Or. Admin. R. 166-150-0005 - Administrative Records
(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.)
(11) Fax Reports: Records document facsimile
transactions of the agency. Reports may also be used for billing purposes.
Information includes date and time fax transmitted or received and
recipient/sender's fax number. (Minimum retention: (a) Retain if used for
billing: 3 years (b) Retain all other reports: 1 year)
(12) Intergovernmental Agreements*:
Agreements entered in-to by the agency with the state, school districts,
service districts, cities, or other governmental units. Often refers to
consolidating departments, jointly providing administrative officers, and
sharing facilities or equipment. Major agreements usually set funding
responsibilities, fee apportionment, duration of agreement, rights to terminate
agreement, and transfers of property, personnel, and employment benefits. Also
includes intergovernmental agreements for common services, equipment,
maintenance, etc. (Minimum retention: (a) Significant and historic agreements:
Permanent (b) Other agreements: 6 years after expiration)
(13) Key and Keycard Records*: Records
document the issuance of keys and keycards to staff to enable access to
buildings and sites. Records may include but are not limited to key
inventories, key issue forms, key replacement records, and key disposal
records. Minimum retention: (a) Retain access and entry logs 3 years (b) Retain
other records 2 years after key is turned in)
(14) Legislative Tracking Records: Series
used to monitor legislation that may have an impact on an agency's current
operations or policies. Records include concept statements, proposals, bill
logs, fiscal/organizational impact analysis papers, copies of bills, testimony
summaries, committee reports, agendas, and correspondence. (Minimum retention:
2 years)
(15) Lobbyist Records:
Records document lobbyist and lobbyist employer activities and are used to
report to these activities to the Oregon Government Ethics Commission. Records
may include but are not limited to expenditure reports, registration
statements, termination records, guidelines, and correspondence. (Minimum
retention: (a) Retain expenditure reports 4 years (b) Retain all other records
5 years after last activity)
(16)
Mailing Lists: Lists compiled to facilitate billing, community outreach, and
other functions of the agency. Information usually includes name of individual
or group, address, name and title of contact person, phone number, comments,
and similar data. (Minimum retention: Until superseded or obsolete)
(17) Meeting Records, Governing Body*:
Records documenting the proceedings of any regularly scheduled, special,
executive session, or emergency meeting of any governing body, as described in
Oregon's Public Meetings Law (ORS 192.610 to 192.710), that is under agency
jurisdiction. These typically consist of boards, commissions, advisory
councils, task forces, and similar groups. Records may include minutes,
agendas, exhibits, resolutions, staff reports, indexes, meeting packets, tape
recordings, and related documentation and correspondence. SEE ALSO Meeting
Records, Staff and Meeting Records, in this section and Board, Commission, and
Committee in the County Court and Commissioners Records section. (Minimum
retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not
retained permanently elsewhere in county records): Permanent (b) Retain
executive session minutes: 10 years (c) Audio or visual recordings: 1 year
after minutes prepared and approved (d) Other records and exhibits not
pertinent to minutes: 5 years)
(18) Meeting Records, Staff: Records
documenting meetings within government which are not subject to Oregon's Public
Meetings Law (ORS 192.610 to 192.710). These routine staff meetings deal with
tasks and actions within existing policies and procedures. Records may include
minutes, notes, reports, and related items. Some records may merit inclusion in
other record series with longer retention periods if the subject matter of the
meeting adds significant information to that series. (Minimum retention: 2
years)
(19) Mitigation Program
Records*: Records document the establishment and maintenance of the agency
mitigation programs, plans, and procedures. Records may include mitigation
plans and strategies, policies, procedures, seismic surveys and structural
upgrade records of agency facilities, project reports, hazard mitigation grant
records, and related documentation, which may include capital improvement
records. SEE ALSO the Emergency Management section. (Minimum retention: (a)
Adopted plans: Permanent (b) Other records: for the life of the structure)
(20) News/Press Releases: Prepared
statements, announcements, news conference transcripts, and similar records
issued to the news media. Subjects include the adoption of new programs,
termination of old programs, policy shifts, changes in the status of elected
officials or senior administrative personnel, and others. Also may include news
releases announcing routine events or actions carried out within the scope of
existing policies. (Minimum retention: (a) Policy and historic news/press
releases: Permanent (b) Routine news/press releases: 2 years)
(21) Notary Public Log Books: Records
documenting notarial transactions completed by a notary public and employed by
a government agency. Agencies may retain logbooks by agreement with the notary
after their separation from employment. Agencies retaining notary
public log books without notary agreements should consult their legal counsel
and/or the Secretary of State, Corporation Division for retention
instruction. (Minimum retention: 7 years after date of commission
expiration)
(22) Organizational
Records: Records documenting the arrangement and administrative structure of an
agency. Includes charts, statements, studies, and similar records. May also
include studies to determine the merit and feasibility of reorganization plans,
as well as other major studies related to the administrative hierarchy.
