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SECRETARY OF STATE, ARCHIVES DIVISION

DIVISION 150 COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE 166-150-0005 A !"#"$%&'%"() R)*+& $ NOTE, nclusion of a record series in this schedule does not re!uire the series to be created" f a record is created electronically, it can be retained in electronic format only as long as the retention #eriod is $$ years or less" %1& A*%"("%- '# R++! S*.) /0"#1 R)*+& $ Records documenting scheduling and reservations related to #ublic #artici#ation and use of various agency activities, events, classes and facilities" ncludes schedules, logs, lists, re!uests, and similar records" %'inimum retention( 1 year& %2& A*%"("%- R)2+&%$, G)#)&'0 )aily, *ee+ly, monthly, or similar re#orts documenting the activities of em#loyees" ,seful for com#iling annual re#orts, #lanning and budgeting, monitoring *or+ #rogress and other #ur#oses" ,sually trac+s ty#e of activity, em#loyees and-or volunteers involved, time s#ent on activity, *or+ com#leted, and related information in narrative or statistical form" %'inimum retention( 2 years& %.& A ()&%"$"#1 '# P&+!+%"+# R)*+& $ 3N+#-S%'%) F'"&4 /eries is used to #re#are and #roduce #romotional materials, and to document #romotions, advertising cam#aigns, mar+eting initiatives and #ublic relations efforts" Records may include event #rograms and schedules, #asses, ne*sletters, ne*s cli##ings, #aste0u#s, dra*ings, co#ies of ads, #hotogra#hs, slides, videota#es, sound recordings, story scri#ts, #osters, brochures, flyers, and corres#ondence" %'inimum retention( 2 years& %4& A##/'0 R)2+&%$ Re#orts documenting the #rogram or #rimary functional activities and accom#lishments of the office for the #revious year" These are often com#iled from monthly, !uarterly, or other subsidiary activity re#orts" ,sually includes statistics, narratives, gra#hs, diagrams, and similar information" %'inimum retention( 1ermanent& %5& A/ "% R)*+& $, I#%)&#'0 Records document the e2amination of the agency3s fiscal condition, internal control, and com#liance #olicies and #rocedures" Records may also document #erformance or other financially related audits by agency or contracted auditors" Records may include audit re#orts, su##orting documentation, comments, and corres#ondence" %'inimum retention( 10 years& %4& C'0)# '&$ '# S*.) /0"#1 R)*+& $ Records document #lanning, scheduling, and similar actions related to meetings, a##ointments, tri#s, visits and other activities" ncludes calendars, a##ointment boo+s, notes, tele#hone messages, diaries, and similar records, regardless of format" )e#ending on content, some tele#hone messages and similar records may merit inclusion in related #rogram or #ro5ect files" This a##lies to records that contain significant information that is not summari6ed or other*ise included in re#orts or similar documents" Calendar and Scheduling information recorded in a personal day planner or personal electronic device may be a public record under ORS Chapter 192.

%'inimum retention( 1 year& %7& C"%"5)# A6'& $ A*ards #resented by the agency to honor volunteers for civic contributions" 'ay include a*ard nominations, a*ard certificates, #resentation or ceremony records and #hotogra#hs, lists of #ast reci#ients, and related records" /ome records in this series may have historic value" For a##raisal assistance contact the Oregon /tate Archives" %'inimum retention( 4 years& %8& C+!!/#"*'%"+# L+1$ 9ogs document communications made or received through a variety of electronic devices, including but not limited to tele#hone, smart #hone, facsimile %fa2&, radio, com#uter0aided dis#atch, #ager, and telety#e, A:) are not other*ise s#ecified in this general records retention schedule %OAR 144 )ivision 150&" 9ogged information may include time, date and dis#osition of communication, name of caller, number called or received, and action ta+en" /;; A9/O <orres#ondence in this section" %'inimum retention( 1 year& %$& C+#%&'*%$, L)'$)$, '# A1&))!)#%$= )ocuments the duly e2ecuted and binding contractual agreements bet*een the agency and other #arties" 'ay include contracts, e2hibits, bid documents, change orders, #ro#osals, and significant related corres#ondence" Ty#es of contracts include #urchase of e!ui#ment and su##lies, interagency, #ersonal service, ca#ital construction %documenting building construction, alterations, or re#air&, grant funding, and others" nformation in contracts usually includes contract number, certificate of re!uired insurance, dates, terms, #arties involved, #eriod covered, and signatures" %'inimum retention( %a& <onstruction contract records( 10 years after substantial com#letion, as defined by OR/ 12"1.5%.& %b& <ollective bargaining con0tract records( 1ermanent %c& Other contracts, leases and agreements( 4 years after e2#iration& Caution: Agencies ho enter into contracts ith the federal government must ensure that their contracts and agreements meet federal re!uirements specified in the Code of "ederal Regulations. %10& C+&&)$2+# )#*) R)*+& $ that( 1" document communications created or received by an agency A:) 2" directly relate to an agency #rogram or agency administration A:) ." are not other*ise s#ecified in the <ounty and /#ecial )istrict >eneral Records Retention /chedule %OAR 1440150& or in OR/ 1$2"170" Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal a##rovals, directions for action, and information about contracts, #urchases, grants, #ersonnel and #articular #ro5ects or #rograms" % D"$2+$"%"+#, File *ith the associated #rogram or administrative records" Retentions for county and s#ecial district records are found in the <ounty and /#ecial )istrict >eneral Records Retention /chedule" <ommunications not meeting the above criteria do not need to be filed and may be retained as needed"& %11& F'7 R)2+&%$ Records document facsimile transactions of the agency" Re#orts may also be used for billing #ur#oses" nformation includes date and time fa2 transmitted or received and reci#ient-sender3s fa2 number" %'inimum retention( %a& Retain if used for billing( . years %b& Retain all other re#orts( 1 year& %12& I#%)&1+()&#!)#%'0 A1&))!)