Or. Admin. R. 166-400-0010 - Administrative Records
(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.
(14)
Eighth Grade Examination
Records document the examinations given to eighth grade students.
Records may include but are not limited to examinations; examinations
registers; diploma lists; and related documentation. These records are no
longer being created. Minimum retention: Permanent.
(15) 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.
(16)
Food/Nutrition Service Program
Records document the operation of school food/nutrition service
programs. Records may include but are not limited to operations reports; child
nutrition program reviews; food service financial records; food supply
inventory records; free and reduced price lunch applications and reimbursement
claim records; meal production and menu records; meal ticket inventory records;
sanitation inspection reports; summer food services records; and related
documentation and correspondence. Minimum retention: 3 years (or as specified
by 7 CFR 210.7-28 and 225.6-16).
(17)
Health Log Book Records
document the daily activities of and visits to the Health Room/School Nurses
Office. Record may include but not limited to student's name, time of visit,
reason for visit/ailment, action taken, parental notification, was student sent
home or returned to class. Minimum retention: Retain 6 years after school year
in which created, destroy.
(18) Immunization Records,
Administrative Records document the review and report of the
immunization status of students to the County health department and the
exclusion of students who do not meet the minimum immunization requirements.
Records may include but are not limited to the annual Primary Review Summary,
school copies of Exclusion Orders for No Record, school copies of Exclusion
Orders for Incomplete Information/Insufficient Information, and related
documentation. SEE ALSO Student Immunization Records in the Student Education
Records section. Minimum retention: 1 year.
(19)
Legal Case Records document
a school, district, or ESD's legal actions by in-house or outside counsel.
Records may include but are not limited to litigation records, correspondence,
staff opinions, research findings, and background notes relating to specific
cases. Cases may include but are not limited to Tort Liability Claims, Civil
Service Commission cases, unemployment and discrimination cases, bid protests
and contract disputes, student/parent complaints, and employee complaints.
Minimum retention: 10 years after final disposition of case.
(20)
Legal Opinion and Advice
Records document the legal opinions and advice given to schools,
districts, or ESDs by a lawyer or the Attorney General. Records may include
legal advice given to private schools. Records may include but are not limited
to requests for opinions; opinions; letters of advice; and related
correspondence. Minimum retention: (a) Retain copies of legislative bills,
statutes: 6 years (b) Retain Administrative Rule Preparation Records: 10 years
after appeal of rule (c) Retain all other records: Permanent.
(21)
Legislative Tracking
Records document the development and monitoring of legislation which may
have an impact on the programs or policies of a school, district, or ESD.
Records may include but are not limited to concept statements, proposals, bill
logs, fiscal and organizational impact analysis papers, copies of bills,
testimony summaries, committee reports, agendas, record of action, and related
correspondence and documentation. Minimum retention: 2 years.
(22)
Lobbyist Records document
lobbyist and lobbyist employer activities, and are used to report 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.
(23)
Mitigation
Program 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)
Retain adopted plans: Permanent (b) Retain all other records: For the life of
the structure.
(24)
Notary
Public Log Books Records document 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.
(25)
Oregon School Register
Records document student
enrollment, attendance, and membership in elementary and secondary schools and
forms the basis for student attendance reporting to the Oregon Department of
Education. The register contains student's name and other personally
identifiable information, attendance, indication of student non-residency or
withdrawal, program membership, whether student was promoted or retained at end
of school year, and related information. Minimum retention: Permanent.
(26)
Organization Records
document the lines of organizational hierarchy and administrative
responsibility within a program, school, district, or ESD. Records may include
but are not limited to drafts and final charts or diagrams, statements,
studies, and related documentation. Minimum retention: 4 years after superseded
or obsolete.
(27)
Parent-Teacher Organization Records document the history,
development, policies, and actions of parent-teacher organizations under the
jurisdiction of the District. Records may include but are not limited to
minutes; constitutions and by-laws; committee records; budget and accounting
records; handbooks; officer and member rosters; scrapbooks; photographs; and
related documentation and correspondence. Minimum retention: (a) Retain
minutes, constitutions, by-laws, and committee records 10 years after school
year in which records were created. (b) Retain all other records 3 years after
school year in which records were created.
(28)
Policy and Planning Records
document the development, assessment, and review of school, district, or ESD
policies, programs, and activities. Records may include but are not limited to
board policy and district-wide administrative rules; authorizing bulletins and
advisories; mission, policy, and goal statements; finalized policy statements
and directives; by-laws; regulations; strategic plans; management plans; and
related documentation. Minimum retention: (a) Retain annual board adopted
policy and district-wide administrative rules, official copy: Permanent (b)
Retain planning documents: 10 years (c) Retain working papers and draft
material: 1 year after school year in which final document produced.
(29)
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: 10 years after superseded or
obsolete.
(30)
Procedure
Manuals Records document internal development and guidelines for
consistency and continuity in the operation of a school, district, or ESD
department or office. Records may include but are not limited to manuals
documenting departmental and program procedures; basic secretarial/clerical
instructional procedures; handbooks; desk manuals; emergency response plans;
safety plans and procedures; and related documentation and correspondence.
Minimum retention: (a) Retain routine clerical manuals: 2 years after
superseded or obsolete (b) Retain manuals relating to specific construction
and/or engineering projects: 10 years after substantial completion, as defined
by ORS 12.135(3) (c) Retain one copy of all other manuals: Permanent.
(31)
Professional Membership
Records document institutional or agency-paid individual memberships and
activities in professional organizations. Minimum retention: 3 years.
