Or. Admin. R. 166-150-0185 - Public Works Records - Traffic Engineering and Maintenance Records
(1)Alternative Transportation Committee
Meeting Records Records documenting the proceedings of the board of
committee responsible for making recommendations to the county on alternative
transportation issues, as described in Oregon's Public Meetings Law (ORS
192.610 to
192.710). Alternative modes of
transportation include walking, public transit, and bicycling among others.
Committee may provide input on footpath development as well. Records usually
include minutes, agendas, exhibits, tape recordings, and related items.
Subjects may include design, location, construction maintenance, projected
needs, and development of master plans for alternative transportation mediums.
(Minimum retention:
(a) Retain minutes,
agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere
in county records): Permanently
(b)
Retain audio or visual recordings: 1 year after minutes prepared and approved
(c) Retain other records and
exhibits not pertinent to minutes: 5 years)
(2)Bridge and Culvert Maintenance and
Repair Records Records documenting maintenance and repairs on bridges
and culverts. Includes pedestrian and bicycle bridges. May include summaries,
reports, logs, and related records usually compiled from daily work records on
a monthly or quarterly basis. Information often includes location, narrative of
work completed, materials used, personnel completing work, authorization, dates
of activities, and related data. SEE ALSO Daily Work Records in this section.
(Minimum retention:
(a) Records with
engineering stamps documenting structural maintenance or repairs: 2 years after
bridge or culvert permanently removed from service
(b) Other records: 2 years)
(3)Crosswalk Records
Records documenting the location and use of crosswalks. Useful in determining
the need for and placement of existing and proposed crosswalks. May include
reports, maps, studies, and related records. (Minimum retention: 2 years after
superseded or obsolete)
(4)Railroad Crossing Records
Records documenting agency activities in relation to railroad crossings.
Records may include crossing plans and drawings, Oregon Public Utility
Commission (PUC)/Oregon Dept. of Transportation (ODOT) public hearings records
and rulings, reports and studies, accident records, and related documentation
and correspondence. Records may also include documentation of corrective action
taken in response to PUC/ODOT inspection reports. Oversight responsibility of
railroad and rail safety responsibilities was transferred from the PUC to ODOT
in 1995. (Minimum retention: Permanent)
(5)Speed Zone Records Records
documenting the establishment and review of speed zones. Includes zones set by
the Oregon State Speed Control Board and those established by the agency under
OAR 701-010-0010. Records may include reports, photographs, proposals, orders,
maps, accident summaries, and related documents. Considerations include
pedestrian and bicycle movements, environmental impact, adjacent land use, and
other factors. (Minimum retention: 2 years after superseded or
obsolete)
(6)Street Banner
Records Records documenting proposals for and installations of banners
on streets, often in relation to civic events or celebrations. Records may
include plans, maps, proposals, reports, applications, and other documents.
Applications usually include applicant's name, address, and phone number,
organization name, banner message, display period requested, signature of
official approving permit, and related information. (Minimum retention: 2
years)
(7)Street and Road
Condition Inventory Records Inventory records documenting the condition
of streets, roads, curbs, shoulders, sidewalks, bikeways, alleys, etc. Useful
for reference and planning. Information can include street or road name,
location, year surveyed, constructed, and surfaced, bed and surface type,
surface size, condition, and other data. (Minimum retention: 5 years after
annual audit report issued)
(8)Street Light Inventory
Records Inventory records of all street lights in an area. Information
can include addresses, pole numbers, and map numbers of lights, types of
lights, dates of purchase and installation, notes, and other data. (Minimum
retention: Until superseded or obsolete)
(9)Street Light Maintenance and Repair
Records Records documenting maintenance and repairs on street lights.
May include reports, summaries, and similar records usually compiled from daily
work records on a monthly or quarterly basis. Information often includes
location, narrative of work completed, equipment repaired or replaced, supplies
used, personnel completing work, authorization, dates of activities, and
related data. SEE ALSO Daily Work Records in this section. (Minimum retention:
3 years after annual audit report issued)
(10)Street Light Request and Survey
Records Records documenting requests by citizens for the installation of
street lights, as well as surveys to assess need and feasibility. Often
includes request forms, correspondence, surveys, reports, and related records.