#%$= Agreements entered in0to by the agency *ith the state, school districts, service districts, cities, or other governmental units" Often refers to consolidating de#artments, 5ointly #roviding administrative officers, and sharing facilities or e!ui#ment" 'a5or agreements usually set funding res#onsibilities, fee a##ortionment, duration of agreement, rights to terminate agreement, and transfers of #ro#erty, #ersonnel, and em#loyment benefits" Also includes intergovernmental agreements for common services, e!ui#ment, maintenance, etc" %'inimum retention( %a& /ignificant and historic agreements( 1ermanent %b& Other agreements( 4 years after e2#iration& %1.& K)- '# K)-*'& R)*+& $= Records document the issuance of +eys and +eycards to staff to enable access to buildings and sites" Records may include but are not limited to +ey inventories, +ey issue forms, +ey re#lacement records, and +ey dis#osal records" 'inimum retention( %a& Retain access and entry logs . years %b& Retain other records 2 years after +ey is turned in&

%14& L)1"$0'%"() T&'*8"#1 R)*+& $ /eries used to monitor legislation that may have an im#act on an agency3s current o#erations or #olicies" Records include conce#t statements, #ro#osals, bill logs, fiscal-organi6ational im#act analysis #a#ers, co#ies of bills, testimony summaries, committee re#orts, agendas, and corres#ondence" %'inimum retention( 2 years& %15& L+99-"$% R)*+& $ Records document lobbyist and lobbyist em#loyer activities and are used to re#ort to these activities to the Oregon >overnment ;thics <ommission" Records may include but are not limited to e2#enditure re#orts, registration statements, termination records, guidelines, and corres#ondence" %'inimum retention( %a& Retain e2#enditure re#orts 4 years %b& Retain all other records 5 years after last activity& %14& M'"0"#1 L"$%$ 9ists com#iled to facilitate billing, community outreach, and other functions of the agency" nformation usually includes name of individual or grou#, address, name and title of contact #erson, #hone number, comments, and similar data" %'inimum retention( ,ntil su#erseded or obsolete& %17& M))%"#1 R)*+& $, G+()&#"#1 B+ -= Records documenting the #roceedings of any regularly scheduled, s#ecial, e2ecutive session, or emergency meeting of any governing body, as described in Oregon3s 1ublic 'eetings 9a* %OR/ 1$2"410 to 1$2"710&, that is under agency 5urisdiction" These ty#ically consist of boards, commissions, advisory councils, tas+ forces, and similar grou#s" Records may include minutes, agendas, e2hibits, resolutions, staff re#orts, inde2es, meeting #ac+ets, ta#e recordings, and related documentation and corres#ondence" /;; A9/O 'eeting Records, /taff and 'eeting Records, in this section and ?oard, <ommission, and <ommittee in the <ounty <ourt and <ommissioners Records section" %'inimum retention( %a& 'inutes, agendas, resolutions, inde2es, and e2hibits %not retained #ermanently else*here in county records&( 1ermanent %b& Retain e2ecutive session minutes( 10 years %c& Audio or visual recordings( 1 year after minutes #re#ared and a##roved %d& Other records and e2hibits not #ertinent to minutes( 5 years& %18& M))%"#1 R)*+& $, S%':: Records documenting meetings *ithin government *hich are not sub5ect to Oregon3s 1ublic 'eetings 9a* %OR/ 1$2"410 to 1$2"710&" These routine staff meetings deal *ith tas+s and actions *ithin e2isting #olicies and #rocedures" Records may include minutes, notes, re#orts, and related items" /ome records may merit inclusion in other record series *ith longer retention #eriods if the sub5ect matter of the meeting adds significant information to that series" %'inimum retention( 2 years& %1$& M"%"1'%"+# P&+1&'! R)*+& $= Records document the establishment and maintenance of the agency mitigation #rograms, #lans, and #rocedures" Records may include mitigation #lans and strategies, #olicies, #rocedures, seismic surveys and structural u#grade records of agency facilities, #ro5ect re#orts, ha6ard mitigation grant records, and related documentation, *hich may include ca#ital im#rovement records" /;; A9/O the ;mergency 'anagement section" %'inimum retention( %a& Ado#ted #lans( 1ermanent %b& Other records( for the life of the structure& %20& N)6$;P&)$$ R)0)'$)$ 1re#ared statements, announcements, ne*s conference transcri#ts, and similar records issued to the ne*s media" /ub5ects include the ado#tion of ne* #rograms, termination of old #rograms, #olicy shifts, changes in the status of elected officials or senior administrative #ersonnel, and others" Also may include ne*s releases announcing routine events or actions carried out *ithin the sco#e of e2isting #olicies" %'inimum retention( %a& 1olicy and historic ne*s-#ress releases( 1ermanent %b& Routine ne*s-#ress releases( 2 years& %21& N+%'&- P/90"* L+1 B++8$ Records documenting notarial transactions com#leted by a notary #ublic and em#loyed by a government agency" Agencies may retain logboo+s by agreement *ith the notary after their se#aration from em#loyment" Agencies retaining notary public log boo#s ithout notary agreements should consult their legal counsel and$or the Secretary of State% Corporation &ivision for retention instruction. %'inimum retention( 7 years after date of commission e2#iration&