(Minimum retention: 2 years after superseded)
(23) Passport Transmittal Records: Records
document the processing of passport applications. May include but is not
limited to calendars, copies of transmittals sent to the United States Passport
Office. Information includes daily and weekly totals of passports processed,
applicants' names, amount paid, and departure date. (Minimum retention: 1 year)
(24) Permit and License Records,
Agency-Issued*: Records documenting agency review, background investigations,
recommendations and other actions related to permits and licenses issued for
various activities not specified elsewhere in this general schedule. Permits
may include but are not limited to those for taxi cab drivers, dances, parades,
rocket launching, second hand dealers, alarm system dealers, liquor licenses,
keeping livestock, and solicitors. Usually includes applications, background
investigation reports, permits, licenses, and related records. (If a specific
permitting function is included in another records series under a program or
functional area such as public works or law enforcement in this general
schedule, the retention period specified in that program or functional area
supersedes the retention period listed in this series.) (Minimum retention: (a)
Retain fee permits of license records: 3 years after expiration, revocation, or
denial (b) Retain free permits or license records: 2 years after expiration,
revocation, or denial)
(25)
Planning Records: Series documents long-range plans and the development of an
agency's mission statement and work objectives. Records include strategic
plans, mission statements, preliminary drafts, work notes, and related
correspondence. (Minimum retention: (a) Mission Statements and plans: 20 years
(b) Other records: 5 years)
(26)
Policy and Procedure Guidelines and Manuals*: Written instructions, rules, and
guidelines in manual form documenting current and past authorized agency
policies and procedures. Used for new employee orientation and for ongoing
reference. Also useful in establishing past policies or procedures in liability
cases, personnel disputes, and other instances. Includes manuals documenting
the procedures of departments with higher risk or exposure to liability such as
police, fire, emergency medical services, public works, etc. This series also
includes routine documentation and basic clerical instructional procedures
covering such subjects as formatting letters, data entry, telephone etiquette,
and others. Information often includes policy and procedure numbers, revision
dates, subject identification, narrative description, authorization
information, and effective date. The minimum retention periods refer only to
agency-generated manuals. Manuals from other sources should be retained as
needed or as mandated by a specific regulating body (federal or state agency,
etc.), usually until superseded or obsolete. SEE ALSO Technical Manuals,
Specifications, and Warranties in the Public Works-Operations and Maintenance
section for published technical manuals and related materials. (Minimum
retention: (a) Routine clerical manuals: 2 years after superseded or obsolete
(b) Manuals relating to specific construction and/or engineering projects: 10
years after substantial completion, as defined by ORS 12.135(3) (c) One copy of
all other manuals: Permanent)
(27)
Policy Statements and Directives*: Series documents review, assessment,
development, and authorization of an agency's formal policies and procedures
that have been approved by a governing body. Records may include authorizing
bulletins and advisories, mission and goal statements, manuals, and final
policy statements and directives. Information often includes policy and
procedure numbers, revision dates, subject identification, narrative
description, authorization information, and effective date. SEE ALSO Policy and
Procedure Guidelines and Manuals in this section. (Minimum retention: 20 years
after superseded or obsolete)
(28)
Polygraph Examiners Licensing Records: Documents statutory requirement that
each polygraph examiner shall register with the County Clerk and that the Clerk
shall maintain a list of examiners. Includes name of examiner and business
address. (Minimum retention: 60 years)
(29) Postal Records: Records documenting
transactions with the U.S. Postal Service and private carriers. Includes
postage meter records, receipts for registered and certified mail, insured
mail, special delivery receipts and forms, loss reports, and related items.
