Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0005 - Administrative Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1) Activity and
					Room Scheduling Records: Records documenting 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) Advertising and Promotion Records
					(Non-State Fair): Series is used to prepare and produce promotional materials,
					and to document promotions, advertising campaigns, marketing initiatives and
					public relations efforts. Records may include event programs and schedules,
					passes, newsletters, news clippings, paste-ups, drawings, copies of ads,
					photographs, slides, videotapes, sound recordings, story scripts, posters,
					brochures, flyers, and correspondence. (Minimum retention: 2 years)
(4) Annual Reports: Reports documenting 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)
(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)
					Calendars and Scheduling Records: Records document planning, scheduling, and
					similar actions related to meetings, appointments, trips, visits and other
					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)
(7) Citizen Awards: Awards presented by the
					agency to honor volunteers for civic contributions. May include award
					nominations, award certificates, presentation or ceremony records and
					photographs, lists of past recipients, and related records. Some records in
					this series may have historic value. For appraisal assistance contact the
					Oregon State Archives. (Minimum retention: 6 years)
(8) Communication Logs: Logs document
					communications made or received through a variety of electronic devices,
					including but not limited to telephone, smart phone, facsimile (fax), radio,
					computer-aided dispatch, pager, and teletype, AND are not otherwise specified
					in this general records retention schedule (OAR 166 Division 150). Logged
					information may include time, date and disposition of communication, name of
					caller, number called or received, and action taken. SEE ALSO Correspondence in
					this section. (Minimum retention: 1 year)
(9) Contracts, Leases, and Agreements*:
					Documents the duly executed and binding contractual agreements between the
					agency and other parties. May include contracts, exhibits, bid documents,
					change orders, proposals, and significant related correspondence. Types of
					contracts include purchase of equipment and supplies, interagency, personal
					service, capital construction (documenting building construction, alterations,
					or repair), grant funding, and others. Information in contracts usually
					includes contract number, certificate of required insurance, dates, terms,
					parties involved, period covered, and signatures. (Minimum retention: (a)
					Construction contract records: 10 years after substantial completion, as
					defined by ORS 12.135(3) (b) Collective bargaining con-tract records: Permanent
					(c) Other contracts, leases and agreements: 6 years after expiration)
Caution: Agencies who enter into contracts with the federal government
					must ensure that their contracts and agreements meet federal requirements
					specified in the Code of Federal Regulations
.
(10) 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 County
					and Special District General Records Retention Schedule (OAR 166-150) 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 county and special district records
					are found in the County and Special District General Records Retention
					Schedule. Communications not meeting the above criteria do not need to be filed
					and may be retained as needed.)