OAR 166-200-0425: Building Records

(1) Building Board of Appeals Records: Series documents appeals to decisions made by city staff regarding a specific property. Records may include staff reports, applications to appeal, minutes, exhibits, and related documentation. Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in city records), permanent; (b) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes; (c) All other records and exhibits not pertinent to minutes, 5 years. (2) Building Code Compliance and Violation Records: Series documents violations of building, electrical, sign, heating, plumbing, and related city codes. Series also includes vacant property registration for jurisdictions that require it. Records may include notices of infractions, summons, complaints, compliance agreements, logbooks, compliance records, and related documentation. SEE ALSO: Ordinance Violation Records (Code Enforcement). Minimum retention: (a) Vacant Property Registration Forms, 2 years; (b) All other records, 10 years after last action. (3) Building Inspection Records: Series documents on-site, or virtual, visits by inspectors. Records may include daily inspection logs and comments noted as construction progresses. Minimum retention: (a) Final inspections, for the life of the structure; (b) All other inspections, 2 years. (4) Building Permit Applications: Series documents applications from property owners to erect new structures, including signs, or make structural modifications to existing ones. Minimum retention: (a) If permit issued, 2 years; (b) If no permit issued, 180 days. (5) Building Permits: Series documents authority granted to property owners to erect new structures, including signs, or make structural modifications to existing ones. Minimum retention: (a) Permits for completed structures, for the life of the structure; (b) Demolition permits, 10 years after demolition; (c) All other permits, 2 years after revoked or expired. (6) Building Plans, City Owned Structures: Series documents materials submitted by building contractors or government agencies applying for a permit to construct government buildings. Records may include blueprints, drawings, and specifications (including CAD) as well as details related to temporary facilities, job cleanup, deadlines, and change orders or plan modifications submitted after permit approved. Minimum retention: (a) If permit issued and structure completed, for the life of the structure; (b) If no permit issued, 180 days; (c) If permit issued, but structure not started, completed, or permit expired, 180 days after expiration date. (7) Building Plans, Nonresidential: Series documents materials submitted by building contractors or government agencies applying for a permit to construct non-residential buildings. Records may include blueprints, drawings, and specifications (including CAD) as well as details related to temporary facilities, job cleanup, deadlines, and change orders or plan modifications submitted after permit approved. Minimum retention: (a) If permit issued and structure completed, 5 years after substantial completion [as defined by ORS 12.135]; (b) If no permit issued, 180 days; (c) If permit issued, but structure not started, completed, or permit expired, 180 days after expiration date. (8) Building Plans, Residential: Series documents materials submitted by building contractors or government agencies applying for a permit to construct residential buildings. Records may include blueprints, drawings, and specifications (including CAD) as well as details related to temporary facilities, job cleanup, deadlines, and change orders or plan modifications submitted after permit approved. Minimum retention: (a) If permit issued and structure completed, 2 years after substantial completion [as defined by ORS 12.135]; (b) If no permit issued, 180 days; (c) If permit issued, but structure not started, completed, or permit has expired, 180 days after expiration date. (9) Certificates of Occupancy: Series documents compliance with the minimum standards set by state and local laws for structures. Minimum retention: Life of the structure. (10) Unsafe Building Records: Series documents the demolition, boarding, or other actions related to structures determined by the city or owner to be unsafe (may include structures determined to be unsafe due to the manufacture of illegal drugs), including related repairs or actions to remedy deficiencies. Records may include complaints, building inspection reports, letters to property owners, demolition documents, visual media, copies of contracts and payment records, and related documentation. Minimum retention: 5 years after final action.