%22& O&1'#"5'%"+#'0 R)*+& $ Records documenting the arrangement and administrative structure of an agency" ncludes charts, statements, studies, and similar records" 'ay also include studies to determine the merit and feasibility of reorgani6ation #lans, as *ell as other ma5or studies related to the administrative hierarchy" %'inimum retention( 2 years after su#erseded& %2.& P'$$2+&% T&'#$!"%%'0 R)*+& $ Records document the #rocessing of #ass#ort a##lications" 'ay include but is not limited to calendars, co#ies of transmittals sent to the ,nited /tates 1ass#ort Office" nformation includes daily and *ee+ly totals of #ass#orts #rocessed, a##licants3 names, amount #aid, and de#arture date" %'inimum retention( 1 year& %24& P)&!"% '# L"*)#$) R)*+& $, A1)#*--I$$/) < Records documenting agency revie*, bac+ground investigations, recommendations and other actions related to #ermits and licenses issued for various activities not s#ecified else*here in this general schedule" 1ermits may include but are not limited to those for ta2i cab drivers, dances, #arades, roc+et launching, second hand dealers, alarm system dealers, li!uor licenses, +ee#ing livestoc+, and solicitors" ,sually includes a##lications, bac+ground investigation re#orts, #ermits, licenses, and related records" % f a s#ecific #ermitting function is included in another records series under a #rogram or functional area such as #ublic *or+s or la* enforcement in this general schedule, the retention #eriod s#ecified in that #rogram or functional area su#ersedes the retention #eriod listed in this series"& %'inimum retention( %a& Retain fee #ermits of license records( . years after e2#iration, revocation, or denial %b& Retain free #ermits or license records( 2 years after e2#iration, revocation, or denial& %25& P0'##"#1 R)*+& $ /eries documents long0range #lans and the develo#ment of an agency3s mission statement and *or+ ob5ectives" Records include strategic #lans, mission statements, #reliminary drafts, *or+ notes, and related corres#ondence" %'inimum retention( %a& 'ission /tatements and #lans( 20 years %b& Other records( 5 years& %24& P+0"*- '# P&+*) /&) G/" )0"#)$ '# M'#/'0$ = @ritten instructions, rules, and guidelines in manual form documenting current and #ast authori6ed agency #olicies and #rocedures" ,sed for ne* em#loyee orientation and for ongoing reference" Also useful in establishing #ast #olicies or #rocedures in liability cases, #ersonnel dis#utes, and other instances" ncludes manuals documenting the #rocedures of de#artments *ith higher ris+ or e2#osure to liability such as #olice, fire, emergency medical services, #ublic *or+s, etc" This series also includes routine documentation and basic clerical instructional #rocedures covering such sub5ects as formatting letters, data entry, tele#hone eti!uette, and others" nformation often includes #olicy and #rocedure numbers, revision dates, sub5ect identification, narrative descri#tion, authori6ation information, and effective date" The minimum retention #eriods refer only to agency0generated manuals" 'anuals from other sources should be retained as needed or as mandated by a s#ecific regulating body %federal or state agency, etc"&, usually until su#erseded or obsolete" /;; A9/O 1olicy /tatements and )irectivesA and <orres#ondence, 1olicy and Bistorical in this section" /;; A9/O Technical 'anuals, /#ecifications, and @arranties in the 1ublic @or+s0O#erations and 'aintenance section for #ublished technical manuals and related materials" %'inimum retention( %a& Routine clerical manuals( 2 years after su#erseded or obsolete %b& 'anuals relating to s#ecific construction and-or engineering #ro5ects( 10 years after substantial com#letion, as defined by OR/ 12"1.5%.& %c& One co#y of all other manuals( 1ermanent& %27& P+0"*- S%'%)!)#%$ '# D"&)*%"()$ = /eries documents revie*, assessment, develo#ment, and authori6ation of an agency3s formal #olicies and #rocedures that have been a##roved by a governing body" Records may include authori6ing bulletins and advisories, mission and goal statements, manuals, and final #olicy statements and directives" nformation often includes #olicy and #rocedure numbers, revision dates, sub5ect identification, narrative descri#tion, authori6ation information, and effective date" /;; A9/O 1olicy and 1rocedure >uidelines and 'anuals in this section" %'inimum retention( 20 years after su#erseded or obsolete&

%28& P+0-1&'2. E7'!"#)&$ L"*)#$"#1 R)*+& $ )ocuments statutory re!uirement that each #olygra#h e2aminer shall register *ith the <ounty <ler+ and that the <ler+ shall maintain a list of e2aminers" ncludes name of e2aminer and business address" %'inimum retention( 40 years& %2$& P+$%'0 R)*+& $ Records documenting transactions *ith the ,"/" 1ostal /ervice and #rivate carriers" ncludes #ostage meter records, recei#ts for registered and certified mail, insured mail, s#ecial delivery recei#ts and forms, loss re#orts, and related items" %'inimum retention( . years& %.0& P&+:)$$"+#'0 M)!9)&$."2 R)*+& $ Records documenting institutional or agency0#aid individual membershi#s and activities in #rofessional organi6ations" %'inimum retention( . years& %.1& P&+1&'! A**&) "%'%"+# R)*+& $ Records document the evaluation, certification, and accreditation of an agency #rogram by a nationally or regionally recogni6ed accrediting organi6ation A:) are not other*ise s#ecified in this general records retention schedule %OAR 144 )ivision 150&" Records may include but are not limited to self0evaluation re#ortsA re#orts sent to accrediting organi6ationA statistical dataA evaluation re#ortsA final accreditation re#orts and certificationsA and related documentation and corres#ondence" /ome records in this series may have historic value" /;; A9/O 1rofessional 'embershi# Records in this section" %'inimum retention( Retain current and one #revious accreditation cycle, destroy& %.2& P/90"* N+%"*) R)*+& $= Records documenting com#liance *ith la*s re!uiring #ublic notice of government activities" /ub5ects include assessments, elections, land use changes, #ublic meetings and hearings, sale of #ro#erty, and others" Records include #ublic or legal notices, certificates, affidavits of #ublication, and similar documents" /;; A9/O <om#etitive ?id Records in the Financial section for #ublic notices related to bid o#enings and a*ards" %'inimum retention( . years& %..