Oregon Administrative Rules
Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION
Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE
Section 166-200-0265 - Contracts

Universal Citation: OR Admin Rules 166-200-0265

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

Contracts document the solicitation, negotiation and purchasing goods and services for cities and employees.

(1) Collective Bargaining - Minimum retention:

(a) Contracts and minutes, retain 75 years after contract expires;

(b) Other records, retain 6 years after contract expires.

(2) Competitive Bid Records - Minimum retention:

(a) Accepted city improvement bids 10 years after substantial completion [as defined by ORS 12.135(3)];

(b) All other accepted bids 6 years after bid awarded or canceled;

(c) Rejected bids and bid exemptions, retain 2 years.

(3) Contracts and Agreements - Minimum retention:

(a) Collective bargaining contract records, retain 75 years after contract expires;

(b) Construction contract records, retain 10 years after substantial completion;

(c) All other contract records, retain 6 years after expiration.

(4) Franchise Records - Minimum retention: 6 years after expiration.

(5) Insurance Policy Records - Minimum retention:

(a) Group employee health and life, property, and liability insurance, retain 75 years after expiration if no claims pending;

(b) All other insurance records, retain 6 years after expiration if no claims pending.

(6) Lease Records - Minimum retention:

(a) Leases denied or not completed, retain 2 years;

(b) All other leases, retain 6 years after expiration.

(7) Rental and Loan Records - Minimum retention: 3 years.

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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