assure accurate customer billings. Information often includes customer's name,
			 service address, meter reading, water or power usage, utility changes,
			 payments, adjustments, prior balance due, current balance due, and related
			 data. (Minimum retention: 3 years)
(11)
Utility Service Meter Books
			 Records
Documenting the readings of customer water or power meters by
			 agency employees for billing purposes. Information usually includes name of
			 meter reader, meter reading, date read, account number, billing code, final
			 reading, reason for turnoff, meter changes, and related data. (Minimum
			 retention: 3 years)
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005-192.170 &
				  357.805 -
				  357.895