Or. Admin. Code § 166-200-0235

Current through Register Vol. 64, No. 1, January 1, 2025

Section 166-200-0235 - Administrative

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(3) Index/Finding Aid Records - Minimum retention: Until superseded or obsolete.

(4) Mailing Lists - Minimum retention: Until superseded or obsolete.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(a) Routine, general informational publications retain until superseded or obsolete; 1 year;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(14) Registered Contractor Lists - Minimum retention: Until superseded or obsolete.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.

Or. Admin. Code § 166-200-0235

OSA 2-2014, f. & cert. ef. 8-7-14; OSA 1-2015, f. & cert. ef. 1/27/2015; OSA 8-2018, minor correction filed 11/28/2018, effective 11/28/2018; OSA 2-2019, amend filed 12/19/2019, effective 12/19/2019

Statutory/Other Authority: ORS 192 & 357

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