Oregon Administrative Rules
Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION
Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE
Section 166-200-0350 - Public Safety

Universal Citation: OR Admin Rules 166-200-0350

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

Public Safety documents the responsibilities for law and code enforcement, fire services, emergency management and jail services. For policy related records see Policy (OAR 166-200-0325)

(1) 9-1-1 Data Management System Records - Minimum retention: Until superseded or obsolete.

(2) 9-1-1Operational Logs - Minimum retention: 1 year.

(3) 9-1-1 System Error/Malfunction Records - Minimum retention: 2 years.

(4) Alarm Records - Minimum retention:

(a) Alarm licensing and permit records, retain 3 years after expiration;

(b) All other records, retain 2 years.

(5) Alert and Notification Records - Minimum retention: 30 days.

(6) Animal Control Records - Minimum retention:

(a) Dog licenses, retain 3 years after expiration;

(b) Other records, retain 2 years.

(7) Arrest Warrant Log Records - Minimum retention: Until superseded or obsolete.

(8) Arrest Warrant Records - Minimum retention: Until served, recalled or cancelled by the court.

(9) Block Home Program Records - Minimum retention:

(a) Approved application records, retain 2 years after withdrawal from program;

(b) Denied application records, retain 2 years.

(10) Booking Records - Minimum retention:

(a) Homicides, retain 20 years;

(b) Felonies, retain 10 years;

(c) Misdemeanors, retain 5 years.

(11) Briefing Records - Minimum retention: 7 days.

(12) Bulletins From Other Agencies - Minimum retention: Until superseded or obsolete.

(13) Civil Preparedness Guidance (CPG) and State and Local Guide (SLG) Records - Minimum retention: Until superseded or obsolete.

(14) Community Policing and Problem Solving Records - Minimum retention:

(a) Agreements, retain 6 years after expiration;

(b) All other records, retain 2 years.

(15) Computer Inquiry Records - Minimum retention: Until superseded or obsolete.

(16) Computer Validation Records - Minimum retention: 5 years or until audited by NCIC or other applicable law enforcement network, whichever is shorter.

(17) Controlled Substance Inventory and Tracking Records - Minimum retention: 3 years, or until superseded, whichever is longer.

(18) Crime Analysis Records - Minimum retention:

(a) Major crime analyses or studies, retain 10 years;

(b) All other records, retain 1 year.

(19) Crime Prevention Community Organization Records - Minimum retention: Until superseded or obsolete.

(20) Crime Prevention Program Records - Minimum retention:

(a) Significant program records, retain 5 years;

(b) Class enrollment and attendance records, retain 2 years;

(c) All other records, retain 1 year.

(21) Crime Prevention Security Survey Records - Minimum retention: 2 years.

(22) Crime Prevention Vacation House Inspection Records - Minimum retention: 30 days after inspections end.

(23) Criminal Arrest History Records - Minimum retention:

(a) Homicides, retain 20 years;

(b) felonies, retain 10 years;

(c) Misdemeanors, retain 5 years.

(24) Criminal History Dissemination Records - Minimum retention: Until case completed or suspended.

(25) Criminal Intelligence Records - Minimum retention:

(a) "Permanent files" as defined by OAR 137-090-0080, retain 5 years;

(b) "Temporary files" as defined by OAR 137-090-0080, retain 1 year;

(c) "Working files" as defined by OAR 137-090-0080, retain 30 working days.

(26) Detoxification Confinement Logs - Minimum retention: 2 years.

(27) Dispatch Incident Records - Minimum retention: 2 years.

(28) Emergency and Disaster Incident Records* - Minimum retention: Permanent.

(29) Emergency Exercise Records - Minimum retention: 3 years after annual or final expenditure report submitted.

(30) Emergency Management Assistance Staff Pattern Records - Minimum retention: 3 years after annual or final expenditure report submitted.

(31) Emergency Management Resource Lists - Minimum retention: Until superseded or obsolete.

(32) Emergency Medical Incident Records - Minimum retention: 10 years.

(33) Emergency Telephone Calls Continuous Audio Tapes - Minimum retention: 7 months Note: Specific recordings of incidents may warrant longer retention for legal reasons.

(34) Enhanced 9-1-1 Service Plans - Minimum retention:

(a) Approved plans and amendments, retain 5 years after superseded;

(b) Preliminary plans, drafts, worksheets and supporting materials, retain until plan approved by Oregon Emergency Management.

(35) Expunged or Sealed Records, Police - Minimum retention:

(a) Dispose of expunged records according to the directive of the court;

(b) Expungement orders, retain 10 years or according to the directive of the court;

(c) Sealed records, retain 10 years or according to the directive of the court.

(36) Fingerprint Cards - SEE ALSO Latent Fingerprint Cards in this section - Minimum retention:

(a) Homicides, retain 20 years;

(b) Felonies, retain 10 years;

(c) Misdemeanors, retain 5 years;

(d) Retain other cards until superseded or obsolete.

(37) Fire and Emergency Medical Services Maps - Minimum retention: Until superseded or obsolete.

(38) Fire and Security Alarm System Records - Minimum retention: Retain 2 years.