(Minimum retention: 3 years)
(30)
Professional Membership Records: Records documenting institutional or
agency-paid individual memberships and activities in professional
organizations. (Minimum retention: 3 years)
(31) Program Accreditation Records: Records
document the evaluation, certification, and accreditation of an agency program
by a nationally or regionally recognized accrediting organization AND are not
otherwise specified in this general records retention schedule (OAR 166
division 150). Records may include but are not limited to self-evaluation
reports; reports sent to accrediting organization; statistical data; evaluation
reports; final accreditation reports and certifications; and related
documentation and correspondence. Some records in this series may have historic
value. SEE ALSO Professional Membership Records in this section. (Minimum
retention: Retain current and one previous accreditation cycle, destroy)
(32) Public Notice Records*:
Records documenting compliance with laws requiring public notice of government
activities. Subjects include assessments, elections, land use changes, public
meetings and hearings, sale of property, and others. Records include public or
legal notices, certificates, affidavits of publication, and similar documents.
SEE ALSO Competitive Bid Records in the Financial section for public notices
related to bid openings and awards. (Minimum retention: 3 years)
(33) Publications: Published records produced
by or for the agency or any of its departments or programs and made available
to the public. Includes newsletters, pamphlets, brochures, leaflets, reports,
studies, proposals, and similar published records. Does not include
publications received from federal, state, private, or other sources - these
publications and extra copies of agency-produced publications should be
retained as needed. (Minimum retention: (a) Policy and historic publications:
Permanent (b) All others: Until superseded or obsolete)
(34) Reports and Studies: Records document
special reports or studies conducted on non-fiscal aspects of an agency's
programs, services, or projects, compiled by agency personnel, or by
consultants under contract that are not noted elsewhere in this schedule.
Includes final report distributed either internally or to other entities and
the work papers used to compile the report or study. (Minimum retention: 5
years)
(35) Requests and
Complaints: Records documenting complaints or requests concerning a variety of
agency responsibilities not specified elsewhere in this general schedule.
Information often includes name, phone number, and address of person making
request or complaint, narration of request or complaint, name of person
responding to request or complaint, dates of related activities, and other
data. (If a specific request or complaint is listed in another records series
under a functional area such as law enforcement in this general schedule, the
retention period specified in that functional area supersedes the retention
period listed in this series.) (Minimum retention: 2 years after last action)
(36) Resolutions*: Formal
statements of decisions or expressions of opinions adopted by the agency.
Information includes date, number, and text. SEE ALSO Meeting Records,
Governing Body in the County Court and County Commissioners Records section.
(Minimum retention: Permanent)
(37) Routing and Job Control Records: Records
used to control the routine flow of documents and other items and actions in
and between offices in the agency. Includes routing slips, job control records,
status cards, receipts for records charged-out, batch slips, and similar
records. (Minimum retention: 1 year)
(38) Security Records*: Series documents
security provided for agency buildings and grounds. Records include
surveillance records, security logs, sign-in sheets, security reports, incident
reports, and related records. SEE ALSO Fire and Security Alarm System Records
in the Fire and Emergency Medical Services section; Computer System Security
Records in the Information and Records Management section; or Alarm Records and
Surveillance Tapes in the Law Enforcement section. (Minimum retention: 2 years)
(39) Seminar and Conference
Records, Agency-Sponsored: Records documenting the design and implementation of
agency sponsored seminars, conferences, workshops, conventions, and similar
gatherings. Often includes class descriptions, instructional materials, course
outlines, enrollment and attendance records, reports, speeches, planning
documentation, and related records. For records documenting registration
billings and related fiscal actions, see the Financial Records section.