(32)
Public Notice
Records document 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)
Reports and
Studies Records document the school, district, or ESD's curriculum
offerings, programs, services, problems, projects, student achievements,
financial status, staffing, operations, and activities. Reports may be required
to be submitted to the Oregon Department of Education or to other state,
federal, or private agencies. Reports may be annual reports compiled from
monthly, quarterly, or other subsidiary activity reports. Records may include
but are not limited to narrative and statistical reports, studies, performance
measures, annual reviews, surveys, plans, proposals, progress reports,
evaluation reports, financial data and reports, staffing reports, student
attendance accounting reports, accreditation studies, summaries, and other
types of reports and documentation. Minimum retention: (a) Retain annual
reports and studies with historical value or policy implications: Permanent (b)
Retain other reports and studies: 5 years or as required by government or
agency (c) Retain working papers and draft material: 1 year after school year
in which final document produced.
(34)
Requests and Complaints
Records document 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.) SEE ALSO Correspondence. Minimum retention: 2 years after last
action.
(35)
Routing and Job
Control 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.
(36)
School Census Records
document the number of students of school age within the county, district, or
school. Records may contain but are not limited to the names, ages, birth
dates, and address of students; information about the parents or guardians; and
related documentation. The actual census-reporting requirement ended in 1971
and this record is no longer being created. Minimum retention: Permanent.
(37)
School, District, Or
ESD History Records document important organizational changes,
significant events, celebrations, programs, and projects of the ESD, district,
or school. Records may include but are not limited to newsletters, press
releases, publications, reports and articles, institution histories,
biographies and records of past administrators, faculty, or staff, photographs,
scrapbooks, newspaper clippings, and related documentation. SEE ALSO
Publications in this section. Minimum retention: Permanent.
(38)
Special Education Census
Reports document the number of special education students served by the
school and district included in annual census reports to the Oregon Department
of Education. Records may include but are not limited to annual reports and
district summary reports which includes total number of students and students
per district, age of students, and handicapping condition of students; student
census information; placement and services provided records; agency
information; number of special education teachers; and related documentation.
Minimum retention: 5 years after school year in which records were created.
(39)
Special Event and
Celebration Records document 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
newsclippings. Newsclippings are not public records and may be discarded.
Minimum retention: (a) Retain records documenting significant aspects of the
event: Permanent (b) Retain all other records: two years after event.
(40)
Staff Meeting Records
document the activities, decisions, and proceedings of school,
district, or ESD staff meetings. Records may include but are not limited to
minutes, agendas, notes, reports, and related documentation. Minimum retention:
Until end of school year.
(41)
Standardization Records document the process of standardization
visits from the Oregon Department of Education to schools, districts, or ESDs.
Records may include but are not limited to self-evaluation reports, on-site
inspection reports; waiver authorizations; letters of concern; plans of
correction; schedules; and related correspondence and documentation. Minimum
retention: 6 years after school year in which records were created.
(42)
Student Information and
Demographic Records document the composition of the student population
in a variety of sequences, groupings, and lists. Records include demographic
profiles of students; student record cards; and other manual or computer
produced lists organized by school, class, special program, or other grouping.
Records may include but are not limited to student identification information
including name, address, birth date, birthplace, parents, and guardians;
student demographics including gender, ethnicity, and age; attendance;
enrollment dates; previous school attended; student grades and transcript data;
health and immunization information; handicapped status; and related
documentation. Minimum retention: (a) Retain years ending in 0 and 5 Permanent
(b) Retain all others 5 years.
(43)
Student Organization
Administrative Records document the history, development, and policies
of student organizations, including student clubs, government, and
publications. Records may include but are not limited to student organization
annual review forms; minutes; constitutions and bylaws; committee,
subcommittee, and task force records; student senate bill and resolution
records; handbooks; officer and member rosters; scrapbooks; photographs; and
related documentation and correspondence. SEE ALSO Student Organization
Financial Records in the Financial Section. Minimum retention: (a) Retain
constitution and bylaws: Until superseded or obsolete (b) Retain all other
records: 2 years after school year in which records were created.
(44)
Superintendent of Schools
Records document the official and financial affairs of the
superintendent of schools concerning teachers, students, and schools located in
the county. Records may include but are not limited to annual statements on the
condition of common (public) schools in the county; school district boundary
records; school district accounts; book purchases; and related documentation.
Information contained in the records may include financial information, school
curricula, boundary descriptions, facilities, and enrollment and attendance
data. These records are no longer being created. Minimum retention: Permanent.
(45)
Surveys, Polls, and
Questionnaires Records document 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) Retain summary reports and abstracts: 3 years (b) Retain
all other records: Until summary report is completed or 3 years, whichever is
sooner.
(46)
Test
Administration Records document the administration of assessment,
placement, diagnostic, credit by exam, and other tests. Records may include but
are not limited to rosters of test takers; testing rules and regulations; test
administration records; examiner's manuals; exams and tests; test order and
payment records; placement and test results; summary reports of results; and
related correspondence and documentation. Minimum retention: 3 years after
school year in which records were created.
(47)
Work Order Records
document 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 Schedule and Assignment
Records document 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 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, Other Auth. Code of Federal Regulations Title 34
Stats. Implemented: ORS 192 & 357
State regulations are updated quarterly; we currently have two versions available. Below is a comparison between our most recent version and the prior quarterly release. More comparison features will be added as we have more versions to compare.
No prior version found.