Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 400 - EDUCATIONAL SERVICE DISTRICTS, SCHOOL DISTRICTS, AND INDIVIDUAL SCHOOL RECORDS › Section 166-400-0010 - Administrative Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Activity and Room Scheduling Records
document scheduling and
					reservations related to public participation and use of various agency
					activities, events, classes and facilities. Includes schedules, logs, lists,
					requests, and similar records. Minimum retention: 1 year.
(2)
Activity Reports, General
Daily, weekly, monthly, or similar reports documenting the activities of
					employees. Useful for compiling annual reports, planning and budgeting,
					monitoring work progress and other purposes. Usually tracks type of activity,
					employees and/or volunteers involved, time spent on activity, work completed,
					and related information in narrative or statistical form. Minimum retention: 2
					years.
(3)
Annual Reports
document the program or primary functional activities and
					accomplishments of the office for the previous year. These are often compiled
					from monthly, quarterly, or other subsidiary activity reports. Usually includes
					statistics, narratives, graphs, diagrams, and similar information. Minimum
					retention: Permanent.
(4)
Association and Organization Membership Records
document the
					membership and participation of the school, district, or ESD in professional
					and educational associations and organizations. Records may include but are not
					limited to meeting announcements and agendas; promotional information; meeting,
					workshop, and conference records; rules and regulations; reports; proposals and
					planning records; surveys and questionnaires; meeting minutes; and related
					documentation and correspondence. This series does not include individual
					faculty or staff membership records unless such membership is paid for by the
					school, district, or ESD. Minimum retention: 3 years after school year in which
					records were created.
(5)
Audit Records, Internal
Records document the examination of the
					agency's fiscal condition, internal control, and compliance policies and
					procedures. Records may also document performance or other financially related
					audits by agency or contracted auditors. Records may include audit reports,
					supporting documentation, comments, and correspondence. Minimum retention: 10
					years.
(6)
Bond Election
					Records
document the process whereby bond measures to finance school
					construction and improvements are approved by the voters. Records may include
					but are not limited to certified copies of election results; county election
					filing forms; precinct and district maps; election tax levy history; type of
					election; proposals; assessor's certification; statistical reports to the
					Oregon Department of Education; and related correspondence and documentation.
					SEE ALSO Bond Records in the Financial Records section. Minimum retention: 5
					years after school year in which bond matures.
(7)
Calendars and Scheduling Records
document planning, scheduling and similar actions related to meetings,
					appointments, trips, visits and other agency activities. Includes calendars,
					appointment books, notes, telephone messages, diaries, and similar records,
					regardless of format. Depending on content, some telephone messages and similar
					records may merit inclusion in related program or project files. This applies
					to records that contain significant information that is not summarized or
					otherwise included in reports or similar documents.
Calendar and
					Scheduling information recorded in a personal day planner or personal
					electronic device may be a public record under ORS Chapter 192.
Minimum retention: 1 year.
(8)
Child Care Facility License Records
document the annual licensing
					of school child care facilities by the Employment Department, Child Care
					Division. Records may include but are not limited to sanitation inspection
					reports; fire safety reports; fire and other emergency drill records; staff
					development and training records; staff criminal history checks; staff
					qualification forms; time sheets, staff first aid cards; staff driving records;
					staff orientation records; official license; Child Care Division inspection
					reports and certification; and related correspondence and documentation.
					Minimum retention: (a) If license expired or renewed: 1 year after expiration
					or renewal (b) If license revoked: 3 years after revoked.
(9)
Committee and Board Meeting
					Records
document the activities, decisions, and proceedings of regularly
					scheduled, special, executive session, or emergency meetings of governing
					bodies and committees of the school, district, or ESD. Governing bodies may
					include boards, advisory councils, commissions, site councils, committees,
					advisory groups, and task forces. Records may include but are not limited to
					meeting minutes, agendas and agenda packets, exhibits, resolutions, staff
					reports, sound recordings, membership lists, meeting books, significant
					correspondence and memorandum, and other supporting documentation. SEE ALSO
					Budget Records in the Financial Records section. Minimum retention: (a) School
					board meeting minutes and agendas: Permanent (b) Exhibits, other minutes, and
					supporting records: 5 years after school year in which records were created (c)
					Sound recordings, if transcribed or abstracted: 1 year after minutes approved.
(10)
Committee and Board
					Member Records
document the election or appointment of school, district,
					or ESD board, budget committee, and other committee members. Records may
					include but are not limited to date of election and installation, length of
					term, zone or district represented, and related biographical information about
					each board or committee member. Minimum retention: 5 years after term expires.
(11)
Conference and Workshop
					Records
document conferences, seminars, workshops, and training
					activities attended or sponsored by school, district, or ESD personnel. Records
					may include but are not limited to agendas, reports, speeches, program records,
					conference or seminar descriptions and schedules, participant lists, fee
					records, planning records, evaluations, registration material, handouts, and
					related correspondence and documentation. Records may also include
					documentation of attendance for certification, continuing education, or
					in-service training requirements. Minimum retention: (a) Significant program
					records - school, district, or ESD sponsored: 5 years after school year in
					which records were created (b) Other records: 2 years after school year in
					which records were created.
(12)
Contracts and Agreements
Records document the negotiation,
					execution, completion, and termination of legal agreements between the school,
					district, or ESD and other parties, including the Oregon Department of
					Education. Records include the official contract or agreement, amendments,
					exhibits, addenda, legal records, contract review records, and related
					correspondence and documentation. Records do not include leases or property
					records. Minimum retention: (a) Contracts or agreements documenting building
					construction, alterations, or repair: 10 years after substantial completion as
					defined by ORS 12.135(3). (b) Other contracts and agreements: 6 years after
					expiration.
(13)
Correspondence:
Records that:
1.
					document communications created or received by an agency AND
2. directly relate to an agency program or
					agency administration AND
3. are
					not otherwise specified in the Educational Service Districts, School Districts
					and Schools General Records Retention Schedule (OAR 166-400) or in educational
					service districts, school districts and schools special schedules or in ORS
					192.170. Records may include but are not limited to letters, memoranda, notes
					and electronic messages that communicate formal approvals, directions for
					action, and information about contracts, purchases, grants, personnel and
					particular projects or programs.
Disposition:
File with the
					associated program or administrative records. Retentions for program records
					are found in state agency special schedules; retentions for administrative
					records are typically found in the State Agency General Records Retention
					Schedule. Communications not meeting the above criteria do not need to be filed
					and may be retained as needed.