(Minimum retention: (a) Significant program records: 5 years (b) Class
enrollment and attendance records: 2 years (c) Other records: 1 year)
(40) Seminar and Conference
Records, Non-Agency Sponsored: Records documenting activities of seminars,
conferences, workshops, conventions, and similar gatherings not sponsored by
the agency but attended by agency officials or personnel. May include staff
reports, instructional materials, recommendations, related correspondence and
memoranda, and similar records. (Minimum retention: 2 years)
(41) Special District Charters*:
Constitution, bylaws, and all amendments to agency charters approved by voters
or the State Legislature. Generally includes original charter, amendments, and
related significant records. (Minimum retention: Permanent)
(42) Special District Codes*: Codified
ordinances passed by a special district. Provides reference to all laws for
both information and enforcement. Information may include ordinance numbers,
amending ordinance numbers, code numbers, and text. (Minimum retention:
Permanent)
(43) Special District
Ordinances*: Legislative action of a special district to regulate, require,
prohibit, govern, control, or supervise any activity, business, conduct, or
condition authorized by Oregon Revised Statutes. Ordinances typically include a
title, preamble, ordaining clause, subject clause, penalty for violation (when
applicable), effective date, authorizing signature and seal. May also include
indexes calendars, and documentation presented to support action. (Minimum
retention: Permanent)
(44) Special
Event and Celebration Records: Records documenting agency-sponsored
celebrations of special and historic occasions such as centennials, pioneer
days, and similar events. Provides a record of planning and promotional
efforts, public attendance and response, major speeches and dedications, and
other significant aspects of the celebration. These significant records may
include studies, publications, photographs, attendance summaries, final
reports, and other significant documents. This series also includes routine
documentation related to implementing the promotion and organization of the
event. These often include lists, rosters, correspondence, memoranda, volunteer
information, and related records. Records may also include scrapbooks, but does
not include news clippings. News clippings are not public records and may be
discarded. (Minimum retention: (a) Records documenting significant aspects of
the event: Permanent (b) Other records: 2 years after event)
(45) Surveys, Polls, and Questionnaires:
Records documenting the measurement of public opinion by or for the agency
related to various issues, actions, and concerns. May include surveys, polls,
questionnaires, summaries, abstracts and significant related records. Examples
of summaries include studies which incorporate the significant results of
public opinion surveys, abstracts of questionnaires designed to determine the
skills and interests of citizens volunteering for agency service, and other
records which distill survey data into summary form. (Minimum retention: (a)
Summary reports and abstracts: 3 years (b) Other records: Until summary report
is completed or 3 years, whichever is sooner)
(46) Visitor Logs: Records document visitors
to county buildings. Records name include visitors' names, visitor badges
issued, and entrance and exit times. (Minimum retention: 1 year)
(47) Work Orders: Records documenting
requests and authorizations, according to existing contracts or agreements, for
needed services and repairs to agency property and equipment. May include copy
center work orders, printing orders, telephone service and installation
requests, repair authorizations, and similar records. (Minimum retention: (a)
Retain work completed by county personnel: 1 year (b) Retain work completed by
outside vendors: 3 years)
(48)
Work Schedules and Assignments: Records documenting the scheduling and
assigning of shifts, tasks, projects, or other work to agency employees. Useful
for budget and personnel planning and review, assessing employee work
performance, and other purposes. May include calendars, schedules, lists,
charts, rosters, and related records. (Minimum retention: 5 years)
(49) Year 2000 (Y2K) Planning Records:
Records document the planning and development of agency Y2K contingency plans.
Records may include but are not limited to meeting minutes, correspondence,
draft plans, work notes, plan test results, and final plan. Information
includes type of systems vulnerable to Y2K, level of priority, and party
responsible for system solution or troubleshooting. (Minimum retention:
Destroy)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805-357.895
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