Oregon Administrative Rules
Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION
Division 200 - CITY GENERAL RECORDS RETENTION SCHEDULE
Section 166-200-0385 - Reporting

Universal Citation: OR Admin Rules 166-200-0385

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

Reporting documents the communication to the city council, mayor and citizens on activities undertaken by city employees in relation to their job.

(1) Activity Reports - Minimum retention: 2 years.

(2) Airport Activity Reports - Minimum retention:

(a) Retain annual reports permanently;

(b) All other reports, retain 2 years.

(3) Airport Self-Inspection Reports - Minimum retention:

(a) Reports documenting incidents, retain 2 years;

(b) Self-inspection reports, retain 1 year;

(c) Federal Aviation reports, retain 5 years;

(d) All other reports, retain 6 months.

(4) Annual Reports - Minimum retention: Permanent.

(5) Building Activity Reports - Minimum retention:

(a) Reports summarizing activities on an annual basis, retain permanently;

(b) All other reports, retain 2 years.

(6) Consumer Confidence Reports - Minimum retention: 5 years.

(7) Emergency Management Assistance Activity Reports - Minimum retention: 3 years after annual or final expenditure report submitted.

(8) Field Interrogation Reports - Minimum retention: 1 year.

(9) Fire and Emergency Medical Services (EMS) Activity Reports - Minimum retention:

(a) Reports summarizing activities on an annual basis, retain permanently;

(b) Other reports, retain 2 years.

(10) Fire Reports - Minimum retention: 10 years.

(11) Injury Reports, Public Use - Minimum retention:

(a) If claim filed, see Liability Claims Records in this section for retention;

(b) If no claim filed, retain 3 years.

(12) Law Enforcement Activity Reports - Minimum retention:

(a) Annual reports and monthly reports for years in which no annual report exists, retain permanently;

(b) Other reports, retain 2 years.

(13) Library Reports - Minimum retention: retain 2 years.

(14) Navigational Facilities Maintenance and Operation Reports - Minimum retention: 2 years after equipment permanently removed from service.

(15) Notice to Airmen (NOTAM) Reports - Minimum retention: 1 year after notice removed.

(16) Oregon State Library Annual Reports - Minimum retention: Permanent.

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

(18) Quality Assurance Reports - Minimum retention:

(a) Survey instruments, retain 2 years, or until summary report completed, whichever is sooner;

(b) All other records, retain 2 years.

(19) Secondary Contaminant Reports - Minimum retention: 10 years.

(20) Statistical Reports - Minimum retention:

(a) Data instruments used to compile statistics, retain until statistical report completed;

(b) Daily and weekly reports, retain until compiled into monthly reports;

(c) Monthly and quarterly reports, retain 1 year;

(d) Annual reports, retain 10 years.

(21) Urban Renewal Plans and Reports - Minimum retention: Permanent.

(22) Water Bacteriological Quality Analysis Reports - Minimum retention: 5 years.

(23) Water Chemical and Radiological Analysis Reports - Minimum retention: 10 years.

(24) Water Consumption Reports - Minimum retention:

(a) Annual reports, retain permanently;

(b) Information summarized in annual report, retain 1 year;

(c) Information not summarized in annual report, retain 10 years.

(25) Water Turbidity Reports - Minimum retention: 10 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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