OAR 166-150-0005: Administrative Records

(1) Activity Reports: Series documents activities and accomplishments of the agency on a monthly or annual basis. Records may include employee/volunteer activity reports and building activity reports. SEE ALSO: Grant Records for reports documenting activities directly related to projects funded by grants. Minimum retention: (a) Annual reports and monthly reports for years in which no annual report exists, permanent; (b) All other reports, 2 years. (2) Advertising and Promotion Records (Non-State Fair): Series documents preparatory and promotional materials, advertising campaigns, marketing initiatives, and public relations efforts. Records may include event programs and schedules, passes, newsletters, paste-ups, drawings, copies of ads, photographs, slides, video and sound recordings, story scripts, posters, brochures, flyers, and related documentation. Minimum retention: 2 years. (3) Audit Records, Internal: Series documents 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, reports in lieu of audit, comments, and related documentation. SEE ALSO: Audit Reports, External. Minimum retention: 10 years. (4) Billing Rate Establishment Records: Series documents the establishment or modification of fees for services charged by the agency, not specified elsewhere in the schedule. SEE ALSO: Accounts Receivable Records; and Fee Records for records documenting the collection of fees. Minimum retention: 3 years after fee superseded or obsolete. (5) Civic Awards: Series documents awards presented by the agency to honor volunteers or other individuals for civic contributions. Records may include award nominations, award certificates, presentation or ceremony records and visual media, lists of past recipients, and related documentation. Minimum retention: 6 years. (6) Conference, Seminar, and Training Program Records: Series documents the design and presentation of training programs and events offered or sponsored by the agency, including conferences, conventions, seminars, training classes, workshops, and similar gatherings. Records may include class descriptions, instructor certifications, planning documentation, instructional materials, course outlines, class enrollment and attendance records, and related documentation. SEE ALSO: Employee Personnel Records for individual employee training records. Minimum retention: (a) Class enrollment and attendance records, 2 years; (b) All other records, 5 years. (7) Contract, Lease, and Agreement Records: Series documents the negotiation, execution, completion, and termination of legal agreements between one or more agencies and/or other parties. Records may include the official contracts, leases, intergovernmental or interagency agreements, state agency coordination agreements, data sharing agreements, franchise agreements, amendments, exhibits, addenda, legal records, contract review records, and related documentation. Records do not include property records. Minimum retention: (a) Records documenting building construction, alterations, or repair, 10 years after substantial completion [as defined by ORS 12.135]; (b) All other records, 6 years after expiration. (8) Correspondence Records: Series documents communications sent and received by agency personnel which relate to the work of that agency. Records may include letters, memoranda, and electronic communications such as email, instant/direct messages, text messages, and social media. Retention is based on content of communications, not format. Communications pertaining to agency business sent or received on private accounts or devices are considered public records and are subject to retention requirements. Agencies may either retain with associated records per this General Schedule or retain per role-based groupings using methods approved by the State Archives. Communications used only to send copies of documents or duplicate information, conveying short-term logistical data or instructions, or relating to personal matters are not considered Public Records per ORS 192.005 and may be disposed of when no longer needed. (9) Customer Accommodation Eligibility Records: Series documents applications to determine eligibility for fee waivers, reductions, or other accommodations for customers of agency-run services. Records may include Americans with Disabilities Act (ADA) accommodation requests, and income-based or other accommodation program applications. Minimum retention: 6 years after termination of service or participation of customer in program. (10) Emergency Operations and Management Plans Records: Series documents the development, implementation, and updating of agency emergency operations and management plans, as required by the federal government as part of a Comprehensive Cooperative Agreement (CCA). Records may include adopted plans, notes, outlines, and related documentation. SEE ALSO: Emergency Response Plans and Procedures Records. Minimum retention: (a) Adopted plans, until superseded or obsolete; (b) All other records, 3 years after annual or final expenditure report submitted. (11) Emergency Response Plans and Procedures Records: Series documents the development, testing, implementation, and updating of agency plans and procedures for operations during and following emergency or disaster. Records may include disaster preparedness and business resumption plans, procedures to follow in response to specific situations, and related documentation. SEE ALSO: Emergency Operations and Management Plans Records; and Emergency and Disaster Incident Records. Minimum retention: Until superseded or obsolete. (12) Forms Development Records: Series documents the development of new or revised forms used by an agency. Records may include sample forms, revisions, form logs/listings, proposals, authorizations, and illustrations. Minimum retention: Until superseded or obsolete. (13) Internal Policies and Procedures: Series documents written instructions, manuals, rules, and guidelines on current and past practices for personnel, and other procedures. SEE ALSO: Engineering Project Technical Records; and Safety Program Records. Minimum retention: (a) Enacted policies or procedures, 2 years after superseded or obsolete; (b) Policy development and planning records, 1 year after final document produced. (14) Legislative Tracking Records: Series documents records monitoring federal or state legislation affecting the agency. Records may include copies of bills, reports, position papers, impact statements, meeting notes, and related documentation. Minimum retention: 4 years. (15) Lobbyist Records: Series documents lobbyist and lobbyist employer activities. Records may include expenditure reports, registration statements, termination records, guidelines, and related documentation. Minimum retention: (a) Expenditure reports, 4 years; (b) All other records, 5 years after last reported lobbyist activity. (16) Mailing Lists: Series documents lists compiled to facilitate billing, community outreach, and other functions of the agency. Minimum retention: Until superseded or obsolete. (17) Meeting Records, Governing Body: Series documents 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 192.705), including boards, commissions, advisory councils, task forces, and similar groups. