OAR 166-150-0205: Surveyor Records

(1) Corner Restoration (Bearing Tree) Records: Series documents specific characteristics of government corners and their accessories. Records may include the original description of the corner; description of the new corner; field notes or diagrams of the corner, brass cap, or accessories; and photographs. Minimum retention: Permanent. (2) County Road Records: Series documents the official description of county roads determined by surveying and mapping county roads and city streets which are extensions or segments of county roads. Records may include road surveyor field notes, field books, maps, and road registers. Minimum retention: Permanent. (3) Elevation Benchmark Records: Series documents benchmarks placed by the United States Geological Survey, United States Corps of Engineers, Oregon Department of Transportation, a city surveyor’s office, or the County Surveyor’s office to denote elevations above sea level. Records may include books, maps, cards, horizontal control surveys, and related documentation. Minimum retention: Permanent. (4) Land Division Plats: Series documents plats created by professional land surveyors that are used to create the title identity to a piece of land and may include subdivision, partition, condominium, or cemetery plats. Records may include map and accompanying survey narrative, property description, declaration by owner, dedication of streets to public use, approval by public bodies, plat and partition checking files, and post monumentation records. The original is filed with the County Clerk and generally a true and exact copy is filed with the County Surveyor. Minimum retention: (a) Final accepted plats, permanent; (b) All other records, 3 years. (5) Records of Survey Records: Series documents land boundaries and disclose the finding, establishment, or restoration of survey corners or monuments. Records may include maps and accompanying survey narrative and description of corners. Records may be called Bearing Tree Records or Survey Maps and may include donation land claims and other federal land grant surveys such as GLO (General Land Office) or BLM (Bureau of Land Management) surveys. Records may also include the Global Positioning System (GPS) and other surveys produced with new technologies and required to be filed with the County Surveyor. Minimum retention: Permanent. (6) Reference Maps: Maps may include copies of highway, railroad, topographical, flood plain, and other maps used for reference. Minimum retention: Until superseded or obsolete. (7) Survey Field Records: Series documents detailed field notes and other records related to surveys done for boundary work, local improvement districts, special requests, and other purposes. Records may include investigative surveys made of crime or accident scenes at the request of law enforcement officials; notes on traverses, boundary and right-of-way location, and construction; sketches related to the survey; and related documentation. SEE ALSO: Incident Case Files for retention of law enforcement surveys. Minimum retention: (a) Boundary and right-of-way location records, permanent; (b) All other records, 10 years after substantial completion of project [as defined by ORS 12.135].