& P/90"*'%"+#$ 1ublished records #roduced by or for the agency or any of its de#artments or #rograms and made available to the #ublic" ncludes ne*sletters, #am#hlets, brochures, leaflets, re#orts, studies, #ro#osals, and similar #ublished records" )oes not include #ublications received from federal, state, #rivate, or other sources 00 these #ublications and e2tra co#ies of agency0#roduced #ublications should be retained as needed" %'inimum retention( %a& 1olicy and historic #ublications( 1ermanent %b& All others( ,ntil su#erseded or obsolete& %.4& R)2+&%$ '# S%/ ")$ Records document s#ecial re#orts or studies conducted on non0fiscal as#ects of an agency3s #rograms, services, or #ro5ects, com#iled by agency #ersonnel, or by consultants under contract that are not noted else*here in this schedule" ncludes final re#ort distributed either internally or to other entities and the *or+ #a#ers used to com#ile the re#ort or study" %'inimum retention( 5 years& %.5& R)=/)$%$ '# C+!20'"#%$ Records documenting com#laints or re!uests concerning a variety of agency res#onsibilities not s#ecified else*here in this general schedule" nformation often includes name, #hone number, and address of #erson ma+ing re!uest or com#laint, narration of re!uest or com#laint, name of #erson res#onding to re!uest or com#laint, dates of related activities, and other data" '(f a specific re!uest or complaint is listed in another records series under a functional area such as la enforcement in this general schedule% the retention period specified in that functional area supersedes the retention period listed in this series.) /;; A9/O <orres#ondence, >eneral in this section for routine re!uests for information or #ublications and 9iability <laims Records in the Ris+ 'anagement section" %'inimum retention( 2 years after last action& %.4& R)$+0/%"+#$= Formal statements of decisions or e2#ressions of o#inions ado#ted by the agency" nformation includes date, number, and te2t" /;; A9/O 'eeting Records, >overning ?ody in the <ounty <ourt and <ounty <ommissioners Records section" %'inimum retention( 1ermanent& %.7& R+/%"#1 '# >+9 C+#%&+0 R)*+& $ Records used to control the routine flo* of documents and

other items and actions in and bet*een offices in the agency" ncludes routing sli#s, 5ob control records, status cards, recei#ts for records charged0out, batch sli#s, and similar records" %'inimum retention( 1 year& %.8& S)*/&"%- R)*+& $= /eries documents security #rovided for agency buildings and grounds" Records include surveillance records, security logs, sign0in sheets, security re#orts, incident re#orts, and related records" /;; A9/O Fire and /ecurity Alarm /ystem Records in the Fire and ;mergency 'edical /ervices sectionA <om#uter /ystem /ecurity Records in the nformation and Records 'anagement sectionA or Alarm Records and /urveillance Ta#es in the 9a* ;nforcement section" %'inimum retention( 2 years& %.$& S)!"#'& '# C+#:)&)#*) R)*+& $, A1)#*--S2+#$+&) Records documenting the design and im#lementation of agency s#onsored seminars, conferences, *or+sho#s, conventions, and similar gatherings" Often includes class descri#tions, instructional materials, course outlines, enrollment and attendance records, re#orts, s#eeches, #lanning documentation, and related records" For records documenting registration billings and related fiscal actions, see the Financial Records section" %'inimum retention( %a& /ignificant #rogram records( 5 years %b& <lass enrollment and attendance records( 2 years %c& Other records( 1 year& %40& S)!"#'& '# C+#:)&)#*) R)*+& $, N+#-A1)#*- S2+#$+&) Records documenting activities of seminars, conferences, *or+sho#s, conventions, and similar gatherings not s#onsored by the agency but attended by agency officials or #ersonnel" 'ay include staff re#orts, instructional materials, recommendations, related corres#ondence and memoranda, and similar records" %'inimum retention( 2 years& %41& S2)*"'0 D"$%&"*% C.'&%)&$= <onstitution, byla*s, and all amendments to agency charters a##roved by voters or the /tate 9egislature" >enerally includes original charter, amendments, and related significant records" %'inimum retention( 1ermanent& %42& S2)*"'0 D"$%&"*% C+ )$= <odified ordinances #assed by a s#ecial district" 1rovides reference to all la*s for both information and enforcement" nformation may include ordinance numbers, amending ordinance numbers, code numbers, and te2t" %'inimum retention( 1ermanent& %4.& S2)*"'0 D"$%&"*% O& "#'#*)$= 9egislative action of a s#ecial district to regulate, re!uire, #rohibit, govern, control, or su#ervise any activity, business, conduct, or condition authori6ed by Oregon Revised /tatutes" Ordinances ty#ically include a title, #reamble, ordaining clause, sub5ect clause, #enalty for violation %*hen a##licable&, effective date, authori6ing signature and seal" 'ay also include inde2es calendars, and documentation #resented to su##ort action" %'inimum retention( 1ermanent& %44& S2)*"'0 E()#% '# C)0)9&'%"+# R)*+& $ Records documenting agency0s#onsored celebrations of s#ecial and historic occasions such as centennials, #ioneer days, and similar events" 1rovides a record of #lanning and #romotional efforts, #ublic attendance and res#onse, ma5or s#eeches and dedications, and other significant as#ects of the celebration" These significant records may include studies, #ublications, #hotogra#hs, attendance summaries, final re#orts, and other significant documents" This series also includes routine documentation related to im#lementing the #romotion and organi6ation of the event" These often include lists, rosters, corres#ondence, memoranda, volunteer information, and related records" Records may also include scra#boo+s, but does not include ne*s cli##ings" :e*s cli##ings are not #ublic records and may be discarded" %'inimum retention( %a& Records documenting significant as#ects of the event( 1ermanent %b& Other records( 2 years after event& %45& S/&()-$, P+00$, '# Q/)$%"+##'"&)$ Records documenting the measurement of #ublic o#inion by or for the agency related to various issues, actions, and concerns" 'ay include surveys, #olls, !uestionnaires, summaries, abstracts and significant related records" ;2am#les of summaries include