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, meeting packets, petitions, notes taken by members of the governing body during the meeting, audio and video recordings, and related documentation. SEE ALSO: Meeting Records, Staff; and Board of Commissioners or County Court Meeting Records. Minimum retention: (a) Minutes (except executive session minutes), agendas, resolutions, packets, indexes, and exhibits (not retained permanently elsewhere in agency records), permanent; (b) Executive session minutes, 10 years; (c) Audio and video recordings, 1 year after minutes approved , if no minutes approved recordings are treated as minutes; (d) All other records and exhibits not pertinent to minutes, 5 years. (18) Meeting Records, Staff: Series documents meetings within the agency which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.705). Records may include minutes, notes, virtual meeting chats, reports, and related documentation. Minimum retention: Until no longer needed. (19) Notary Public Journals: Series documents notarial transactions completed by a notary public employed by a government agency. Agencies may retain journals by agreement with the notary public after their separation from agency employment. Records may include notary journal and agreement. Agencies retaining notary public journals without notary agreements should consult their legal counsel and/or the Secretary of State, Corporation Division for retention instruction. Minimum retention: 10 years after last notarial act. (20) Ordinance Records: Series documents legislative action of a Board of Commissioners, County Court, or special district to regulate, require, prohibit, govern, control, or supervise any activity, business, conduct, or condition authorized by Oregon Revised Statutes. Minimum retention: Permanent. (21) Organizational Records: Series documents the arrangement and administrative structure of an agency. Records may include charts, statements, and studies related to the administrative hierarchy, including determination of the merit and feasibility of reorganization. Minimum retention: 2 years after superseded or obsolete. (22) Passport Transmittal Records: Series documents the processing of passport applications. Records may include calendars, copies of transmittals sent to the United States Passport Office, and related documentation. Minimum retention: 1 year. (23) Permit and License Records, Agency-Issued: Series documents agency review, background investigations, recommendations, and other actions related to permits and licenses issued for various activities. Records may include applications, background investigation reports, permits, licenses, and related documentation. Permit types include those issued for taxi cab drivers, dances, parades, rocket launching, secondhand dealers, alarm system dealers, liquor licenses, keeping livestock, and solicitors. If a specific permitting function is included in another records series under a program or functional area such as public works or public safety in this general schedule, the retention period specified in that program or functional area supersedes the retention period listed in this series. Minimum retention: 3 years after expiration, revocation, or denial. (24) Phone Call Recordings: Series documents routine recording of agency phone calls used for quality assurance and internal training purposes. Minimum retention: Until no longer needed. (25) Polygraph Examiners Licensing Records: Series documents the statutorily required registration of polygraph examiners with the County Clerk. Minimum retention: 60 years. (26) Press Releases: Series documents the release of prepared statements, announcements, news conference transcripts, and similar records issued to the news media by the agency. Records may include news releases announcing routine events or actions carried out within the scope of existing agency policies. Some releases may merit inclusion in applicable related record series (e.g., Incident Case Files, Fire Investigation Records, etc.). Minimum retention: 2 years. (27) Proclamations: Series documents statements issued by the agency board of commissioners or directors on matters affecting the agency, usually dedications, openings, and other ceremonial occasions. Minimum retention: (a) Proclamations requested by outside groups or organizations, 1 year; (b) All other proclamations, permanent. (28) Program Accreditation Records: Series documents the evaluation, certification, and accreditation of an agency program by a nationally or regionally recognized accrediting organization. Records may include self-evaluation reports, reports sent to accrediting organization, statistical records, evaluation reports, final accreditation reports and certifications, and related documentation. Some records in this series may have historic value. Minimum retention: Current and one previous accreditation cycle. (29) Project Management Records: Series documents administration of formal projects such as physical infrastructure development, technology implementation, and operational improvement. Records may include project charters, team agreements, risk analyses, stakeholder feedback, project budgets and expenditures, technical documentation, progress reports, and related documentation. Note: Records related to project deliverables are filed with work products. Minimum retention: 10 years after completion or abandonment of project. (30) Public Notice Records: Series documents compliance with laws requiring public notice of government activities including assessments, elections, land use changes, public meetings and hearings, sale of property, and others. Records may include public or legal notices, certificates, affidavits of publication, and related documentation. SEE ALSO: Competitive Bid and Competitive Proposal Records; and Voters Pamphlet Records. Minimum retention: 4 years. (31) Public Policy Statements