Or. Admin. R. 166-150-0170 - Public Works Records - Engineering
(1)Aerial Photographs Color and
black and white photographs and negatives documenting topographical and
physical features of a particular geographic area. Useful for planning and land
management purposes. Information often includes date, location, frame sequence
numbers, and other descriptive information. (Minimum retention:
Permanent)
(2)Bench Mark
Records Bench marks placed by the agency or the United States Geological
Survey to denote elevations above sea level. Records may include books, maps,
cards, and other documents. Information includes location monument number,
elevation, description, and related data. Usually filed numerically by bench
mark number. (Minimum retention: Permanent)
(3)Bridge Inspection Records
Records related to bridge inspections required by the United States
Department of Transportation 23 CFR 650.305. Inspections
generally are done every two years. Records may include reports prepared in
accordance with federal standards, photographs, correspondence and significant
related documents. May also include bridge inventory records described in
23 CFR
650.311. (Minimum retention: 2 years after
bridge removed from service)
(4)Engineering Project Technical
Records Records related to the planning, design, and construction of
various agency improvement projects, including facilities, structures, and
systems. Examples include those documenting both assessable and non-assessable
improvements such as but not limited to streets, sidewalks, traffic lights,
street lights, bikeways, water lines and wells, water and wastewater treatment
facilities, buildings, and sewers. May be useful for litigation, reference, or
budget planning. Records often include impact statements, feasibility studies,
plans, amendments, policy and procedure manuals, field test and laboratory
reports, inspector reports, change orders, status reports, and related records.
(Minimum retention: 10 years after substantial completion, as defined by ORS
12.135(3))
(5)Maps, Plans,
and Drawings Maps, plans, and drawings created by the agency or
contracted specifically for the agency. These include various types of maps
such as system schematic, as built, topographic, planemetric, orthophoto,
resource, and others. System schematic maps represent locational and other
information about major systems such as water and sewer. Other maps are often
derived from aerial photographs and represent physical features such as
building footprints, edge of pavement, and contours. Series also includes as
built plans, drawings, and details documenting agency engineering and
construction projects. (Minimum retention:
(a) Final versions: Permanent
(b) Working maintenance maps: Until
superseded or obsolete
(c)
Non-agency created maps: Until superseded or obsolete)
(6)Master Plans Records
Documenting the present and projected needs of the agency for water, sewer,
storm drainage, street, bikeway, and other systems. Often includes an
implementation schedule for construction. Records often include plans, reports,
evaluations, cost analyses, drawings, and significant related documents.
Subjects may include rates, inventory evaluations, system rehabilitation or
replacement, distribution of services, and others. (Minimum retention:
Permanent)
(7)Right-of-Way
Permit Records Permits issued for private use or construction on public
right-of-ways such as streets, sidewalks, and adjacent land. Examples of
activities may include house moving, and block parties and other uses.
Information can include owner's name, address, and phone number, contractor's
name, address, and phone number, location and description of activity, permit
conditions, fee amount, date, signatures, and related data. (Minimum retention:
(a) Construction related records: 10 years
after substantial completion (as defined by ORS
12.135(3)) of
project
(b) Retain other records: 2
years after expiration, revocation, or discontinuance of use)
(8)Wetlands Conservation
Planning Records Records documenting the identification, delineation and
management of wetlands on agency property or right-of-ways. May include plans,
amendments, annual reports, consultant reports, and significant related
records. Wetlands conservation plans include descriptions, maps, inventories,
and assessments of wetlands, as well as mitigation plans, policies,
specifications, and monitoring provisions for managing wetlands. See ORS
196.678 for further description.
(Minimum retention: Permanent)
(9)Wetlands Removal and Fill Permits
Records documenting agency application and receipt of permits regulating
the removal or fill of material from wetlands on agency property or
right-of-ways. Permits are issued by the Oregon State Division of Lands for up
to five years before renewal is required. Includes applications, permits, and
significant related records. Applications may include maps, project plans,
spoils disposal plans, public use and need analyses, impact studies, and
related records. Permits may include approvals and any attached conditions.
(Minimum retention: 30 years)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805 - 357.895
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