studies *hich incor#orate the significant results of #ublic o#inion surveys, abstracts of !uestionnaires designed to determine the s+ills and interests of citi6ens volunteering for agency service, and other records *hich distill survey data into summary form" %'inimum retention( %a& /ummary re#orts and abstracts( . years %b& Other records( ,ntil summary re#ort is com#leted or . years, *hichever is sooner& %44& V"$"%+& L+1$ Records document visitors to county buildings" Records name include visitors3 names, visitor badges issued, and entrance and e2it times" %'inimum retention( 1 year& %47& ?+&8 O& )&$ Records documenting re!uests and authori6ations, according to e2isting contracts or agreements, for needed services and re#airs to agency #ro#erty and e!ui#ment" 'ay include co#y center *or+ orders, #rinting orders, tele#hone service and installation re!uests, re#air authori6ations, and similar records" %'inimum retention( %a& Retain *or+ com#leted by county #ersonnel( 1 year %b& Retain *or+ com#leted by outside vendors( . years& %48& ?+&8 S*.) /0)$ '# A$$"1#!)#%$ Records documenting the scheduling and assigning of shifts, tas+s, #ro5ects, or other *or+ to agency em#loyees" ,seful for budget and #ersonnel #lanning and revie*, assessing em#loyee *or+ #erformance, and other #ur#oses" 'ay include calendars, schedules, lists, charts, rosters, and related records" %'inimum retention( 5 years& %4$& Y)'& @000 3Y@K4 P0'##"#1 R)*+& $ Records document the #lanning and develo#ment of agency C2D contingency #lans" Records may include but are not limited to meeting minutes, corres#ondence, draft #lans, *or+ notes, #lan test results, and final #lan" nformation includes ty#e of systems vulnerable to C2D, level of #riority, and #arty res#onsible for system solution or troubleshooting" %'inimum retention( )estroy& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005F1$2"170 E .57"805F.57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004A O/A 202005, f" E cert" ef" 5010005A O/A .02012, f" E cert" ef" 1002$012 166-150-0010 A"&2+&% %1& A*%"("%- R)2+&%$, A"&2+&% Records documenting various indicators of activity associ0ated *ith the agency air#ort" /ub5ects may include arrivals and de#artures, ty#e of aircraft served, number of #assengers, amount of cargo, amount of fuel use, activities of related o#erations such as restaurants, gift sho#s, and car rental outlets, as *ell as others" %'inimum retention( %a& Annual re#orts( 1ermanent %b& Other re#orts( 2 years& %2& A"&2+&% C)&%":"*'%"+# R)*+& $ Records documenting certifications, licenses, or #ermits from the Federal Aviation Administration %FAA& or other federal or state agencies" ncludes any documentation bearing directly on the a##lication for issuance or rene*al" Federal Aviation Administration related records include agency #re#ared air#ort certification manuals for air#orts servicing aircraft *ith seating ca#acities of more than .0 #assengers, as *ell as air#ort certification s#ecifications for GlimitedG air#orts" 'anuals include #rocedures for the maintenance of #aved and un#aved areas, lighting systems, and traffic and *ind direction indicators" They also include #rocedures for selfins#ection, rescue and fire fighting, and the control of ha6ardous substances and ground vehicles, as *ell as #lans for sno* and ice control, emergencies, *ildlife ha6ard management, and others" %'inimum retention( %a& <ertification manuals or s#ecifications( 1ermanent %b& Other records( 2 years after e2#iration& %.& A"&2+&% S)*/&"%- P&+1&'! R)*+& $ Records documenting the agency air#ort3s ob5ectives, methods, and #rocedures designed to #revent or reduce illegal activities or interference *ith civil

aviation" 1rogram contents include a descri#tion of the air#ort, master security #lan, #lanned im#rovements, #rocedures in case of hi5ac+ings or bomb threats, security gate information, air#ort statistics, and related sub5ects" %'inimum retention( %a& 1rogram records described in 14 <FR 107".( 1ermanent %b& Other records( 2 years after su#erseded or obsolete& %4& A"&2+&% S)0:-I#$2)*%"+# R)2+&%$ Re#orts and related records documenting Federal Aviation Administration %FAA& mandated ins#ections by air#ort staff to assure safe conditions" These generally are #erformed daily or more fre!uently if unusual conditions caused by construction, *eather, or any accident or incident are #resent" ns#ections include run*ay, ram#, and ta2i*ay conditions, fire and reserve facilities, bird ha6ards, *ind indicating devices, standby #o*er system, and lighting" %'inimum retention( %a& Re#orts documenting incidents( 2 years %b& Other re#orts( 4 months& %5& C"("0 A("'%"+# R)1"$%)& /eries documents civil air#lane registrations as listed by the Federal Aviation Administration" The register is u#dated on a monthly basis and is used for reference" nformation includes descri#tion of aircraft including ma+e, model, si6e, and *eight" Also includes name and address of registrant" %'inimum retention( ,ntil su#erseded or obsolete& %4& C+!20'"#% R)*+& $, A"&2+&% Records documenting com#laints or re!uests related to noise or other as#ects of air#ort o#erations" nformation often includes name, #hone number, and address of #erson ma+ing com#laint, name of #erson receiving and-or res#onding to com#laint, descri#tion of com#laint, resolution %if any&, and other data" %'inimum retention( 2 years after last action& %7& L'6 E#:+&*)!)#% A*%"+# R)*+& $ Records documenting various ty#es of security actions ta+en by the air#ort as described in 14 <FR 107"2.%b&" ;2am#les include documents sho*ing the number and ty#e of firearms, e2#losives, and incendiaries discovered during any #assenger screening #rocess, and the method of detection of eachA the number of acts and attem#ted acts of #iracyA the number of bomb threats received, real and simulated bombs found, and actual bombings on the air#ortA as *ell as the number of detentions and arrests, and the immediate dis#osition of each #erson detained or arrested" %'inimum retention( 2 years& %8& M'2$, A("'%"+# /eries #rovides visual cartogra#hic documentation that aids in air#ort functioning" ,sed for reference in the #lanning #rocess" <ontains ma#s, #lats, charts, field notes, terrain s+etches, and related records" Ty#es of ma#s include to#ological ma#s of roads, ditches, fences, and subterranean #i#es and tan+s" Also includes 6oning and noise contour ma#s" %'inimum retention( ,ntil su#erseded or obsolete& %$& N'("1'%"+#'0 F'*"0"%")$ M'"#%)#'#*) '# O2)&'%"+# R)2+&%$ Records documenting the maintenance and o#eration of various ty#es of air#ort navigational e!ui#ment" ;2am#les include nondirectional radio beacon facilities, instrument landing system facilities, sim#lified directional facility, distance measuring e!ui#ment, HBF mar+er beacons, interim standard micro*ave landing system, micro*ave landing system, and others" ncludes