Or. Admin. R. 166-475-0105 - Safety and Security Records
(1)Accident and Injuries Records
Records document claims made by institution employees to the SAIF (State
Accident Insurance Fund) Corporation for occupational injuries, accidents, or
illnesses; insurance coverage and related reimbursement issues; and safety
analysis and compliance inspections. This record series does not include
accidents or incidents which involve hazardous substance or radiation exposure.
This series may include but is not limited to report of accident forms; SAIF
Worker's and Employer's Report of Occupational Injury or Disease form
(463.801); Occupational Safety and Health Administration (OSHA) Form 300; OSHA
Form 101; incident logs; employer payroll reports; hearing transcripts; notices
of claim disposition; determination orders; opinions and orders; appeal
letters; claim adjustment documentation; medical reports; cost statements; and
related documentation and correspondence. (Retention: 6 years
after final disposition of claim, destroy)
(2)Annual Vehicle Inspection
Records Records document the safety of institutionally owned
automobiles, vans, trucks, and other motorized vehicles. This series includes
but is not limited to annual motor vehicle inspection reports and related
forms; documentation; and correspondence. (Retention: 2 years
after the vehicle is disposed of, destroy)
(3)Asbestos Records Records
document a building by building survey and plan to correct asbestos material
hazards. This series may include but is not limited to surveys; monitoring
tests and reports; data forms; building plans; correction checklists; removal
job records; and related documentation and correspondence.
(Retention:
(a) 30 years after
separation for records documenting persons contacting or removing asbestos,
destroy
(b) 40 years: all other
records, destroy)
(4)Carcinogenic Compound Inventory
Records Records document inventory and stock of high and exteremly high
carcinogenic compounds. This series contains but is not limited to project and
departmental lists of chemical inventories; lists of persons involved in the
research project; and related forms, documentation, and correspondence.
(Retention:
(a) 30 years after
separation for records documenting persons using or contacting compounds,
destroy
(b) 40 years for all other
records, destroy)
(5)Carcinogenic Compounds Use
Records Records document the use of hazardous carcinogenic compounds by
institutional researchers. This series may contain but is not limited to
research protocols; registration for use of high and extreme hazard
carcinogens; chemical carcinogen animal care requirement forms; lists of
personnel involved in laboratory contact with chemical carcinogens; list of
carcinogenic compounds to be used in the specific research project; and related
documentation and correspondence. (Retention: 30 years after
employee or researcher separation, destroy)
(6)Chemical Hazardous Material Survey
Forms Records document student and employee exposure to hazardous
chemicals as per federal regulation. This series includes but is not limited to
Chemical Hazardous Material Survey Forms which contain dates, employee or
student names, chemical name, and comments; and related documentation and
information. (Retention: 30 years after student or employee
separation, destroy)
(7)Chemical Incident Records
Records document the investigation of hazardous chemical material accidents or
incidents including releases. This series may include but is not limited to
incident reports noting locations, names, dates, times, description of
incident, personnel involved, remarks, and name of contact; and related
documentation and correspondence. (Retention: 30 years after
employee separation, destroy)
(8)Chemical and Hazardous Waste
Disposal Records Records document the receipt, shipment, and disposal of
chemical material or hazardous wastes on campus. This series includes but is
not limited to chemical and waste inspection forms; drum packing sheets;
Uniform Hazardous Waste Manifest forms (EPA 8700); Certificates of Disposal
from vendors; land disposal notification forms; waste disposal records; and
related documentation and correspondence. (Retention: 30 years,
destroy)
(9)Emergency
Response Plans and Procedures Records documents procedures to be
followed in the event of emergency. Records may include step-by-step
procedures; unit and institutional disaster preparedness plans; and related
correspondence. (Retention: Until superseded or obsolete,
destroy)
(10)Environmental
Regulations Records Records document institutional compliance with
environmental laws and guidelines of federal, state, or local governments.
These records include communications with the Regional Air Pollution Authority
(RAPA) which is under the jurisdiction of the Environmental Protection Agency
(EPA) of the federal government and also the state Department of Environmental
Quality (DEQ). This series may include but is not limited to Title V Air
Discharge Permits; Air Quality Reports; Waste Water Discharge Permit
Applications; Waste Water Discharge Permits; Water Quality Reports; Waste Water
Discharge Records; Notices of Violation; Notices of Non-compliance; and related
documentation and correspondence. (Retention: 10 years,
destroy)
(11)Fire Alarm and
Drill Records Records document response to any alarm that is activated
on campus. This series may include but is not limited to the following
information, when and where the incident occurred; specific response; reset
time; and rewind time, if appropriate. (Retention: 3 years,
destroy)
(12)Human Materials
Authorizations Records Records document faculty proposals to use human
materials in classroom instruction. This series includes but is not limited to
written proposals from classroom instructors; departmental and committee
approvals or disapprovals; reports; and related documentation and
correspondence. (Retention: 10 years, destroy)
(13)Inspections Records Records
document inspections done by various agencies such as the city building
department, health department, or fire department in the course of routine
business and is used by the institution to correct and analyze safety problems
and to document compliance with regulations. This series may include but is not
limited to inspection sheets which show date of inspection, notation of
violations, and suggested corrective measures; reports acknowledging compliance
with regulations; authorizing signatures; and related information,
documentation and correspondence. (Retention: 10 years,
destroy)
(14)Material Safety
Data Sheets Records Records document the institution's inventory of
hazardous chemicals; record keeping is mandated by the Hazardous Communications
Program of the Occupational Safety and Health Administration (OSHA). This
series contains but is not limited to Material Safety Data Sheets which list
chemical name, description, composition, intended use, flash point,
transportation, hazards, safe handling, and extinguishing methods; and related
documentation. (Retention: 30 years, destroy)
(15)Medical Surveillance Records
Records document the medical history of employees working in positions with
exposure to high risk hazardous conditions such as Class B and C carcinogenic
compounds, asbestos, lead, or excessive noise. Medical examinations of workers
are made at the beginning and termination of institution employment and
periodically throughout the career course as well as immediately following an
accident or potential exposure incident. This series may include but is not
limited to medical examinations; laboratory test records and results; and
related documentation and correspondence. (Retention: 30 years
after employee separation, destroy)
(16)Non-Staff Accident and Injuries
Records Records document the reporting and investigation of campus
related accidents that result in injury to non-staff and/or their property.
