Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0105 - Risk Management Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the risk management
				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)
Accident, Injuries
			 and Incident Records
: Records document the reporting and investigation
			 of campus related accidents that result in injury to persons or their property.
			 This record series may include accidents or incidents which involve hazardous
			 chemical exposure; first aid reports; blood contaminations; body fluid spills;
			 and other types of accidents. Records may include but are not limited to report
			 of accident forms; complaints; investigation reports; insurance appraisals and
			 estimates; photographs; and related documentation and correspondence and other
			 campus incidents reports. Records document the reporting of accidents, criminal
			 incidents, and other activities of the campus police or public safety office.
			 Types of incidents may include vehicle accidents; fire alarm and fire drills,
			 field interrogations; bookstore shoplifting incidents; telephone complaints and
			 fraud; criminal incidents; motorist and public assistance requests; escort
			 requests; suspicious behavior; requests to lock/unlock; and other security
			 related activities. Records include but are not limited to incident reports
			 which contain names, dates, course numbers, dollar values, locations,
			 descriptions of incident, and personnel tallying report; copies of reports
			 filed by Oregon State Police, the sheriff's department, or other local lay
			 enforcement agencies; notes and memos; vehicle accident reports; death reports;
			 accident claims; damage liability, or loss of property reports; and
			 correspondence. Records may be transferred or referred to Risk Management.
			 (Minimum retention: five years).
(2)
Business Continuity and Recovery
			 Plans
: Records document the development, implementation and updating of
			 the college's plans for operations during and recovery from emergencies or
			 disasters. The records include draft and final plans; and correspondence.
			 (Minimum retention: Final plans: Until superseded; Other records: Until plan
			 adopted).
(3)
Environmental
			 Health and Safety Plans and Procedures
: Records document procedures to
			 follow in the event of emergency such as earthquakes, floods, hazardous
			 materials release, or other disaster. Records may include rules, plans, forms,
			 and procedures which often relate to regulatory compliance according to OSHA
			 standards such as hazardous communication standards, blood borne pathogens, or
			 fork lift driver training. (Minimum retention: Adopted plans: 20 years; Other
			 records if federal funding received: three years after annual or final
			 expenditure report submitted; Other records if no federal funding received: two
			 years).
(4)
Department of
			 Motor Vehicles (DMV) Records
: Records may be used by campus safety and
			 security officers for law enforcement purposes in accordance with ORS
			 341.300, 101.542 and
			 133.005. Information in the
			 reports may include but is not limited to car license plate number; name of
			 registered owner; address of owner; and related data elements. (Minimum
			 retention: one year).
(5)
Hold
			 Harmless/Liability Waivers
: Records document the release of the college
			 from liability relater to various activities involving students, or faculty, or
			 staff. Waivers or hold harmless agreements may concern activities on college
			 sponsored field trips, participation in physical education classes, and other
			 activities. Information included in the waivers usually states that the
			 participant assumes personal responsibility and holds the college blameless for
			 any accident or injury; informs the student or participant of college
			 insurance; describes the activity; and contains signatures and related
			 information. (Minimum retention: six years after expiration).
(6)
Insurance Claims
: Records
			 document requests for payment of personal or property claims filed by students,
			 faculty, staff, or visitors to the college campus. Records may include but are
			 not limited to copies of incident or accident report from the Public Safety
			 department; narrative description of incident, accident, or injury; invoices;
			 correspondence, and related documentation. SEE ALSO: Accidents, Injuries, and
			 Incident Reports in this section. (Minimum retention: Property claims: five
			 years after all claims settled or closed; Personal claims: 10 years after all
			 claims settled or closed).
(7)
Insurance Policies
: Records
			 document the terms and conditions of insurance policies between the college and
			 insurers. Types of insurance may include but are not limited to general
			 liability, volunteer, property, computer equipment, automobile, professional
			 child care, and workers compensation. Records may include but are not limited
			 to insurance application forms which state information about college employees,
			 building, and property needed to purchase insurance; and related correspondence
			 and documentation. (Minimum retention: 10 years after policy
			 expired).
(8)
Key Issuance
			 Records
: Records document key assignments and deposits (if applicable)
			 for college faculty, staff, students, and others using college facilities.
			 Series also documents administration of the automatic access card system.
			 Records may include but are not limited to key or access card issue approval
			 forms; return forms; key and card inventories; paid receipts; refund forms; key
			 and card logs; and related documentation and correspondence. (Minimum
			 retention: one year after key returned).
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895