and Directives: Series documents public-facing positions taken by an agency. Records may include administrative and legislative review, analysis of policy, authorizing bulletins and advisories, mission and goal statements, and final documentation. Minimum retention: Permanent. (32) Public Records Disclosure Request Records: Series documents requests to the agency to disclose public records and agency responses to them. Records may include requests for disclosure, request logs, approvals, denials, appeals, District Attorney orders, and related documentation. Note: Copies of records produced in response to requests are not subject to retention requirements and may be disposed of when no longer needed. Minimum retention: 2 years after last action. (33) Publications: Series documents published records produced by or for the agency or any of its departments or programs and made available to the public. Records may include newsletters, pamphlets, brochures, leaflets, reports, studies, proposals, and similar published records. Minimum retention: (a) Records documenting special events or information with long term value, permanent; (b) All other records, until superseded or obsolete. (34) Radio System Records: Series documents an agency’s use and maintenance of a radio system. Records may include Federal Communications Commission (FCC) licenses, frequency information, and call sign designations. Minimum retention: (a) Call sign designations, until superseded or obsolete; (b) FCC licenses, 2 years after expiration; (c) All other records, for the life of the system. (35) Rental and Loan Records: Series documents the rental or loan of agency‐owned facilities or equipment. Records may include applications, calendars, lists, receipts, and related documentation. Minimum retention: 3 years. (36) Reports and Studies: Series documents 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. Records may include final report distributed either internally or to other entities and the work papers used to compile the report or study. Minimum retention: 5 years. (37) Requests and Complaints: Series documents complaints or requests concerning a variety of agency responsibilities. Records may include initially received request or complaint, documentation of internal actions taken, and related documentation. Note: If a specific request or complaint is listed in another records series in this general schedule, that retention period supersedes the retention period listed in this series. Minimum retention: 2 years after last action. (38) Resolutions: Series documents formal statements of decisions or expressions of opinions adopted by the agency. SEE ALSO Meeting Records, Governing Body. Minimum retention: Permanent. (39) Scheduling Records: Series documents routine employee scheduling activity. Records may include room scheduling records, work schedules and assignments, and desk calendars. Minimum retention: 1 year. (40) Security and Access Records: Series documents security provided for agency buildings and grounds, including the issuance of keys and keycards to staff to enable access to buildings and sites. Records may include surveillance records, security logs, sign-in sheets, security reports, incident reports, key inventories, key issue forms, key replacement records, key disposal records, and related documentation. SEE ALSO: Alarm Records; Cybersecurity Records; and Video Surveillance Recordings. Minimum retention: (a) Access and entry logs, 3 years; (b) Other key and keycard records, 2 years after key is turned in; (c) R ecords documenting individual employee access rights, 6 months after employee separation or access status changed; (d) All other records, 2 years. (41) Signature Authorization Records: Series documents the authorization of designated employees to sign official documents. Minimum retention: 6 years after authorization superseded or expired. (42) Special District Charters: Series documents constitution, bylaws, and all amendments to agency charters approved by voters or the State Legislature. Records may include original charter, amendments, and related significant records. Minimum retention: Permanent. (43) Special District Codes: Series documents codified ordinances passed by a special district and provides reference to all laws for both information and enforcement. Minimum retention: Permanent. (44) Special Event and Celebration Records: Series documents agency-sponsored celebrations of special and historic occasions. Records may include studies, planning and promotional records, public attendance and response, major speeches, dedications, publications, reports, and related documentation. SEE ALSO: Special Event Traffic Change Records. Minimum retention: (a) Records documenting significant aspects of the event, permanent; (b) All other records, 2 years after event. (45) Strategic Planning Records: Series documents long-range plans and the development of an agency's mission statement and work objectives. Records may include strategic plans, mission statements, work notes, and related documentation. Minimum retention: 10 years. (46) Surveys, Polls, and Questionnaires: Series documents the measurement of public opinion by or for the agency related to various issues, actions, and concerns. Records may include surveys, polls, questionnaires, summaries, abstracts, and related documentation. Minimum retention: (a) Summary reports and abstracts, 3 years; (b) All other records, until summary report is completed or 3 years, whichever is sooner. (47) Video Surveillance Recordings: Series documents the video monitoring of agency operated or public facilities, structures, roads, parking lots, etc. Minimum retention: (a) Recordings used as evidence in an ongoing criminal investigation or court proceeding, until case reaches final disposition; (b) Recordings used for internal investigations, until investigation closed; (c) All other recordings, 30 days. (48) Visitor Logs: Series documents visitors to agency buildings. Minimum retention: 1 year. (49) Waivers of Remonstrance: Series documents agreements made by private property owners to forgo their rights to remonstrate (oppose/protest) against certain agency actions in exchange for other considerations. Minimum retention: (a) If waiver has an expiration date, 6 years after expiration date; (b) If waiver carries no expiration date, 6 years after completion of project. (50) Work Order Records: Series documents requests and authorizations, according to existing contracts or agreements, for needed services and repairs to agency property and equipment. Minimum retention: 1 year.