This record series does not include accidents or incidents which involve
hazardous substance or radiation exposure. This series may include but is not
limited to Report of Accident forms; complaints; investigation reports;
insurance appraisals and estimates; photographs; and related documentation and
correspondence. (Retention:
(a)
If incident results in a claim: transfer to appropriate claim file
(b) If no claim results: retain 10 years,
destroy, destroy)
(17)Protective Wear and Device Request
Records Records document the authorization and acquisition of
specialized safety devices and clothing for employees working in hazardous
situations. This series may include but is not limited to Safety Shoe Request
and Authorization Forms; Prescription Safety Glasses Request and Authorization
Forms; and related forms, documentation, and correspondence.
(Retention: 4 years, destroy)
(18)Radiation Licensing Records
Records document the licensing of the institution by federal, state, and local
agencies to receive, use, store, dispose of, and ship radioactive materials.
These records include federal and state applications and certificates including
State of Oregon Health Division Radiation Material License forms (P112118-333
(100g)) and amendments (p29939-333 (150)); validation certificates showing fees
paid for licenses; and related correspondence. (Retention:
Permanent)
(19)Radioactive
Material Handling and Disposal Records Records document the reception,
handling, shipment and/disposal of radioactive material or radioactive
hazardous wastes at the institution to comply with federal and state record
keeping and reporting requirements. The series also provides the office with a
record of past activity. Records may include waste material pick up requests
and tags; Radioactive Waste Drum Inventory forms ; Uniform Hazardous Waste
Manifest forms (EPA 8700-22); Radiation Waste Shipment and Disposal Manifest
forms (vendor form); Radiation Material Inventory sheets; Radiation Material
Shipment Receipt Record forms; Waste Disposal Record cards; disposal site
letters of arrival acknowledgment; Sewered Radioactive Material log sheets;
Solid Waste Discharge and Analysis Sheets; Liquid Summary Reports; gaseous
waste Summary Reports; and related correspondence. (Retention:
Permanent)
(20)Radiation
Monitoring and Exposure Records Records document radiation testing and
monitoring of employees, students, visitors, facilities, and the surrounding
environment and is used to comply with federal and state reporting and
licensing requirements and insurance carrier reporting requirements. This
series includes dosimeter reports (vendor form); Exposure History forms;
Statement of Occupational Radiation Dosage forms; Neutron Generator Smear Test
Survey Forms; Fllor Survey Forms; Special Survey Forms (RCHPP .24D); Hood Flow
Survey forms; Rotation Rack Filter Survey Forms; Soil/Water/Vegitation Records
Survey Forms; and Bio-Essay Reports. (Retention: 30 years after
employee separation, destroy)
(21)Radiation Safety Committee
Records Records document the establishment of policy and procedure by
the committee. Records include agendas; minutes; reports; notes; working papers
and related correspondence. (Retention: Permanent)
(22)Safety Training Records
Records document employee training and certification such as for equipment
operation, hazardous material handling and emergency procedures, driver
training, CPR and first aid training, and asbestos awareness training for
removal, abatement, or transportation. This series may include but is not
limited to sign off sheets indicating that employees have received training;
acknowledgment of safety rules: instruction sheets; copies of hazardous
material data sheets; informational materials; and related documentation and
correspondence. (Retention: 30 years after employee separation,
destroy)
(23)Security
Records Records document reporting of suspicious and criminal incidents
at the institution. Records may include incident reports containing names,
dates, case numbers, dollar values, locations, descriptions of incident, and
personnel taking report; identification cards created when reports of
suspicious behavior are made to the office; warnings records; copies of reports
filed by the Oregon State Police or other law enforcement agencies; notes; and
related documentation. (Retention:
(a) 2 years for copies of reports filed by
law enforcement agencies, destroy
(b) 7 years for annual Clery act report
records, destroy
(c) 5 years for
all other records, destroy)
(24)Student Incident Records
Records document incidents of injury to residence hall occupants, vandalism,
and other infractions of housing rules. The series also documents the
disposition of such incidents. This series may include but is not limited to
incident report forms usually filed by resident advisors; housing director's
written decisions; student appeals of decisions; and related documentation and
correspondence. (Retention:
(a)
If incident results in a claim: transfer to appropriate claim file
(b) If no claim results: retain 10 years,
destroy)
(25)Vehicle Accident Records
Records document accidents involving vehicles owned by the institution. This
series may include but is not limited to vehicle accident reports; vehicle
accident claims; damage or loss of state property reports and related
documentation and correspondence. Information may include vehicle type and
identification number; name of party using the vehicle; notation of condition
before and after use; and authorizing signatures. (Retention: 4
years, destroy).
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805-357.895
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