(Minimum retention: 2 years after last action)
(11)Street Maintenance and Repair
Records Records documenting maintenance and repairs of agency-owned
streets and sidewalks. May include reports, summaries, and similar documents
usually compiled from daily work records on a monthly or quarterly basis.
Information often includes location, narrative of work completed, amount of
materials used, personnel involved, authorization, dates of activities, and
related data. SEE ALSO Daily Work Records in this section. (Minimum retention:
(a) Records requiring an engineering stamp:
10 years after substantial completion (as defined by ORS
12.135(3))
(b) Other records: 2
years)
(12)Street
Surface Maintenance Records Records documenting routine and special
street sweeping, cleaning, snow removal, sanding, leaf removal, and similar
work. Often includes reports, summaries and similar records. Information can
include date and time, area covered, broom down time and mileage, traveling
time and mileage, operator's name, equipment used, amount of sand applied,
amount of leaves removed, weather conditions, and related data. (Minimum
retention: 3 years)
(13)Traffic Accident Analysis
Records Records documenting the study of traffic accidents. Useful in
identifying hazardous locations and determining possible corrective action.
Records may include various statistical data on accidents related to fixed
objects, parked automobiles, complicated intersections, bridges, pedestrians,
streets/highways/roads, and other factors. May also include records of
individual accidents documenting site, date, direction, driver's sex and age,
weather, vehicle type, and related information. SEE ALSO Survey Field Records
in the County Surveyor Records section. (Minimum retention:
(a) Reports and summaries: 10 years
(b) Other records: 5
years)
(14)
Traffic Control Equipment Maintenance and Repair Records Records
documenting maintenance and repair of traffic signals and signs in an area. May
include reports, summaries, and similar records. Information often includes
location, narrative of work completed, equipment repaired or replaced, supplies
used, personnel completing work, dates of activities, and related data.
(Minimum retention:
(a) Traffic signals: 3
years after equipment permanently removed from service
(b) Traffic signs: 3 years)
(15)Traffic Control
Equipment Inventory Records Records documenting the location, type, and
use traffic control equipment. Often includes an inventory of all traffic signs
and signal equipment. Also may include information noting the timing intervals
of traffic signals for red, green, yellow, and pedestrian cycles, type of
equipment, date of purchase and installation, location, notes, and other data.
(Minimum retention: 2 years after superseded or obsolete)
(16)Traffic Research and Study
Records Records documenting data gathering and analysis concerning
traffic patterns, speed, direction, and other topics. May include information
on vehicles, bicycles, and pedestrians for a given location and period of time.
Usually includes machine and manual traffic counts, reports, summaries, and
related records. SEE ALSO Engineering Project Technical Records in the Public
Works-Engineering section. (Minimum retention:
(a) Reports and summaries: 10 years
(b) Other records: Until
information is summarized or obsolete)
(17)Transit System Records
Records document transit system routes, stops, stations and crossings in a
particular geographic area, related transit schedules and amenities. Also may
contain records related to agency review and approval or denial of individual
stops or crossings, and service changes proposed by a transit district. Records
may include reports, surveys, decision statements, notifications to affected
individuals and property owners, and related records. SEE ALSO Meeting Records,
Governing Body, and Special District Ordinances in the Administrative Records
section. (Minimum retention:
(a) Stop,
station and crossing review records: 2 years after denied or approved and stop
or crossing removed
(b) Transit
system maps: Until superseded or obsolete)
(18)Truck Route Records Records
documenting the designation of truck routes for transporting goods within and
through a particular geographical area. May include reports, maps, studies, and
related documents. Subjects often include hazardous materials, triple trailer
trucks, log trucks, buses, and others. (Minimum retention: 2 years after
superseded or obsolete)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805-357.895
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