meter readings and ad5ustment records, facility maintenance logs, radio e!ui#ment o#eration records, technical #erformance records, and other documents" /ee a##licable record series in the 1ublic @or+s, O#erations and 'aintenance section for records not related to navigational facilities" %'inimum retention( 2 years after e!ui#ment #ermanently removed from service& %10& N+"$) C+!2'%"9"0"%- P&+1&'! R)*+& $ Records documenting agency develo#ment of a noise com#atibility #rogram to moderate the im#act of noise in areas surrounding the air#ort" ncludes studies, re#orts, noise e2#osure and other ma#s, hearing records, #ublic statements, and related documents" 1rogram information includes a descri#tion and analysis of alternate measures, #rogram measures to reduce or eliminate noncom#atible land uses, a descri#tion of #ublic #artici#ation, actual and antici#ated effect of the #rogram, and other summaries and descri#tions" %'inimum retention( %a& 1rogram records described in 14 <FR 150"2.%e&( 1ermanent %b& Other records( 5 years after #rogram

a##roved& %11& N+%"*) T+ A"&!)# 3NOTAM4 R)2+&%$ Re#orts the notification of air carriers as to changes in air#ort conditions" /ub5ects include construction, maintenance, surface irregularities, sno*, ice, *ater, light malfunctions, unresolved *ildlife ha6ards, and others" ncludes :otice to Airmen %:OTA'& forms" nformation includes date and time of issue, message from air#ort manager, and distribution data" %'inimum retention( 1 year after notice e2#ired& /tat" Auth"( OR/ 1$2 E OR/ .57 /tats" m#lemented( OR/ 1$2"005 0 1$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0015 A$$)$$!)#% '# T'7'%"+# R)*+& $ %1& A "%"+#'0 T'7 D/) '# V'0/'%"+# N+%"*)$ ,sed to notify #ro#erty o*ners of dis!ualification of s#ecially assessed #ro#erty or errors made in the valuation #rocess" Ty#es of dis!ualifications include farm, forest, historical, residential or commercial 6one, and others" Ty#es of valuation changes include omitted #ro#erty, clerical error, and others" Records notifying #ro#erty o*ners of ad5udicated notices may include name, address, value, ta2 assessed, ta2 year, and reason for dis!ualification or change" %'inimum retention( . years after entered on ta2 roll& %2& A##/'0 T'7 C)&%":"*'%"+# R)*+& $ Record of certified levies to be collected for each ta2ing district *hich *as #laced on the ta2 roll and is filed *ith the <ounty <ler+" /ummari6es ta2es levied by #ro#erty ty#e and levy ty#e" 'ay include the follo*ing information by district( levies, value, offsets, ta2 rates, ta2 losses, add ta2es, and #ercentage of distribution" %'inimum retention( 4 years& %.& A22&'"$'0 R)*+& $ Record of land and building a##raisals including all elements used to determine the value of the #ro#erty" 'ay include #ro#erty identification number and legal descri#tion, o*ner name and address, diagram cards, a##raisal activity log, current value, remar+s, sales and building #ermit history, roll value history, s+etch notes, a##eal history, construction detail, im#rovement valuation, land valuation, and s#ecial use valuation" Also may include records documenting valuation by year" %'inimum retention( 12 years& %4& A$$)$$!)#% '# T'7 R+00 Official record of assessments, ta2 levied, and changes to the ta2 roll on all #ro#erties" 'ay include name, address, assessed value, real mar+et value, ta2es levied, legal descri#tion, sites address, code area, #ro#erty class, and any changes made since #revious ta2 roll" 'ay also include additional ta2 rolls #reviously maintained for deferred homesteads, yield ta2, reforestation, additional ta2 on timber, and others" %'inimum retention( %a& Cears through 1$05( 1ermanent %b& Fiscal Cears ending in 0 and 5 after 1$05( 1ermanent %c& Fiscal Cears 1$04 and later %e2ce#t years ending in 0 and 5&( 50 years& %5& A$$)$$!)#% A22)'0 R)*+& $ :otification to the Assessor that a #ro#erty o*ner disagrees *ith the assessed value of the #ro#erty" 'ay include ?oard of 1ro#erty Ta2 A##eals, )e#artment of Revenue, or ta2 magistrate #etitions and orders" 'ay also include corres#ondence relating to the a##eal" Original #etition, evidence, and order are filed *ith the <ounty <ler+ or the )e#artment of Revenue" %'inimum retention( 2 years& %4& A$$)$$!)#% R+00$ <om#ilation of real and #ersonal #ro#erty values as established by 'ay 1 of each calendar year" ,sed to generate ta2es in the follo*ing ta2 year" These records *ere created #rior to the legislative change combining the assessment and ta2 rolls" 'ay include name, address, location, account numbers, legal descri#tion, and valuation" %'inimum retention( f Ta2 Rolls do not e2ist for the belo*0s#ecified time #eriods, or if the ta2 and a##raisal function is documented in one record for a

#articular time #eriod, use the follo*ing( %a& Cears through 1$05( 1ermanent %b& Fiscal Cears ending in 0 and 5 after 1$05( 1ermanent %c& Fiscal Cears 1$04 and later %e2ce#t years ending in 0 and 5&( 50 years %d& f se#arate Ta2 Rolls e2ist for the above s#ecified time #eriods( 4 years& %7& A$$)$$+&'$ M'2$ <artogra#hic records #roduced and maintained by the Assessor outlining the boundaries of each land #arcel sub5ect to se#arate assessment *ithin the county, *ith the #arcel3s ta2 lot or account number sho*n on the #arcel" 'ay include code area boundaries and the assigned code area numbers" %'inimum retention( Retain until su#erseded or obsolete& %8& B'#8&/2%*- R)*+& $ 'onitors the actions of ,"/" ?an+ru#tcy <ourts as it #ertains to the assessing and collecting of #ro#erty ta2es" 'ay include notification from the court, re!uest for relief of automatic stay, reorgani6ation and #ayment #lans, discharges, and related corres#ondence" %'inimum retention( 2 years after case closed& %$& D)2'&%!)#% +: M+%+& V)."*0)$ F+&! 11A ,sed to certify that ta2es have been #aid on manufactured structures so that they can be moved, sold, or dismantled" nformation may include o*ner name and address, #ro#erty location, a##raised value, ta2es due and ta2es #aid" This #rogram moved to )e#artment of ?usiness and <onsumer /ervices ?uilding <odes )ivision in 'ay 2005 *hich issues tri# #ermits in lieu of )'H Form 11.3s" %'inimum retention( %a& Ta2 <ollector information( 1 year %b& Assessor information( 9ife of the structure& %10& D"$=/'0":") T'7 P'-!)