Oregon Administrative Rules
Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION
Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE
Section 166-200-0380 - Recorder-General

Universal Citation: OR Admin Rules 166-200-0380

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

Recorder is responsible for the care and management of all city records. General documents the management and care of the city's public records.

(1) Annexation Records - Minimum retention: Permanent.

(2) City Charter - Minimum retention: Permanent.

(3) City Code - Minimum retention: Permanent.

(4) Deeds to City-Owned Land - Minimum retention:

(a) Record of sale or property transfer and legal property description, retain permanently;

(b) All other records, retain until property sold and any applicable audits have been completed.

(5) Easements - Minimum retention: Permanent.

(6) Index/Finding Aid Records - Minimum retention: Until superseded or obsolete.

(7) Filing System Records - Minimum retention: 5 years after superseded or abolished.

(8) Forms Development Records - Minimum retention: Until superseded or obsolete.

(9) Microfilm Quality Control Records - Minimum retention: Same as related microfilm.

(10) Oaths of Office - Minimum retention: 6 years after most recent oath expired.

(11) Orders - Minimum retention: Permanent

(12) Ordinances - Minimum retention: Permanent.

(13) Property Dedication Records - Minimum retention: Permanent.

(14) Property Vacation Records - Minimum retention: Permanent.

(15) Records Management Records - Minimum retention:

(a) Destruction records, retain 25 years;

(b) Index/Finding Aid Records - Until superseded or obsolete;

(c) Filing System Records - 5 years after superseded or abolished;

(d) Other records, retain 5 years after superseded or obsolete.

(16) Council Resolutions - Minimum retention: Permanent.

(17) Waivers of Remonstrance - Minimum retention:

(a) If waiver has an expiration date, retain 6 years after expiration date;

(b) If waiver carries no expiration date, retain 6 years after completion of project.

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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