(39) Fire Investigation Records - Minimum retention:

(a) Records documenting fires involving loss of life, retain 75 years;

(b) Other records, retain 10 years.

(40) Incident Case File Indexes - Minimum retention: Until superseded or obsolete.

(41) Incident Case Files - Minimum retention:

(a) Cases involving crimes with no statute of limitations, retain 75 years after case closed;

(b) Protective custody files, retain until minor's age of majority or emancipation;

(c) All other cases, retain until statute of limitations expires.

(42) Informant Case Files - Minimum retention: Until superseded or obsolete.

(43) Inmate Accountability Records - Minimum retention: 1 year.

(44) Inmate Case File Indexes - Minimum retention: Until superseded or obsolete.

(45) Inmate Case Files - Minimum retention: 5 years.

(46) Inmate Meal Records - Minimum retention: 6 months.

(47) Inmate Medical Records - Minimum retention: 7 years.

(48) Inmate Telephone and Mail Logs - Minimum retention: 1 year.

(49) Impounded and Abandoned Vehicle Records - Minimum retention: Retain records not included in Incident Case File, 2 years after disposition of vehicle.

(50) Inspection and Occupancy Records - Minimum retention: Retain current and previous inspection reports or 10 years, whichever is longer.

(51) Internal Investigations Case Files - Minimum retention:

(a) Investigations resulting in termination, retain 10 years after employee separation;

(b) Investigations resulting in disciplinary action or exoneration, retain 3 years after resolution;

(c) Unfounded investigations, retain 3 years.

(52) Juvenile Offender/Victim Restitution Records - Minimum retention: 5 years after last action, or youth reaches age of majority, whichever is longer.

(53) Juvenile Temporary Custody Records - Minimum retention: 3 years.

(54) Latent Fingerprint Cards - SEE ALSO Fingerprint Cards in this section - Minimum retention:

(a) Cases involving crimes with no statute of limitations, retain 75 years after case closed;

(b) All other cases, retain 1 year after statute of limitations expires.

(55) Lost and Found Property Records - Minimum retention: 2 years after disposition.

(56) Maps, Police - Minimum retention: Until superseded or obsolete.

(57) Master 24 Hour Audio Tapes - Minimum retention: 7 months.

(58) Master Name Index Records - Minimum retention: Until superseded or obsolete.

(59) Master Street Address Guide (MSAG) Maintenance Forms - Minimum retention: 2 years.

(60) Mug Shots - Minimum retention:

(a) Retain homicides 20 years;

(b) Retain felonies 10 years;

(c) Retain misdemeanors 5 years.

(61) Neighborhood Dispute Resolution Records - Minimum retention:

(a) Case records, retain 5 years after last action;

(b) All other records, retain 2 years.

(62) Officer Notes - Minimum retention: 2 years.

(63) Officer Weapon Registration Records - Minimum retention: Until superseded or obsolete.

(64) Patrol Car Video Files - Minimum retention:

(a) Tapes used as evidence, retain until case reaches final disposition;

(b) Tapes used for internal investigations, retain until investigation ends;

(c) All other tapes, retain 30 days.

(65) Pawn Broker and Second Hand Dealer Reports - Minimum retention: 2 years.

(66) Peer Court Records - Minimum retention:

(a) Case records, retain 5 years after final disposition of case, or youth reaches age of majority, whichever is longer;

(b) Participant guidelines and instructions, retain until superseded or obsolete;

(c) All other records, retain 2 years.

(67) Photo Radar Records - Minimum retention:

(a) Photo Radar Logs, retain 3 years;

(b) Photo radar citations issued, retain 2 years;

(c) Photo radar citations not issued, retain 30 days.

(68) Polygraph Records - Minimum retention:

(a) Case involving crimes with no statute of limitations, retain 75 years after case closed;

(b) All other cases, retain 1 year after statute of limitations expires.

(69) Premise Information Records - Minimum retention: 2 years, or until renewed, superseded, or expired, whichever is sooner.

(70) Property and Evidence Control and Disposition Records - Minimum retention:

(a) Cases involving crimes with no statute of limitations, retain 75 years after case closed;

(b) All other cases, retain 1 year after statute of limitations expires.

(71) Property Registration Records - Minimum retention: Until registration is expired, superseded, or obsolete.

(72) State Fire Marshal Exemption Records - Minimum retention: 2 years after denial, revocation, or expiration of exemption.

(73) Teletype Messages - Minimum retention: Retain messages not warranting inclusion in Incident Case Files, or other record series 30 days.

(74) Towed Vehicle Records - Minimum retention: 1 year.

(75) Traffic and Other Citation Logs - Minimum retention: 1 year.

(76) Traffic and Other Citations - Minimum retention: 3 years.

(77) Traffic Violation Warning Records - Minimum retention: 1 year.

(78) Used Firearm Transfer Records - Minimum retention: 1 year.

(79) Youth Prevention and Intervention Records - Minimum retention:

(a) Until court ordered expunction (ORS 419A.262);

(b) If case is not expunged: 5 years after last action, or youth reaches age of majority, whichever is longer.

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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