Oregon Administrative Rules
Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION
Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE
Section 166-200-0235 - Administrative

Universal Citation: OR Admin Rules 166-200-0235

Current through Register Vol. 63, No. 9, September 1, 2024

Administrative documents the activities related to the day to day operations of the city.

(1) City Awards and Recognitions - Minimum Retention:

(a) Applications and submitted records, retain 5 years;

(b) Notification of Award, retain 10 years.

(2) Delivery Records - Minimum retention: 2 years.

(3) Index/Finding Aid Records - Minimum retention: Until superseded or obsolete.

(4) Mailing Lists - Minimum retention: Until superseded or obsolete.

(5) Meeting Records, Boards, Commissions, Committee, and Governing Bodies* - Minimum retention:

(a) Minutes* (except executive session minutes), agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in city records) permanently;

(b) Executive session minutes, retain 10 years;

(c) Audio or visual recordings 1 year after minutes prepared and approved;

(d) Other records and exhibits not pertinent to minutes, retain 5 years.

(6) Meeting Records, Staff - Minimum retention: 2 years.

(7) Notary Public Log Book - Minimum retention: 10 years after date of commission expiration.

(8) Organizational Records - Minimum retention: Permanent.

(9) Participant Registration and Attendance Records - Minimum retention: 3 years.

(10) Professional Membership Records - Minimum retention: 3 years.

(11) Project Files - Minimum retention:

(a) Projects that develop into city sponsored projects (i.e. public works, street improvement, capital construction, etc.) see that section of the schedule for appropriate retention;

(b) All other projects, retain 10 years, destroy.

(12) Publications - Minimum retention:

(a) Routine, general informational publications retain until superseded or obsolete; 1 year;

(b) Publications documenting special events or information with long term value, retain permanently.

(13) Public Programs Education Records - Minimum retention: 3 years.

(14) Registered Contractor Lists - Minimum retention: Until superseded or obsolete.

(15) Requests and Complaints - Minimum retention: 2 years after last action.

(16) Special Event and Celebration Records - Minimum retention:

(a) Records documenting significant aspects of the event, retain permanently;

(b) Other records, retain 2 years after event.

(17) Surveys, Polls, and Questionnaires - Minimum retention:

(a) Summary reports and abstracts, retain 3 years;

(b) All other records, retain until summary report is completed or 3 years, whichever is sooner.

Statutory/Other Authority: ORS 192 & 357

Statutes/Other Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895

Disclaimer: These regulations may not be the most recent version. Oregon may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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