#%$ ,sed to document the collection of ta2es for #ro#erties that have been dis!ualified as having a s#ecial assessment" nformation may include #ro#erty o*ner name and address, ta2 year, mar+et or non s#ecial assessment value, farm use value, ta2 rate, number of years for rate, total additional ta2 #er year, total ta2 due, reason for dis!ualification, and dis!ualification value" %'inimum retention( 7 years& %11& E7)!2%"+# C0'"!$ A##lications by *ar veterans or veteran3s *ido*s and !ualifying e2em#t organi6ations for total or #artial #ro#erty ta2 e2em#tion" 'ay include a##lications, marriage licenses, death certificates, military service discharge records, by0la*s, rental agreements, and other records" %'inimum retention( 2 years after su#erseded or e2em#tion dis!ualified& %12& F+&)*0+$/&) R)*+& $ )ocuments the actions of the Ta2 <ollector during foreclosure and redem#tion of real #ro#erty" 'ay include declarations of delin!uency, notifications to #ro#erty o*ner and lien holders, official #ublication lists, a##lications for final 5udgment and decree, final 5udgment and decree, record of lien holders, redem#tion certificates, deeds of foreclosed #ro#erty, and related corres#ondence" %'inimum retention( 4 years after #ro#erty deeded to county or redeemed by recorded interest holder& %1.& H+!)+6#)&'$ P&+2)&%- T'7 R)0"): R)*+& $ A##lications for #ro#erty ta2 reduction based on legislatively mandated amounts distributed through the )e#artment of Revenue" 'ay include a##lications, ad5ustment, fund transfer, denial, and dis!ualification records" %'inimum retention( 2 years& %14& >+/&#'0 V+/*.)&$-R+00 C.'#1)$ Assessor3s co#y of re!uest to Ta2 <ollector to change or correct the ta2 roll in counties *here se#arate records are maintained" 'ay indicate value, ta2 code, e2em#tions and other changes" 'ay include vouchers, o#inion and order from )e#artment of Revenue, ?oard of 1ro#erty Ta2 A##eals orders, and ta2 court and su#reme court orders" %'inimum retention( 4 years, or until real #ro#erty ta2 rolls of the year affected by the voucher have been foreclosed and the foreclosed #ro#erty deeded to the agency& %15& P'&%"%"+# P0'%$ '# S/9 "("$"+# P0'%$ ,sed to document that ta2es have been #aid on #ro#erties #rior to the #artition-subdivision develo#ment" nformation may include #arcel descri#tion, name of #artition or subdivision, ta2 lot information, number of #arcels and acres, and amount of ta2es #aid"

%'inimum retention( 2 years& %14& P)&$+#'0 P&+2)&%- D)0"#=/)#% T'7 R)*+& $ :otification by individual corres#ondence or official #ublication to #ro#erty o*ner of intent to issue a 5udgment lien on #ersonal #ro#erty for non0#ayment of ta2es" Also used to record or release lien against o*ner of #ro#erty on ta2 roll" 9ien is recorded and retained by the <ounty <ler+" ncludes o*ner name, ty#e of #ersonal #ro#erty, account number, years and amounts delin!uent, and authori6ing signature" %'inimum retention( 2 years after the associated liens are issued& %17& P)&$+#'0 P&+2)&%- R)%/&#$ )ocuments the value all business machinery and e!ui#ment *ithin the county to determine the valuation of #ersonal #ro#erty for ta2ing #ur#oses" 'ay include name of ta2#ayer-business, address, location, signatures, and #urchase #rice and date #urchased of business machinery" %'inimum retention( 4 years& %18& R'%"+ S%/ ")$ ,sed to u#date a##raisal values bet*een rea##raisals of #ro#erty" 'ay include sales data cards, sales verifications, sales ratio re#ort, and su##orting documents" nformation on re#ort may include #ro#erty sales by neighborhood or rea##raisal areas, ratio of sales to #ro#erty values, #revious study statistics, and individual sales listings" %'inimum retention( 4 years& %1$& R):/# R)*+& $ ,sed to record the over#ayment of ta2es and then to document that notification *as to over #ayers re!uesting information on *ho the refund should be issued to" nformation may include account name and number, #ro#erty location, ta2 lot number, amount of overage, cause of overage, and deadline for res#onse" %'inimum retention( 4 years& %20& R)()#/) 3D)2'&%!)#% +:4 R)2+&%$ Re#orts sent to the )e#artment of Revenue summari6ing information #laced on the ta2 roll and #roviding detail of e2#enditures su##orting reimbursement for o#erational e2#enses" Re#orts may include /ummary of Assessments and 9evies %/A9& Re#ort, 1ro#erty Ta2 1rogram >rant )ocument )etail Re#ort, and Ta2 <ollection Cear0;nd Re#ort" %'inimum retention( 4 years& %21& S)#"+& '# D"$'90) C"%"5)#$ T'7 D):)&&'0 A220"*'%"+#$ A##lications by senior citi6ens to defer #ro#erty ta2es or s#ecial assessments" )is!ualification occurs *ith death of a##licant, #ro#erty sale, or e2ceeding income limit" Ta2es are #aid by the state *ith lien attached to #ro#erty" A##lications may include name, address, location, account number, legal descri#tion, deed references, and authori6ing signatures" This series may also include a##lications for delay of foreclosure" %'inimum retention( 2 years after dis!ualified or lien satisfied& %22& S2)*"'0 V'0/'%"+# A220"*'%"+#$ Re!uests for s#ecial assessment of #ro#erties on the basis of s#ecial use" ,ses include forest land, farmland, historic #ro#erties, enter#rise 6ones, and single family residence in commercial 6ones" A##lications and *or+sheets may include name, address, account number, number of acres in use, farm income documentation, historic designation, year assessed, and real mar+et value %R'H& of #ro#erty" %'inimum retention( 4 years after dis!ualified& %2.& T'7 C+00)*%"+# '# D"$%&"9/%"+# R)*+& $ Records summary of ta2es collected and distributed" 'ay include date of collection and distribution, amount distributed, #ercentage of collection and distribution, year of ta2, and ad5ustments" %'inimum retention( %a& 1ercentage )istribution /chedule( 25 years %b& All other records( . years& %24& T'7 L+% C'& $ Records contain official descri#tions of real #ro#erty and are used to trac+ land o*nershi# and lot si6e and also may serve as a deed reference" Records include ta2 lot numberA the location of the land in reference to to*nshi#, range, and sectionA and a descri#tion and record of changes to the #ro#erty, acreage, and land o*ner" %'inimum retention( 1ermanent& %25& T'7 P'-!)#% R)*+& $ Records individual #ayments made by ta2#ayers on an account" 'ay

include county name, fiscal year for *hich ta2es entered, address, code area, date #aid, amount, and #ro#erty for *hich ta2es #aid" %'inimum retention( 7 years& %24& T'7 S%'%)!)#% R)=/)$%$ Authori6ation for lender to #ay #ro#erty ta2es on individual #ro#erties" 1rovides lender information on assessed values and levied ta2es on individual #ro#erties" 'ay include account number, lender name and loan number" %'inimum retention( 2 years& %27& T'7 T/&#+()& R)*+& $ )ocuments amounts #aid to each ta2ing district based on the Ta2 <ollection and )istribution schedule calculated by the Ta2 <ollector" ncludes date of distribution, district name, and amount distributed" 'ay also include #ercentage of collection and distribution, year of ta2, and ad5ustments" %'inimum retention( 4 years& %28& T'7"#1 D"$%&"*% R)*+& $ :otification to the Assessor from city, fire, school, and other s#ecial districts to levy ta2es" ncludes records received from districts such as notifications to levy ta2es, categori6ations of levies, resolutions from governing body to levy ta2es, detail budgets, and #ublic notices" Also may include ta2 rate com#utation sheets and other records used or created by the Assessor in calculating the ta2 rates" %'inimum retention( %a& :otice of 1ro#erty Ta2 9evy and <ertification of <ategori6ation( 4 years %b& All other records( 2 years& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 0 1$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004A O/A .02004, f" E cert" ef" 80.0004 166-150-00@0 B/"0 "#1 %1& B/"0 "#1 A*%"("%- R)*+& $ Re#orts or statistical com#ilations trac+ing building activity on a monthly and annual basis" ,sed to #lan budgets and staffing, as *ell as to monitor gro*th and chart building trends" ,sually trac+s number of #ermits issued, ty#e of activity, value of #ro5ects, fees collected, and related information" 'ay consist of re#orts com#iled for the ,"/" ?ureau of the <ensus" %'inimum retention( %a& Retain re#orts summari6ing activities on an annual basis( 1ermanently %b& Retain other re#orts( 2 years& %2& B/"0 "#1 B+'& +: A22)'0$ R)*+& $ Records of a##eals to decisions made by the agency staff regarding alternate building materials or methods of construction" The board inter#rets building code and re!uirements" Often includes staff re#orts, a##lications to a##eal, minutes, e2hibits, and related significant corres#ondence and memoranda" %'inimum retention( %a& Retain minutes, agendas, resolutions, inde2es, and e2hibits %not retained #ermanently else*here in county records&( 1ermanently %b& Retain audio or visual recordings( 1 year after minutes #re#ared and a##roved %c& Retain other records and e2hibits not #ertinent to minutes( 5 years& %.& B/"0 "#1 C+ ) V"+0'%"+# R)*+& $ ?uilding de#artment documentation related to violations of building, electrical, sign, heating, #lumbing, and related codes" 'ay include notices of infractions, summons, com#laints, com#liance agreements, log boo+s, com#liance information, and related significant corres#ondence and memoranda" %'inimum retention( 10 years after last action& %4& B/"0 "#1 I#$2)*%"+# R)*+& $ Records documenting on0site visits by ins#ectors" ,sually includes comments noted as construction #rogresses" %'inimum retention( %a& Final ins#ections( For the life of the structure %b& All other ins#ections( 2 years& %5& B/"0 "#1 P)&!"% A220"*'%"+#$ A##lications from #ro#erty o*ners to erect ne* structures, including signs, or ma+e structural modifications to e2isting ones" nformation usually includes name, address, #hone number, and signature of a##licant, #ermit number, ty#e and location of building, name of builder or contractor, legal descri#tion, descri#tion of *or+, and value of construction" %'inimum

retention( %a& f #ermit issued( 2 years %b& f no #ermit issued( 180 days& %4& B/"0 "#1 P)&!"%$ 1ermits granted to #ro#erty o*ners to erect ne* structures, including signs, or ma+e structural to e2isting ones" /erves as official authori6ation for construction including installation of #lumbing, electrical, and mechanical e!ui#ment and other related *or+" %'inimum retention( %a& Retain #ermits for com#leted structures( for the life of the structure %b& Retain demolition #ermits( 10 years after demolition %c& Retain other #ermits( 2 years after revo+ed or e2#ired& %7& B/"0 "#1 P0'#$, N+#&)$" )#%"'0 B0/)2&"#%$ and s#ecifications submitted by building contractors or o*ners a##lying for a #ermit to build commercial, industrial, or a#artment structures" ,sed for enforcement of building codes and reference for later modifications" ncludes s#ecifications of ty#e, grade, and brand, of materials used, as *ell as details related to tem#orary facilities, security, 5ob cleanu#, deadlines, and other conditions" Often includes change orders or #lan modifications submitted after #ermit a##roved" %'inimum retention( %a& f #ermit issued and structure com#leted( 10 years after substantial com#letion %as defined by OR/ 12"1.5%.&& %b& f no #ermit issued( 180 days %c& f #ermit issued, but structure not started, com#leted, or #ermit e2#ired( 180 days after e2#iration date& %8& B/"0 "#1 P0'#$, P/90"*0--O6#) S%&/*%/&)$ ?lue#rints and s#ecifications submitted by building contractors or government agencies a##lying for a #ermit to construct government buildings" ,sed for enforcement of building codes and reference for later modifications" ncludes s#ecifications of ty#e, grade, and brand of materials used as *ell as details related to tem#orary facilities, 5ob cleanu#, deadlines, and other conditions" 'ay also include change orders or #lan modifications submitted after #ermit a##roved" %'inimum retention( %a& f #ermit issued and structure com#leted( For the life of the structure %b& f no #ermit issued( 180 days %c& f #ermit issued, but structure not started, com#leted, or #ermit e2#ired( 180 days after e2#iration date& %$& B/"0 "#1 P0'#$, R)$" )#%"'0 ?lue#rints, dra*ings, and s#ecifications submitted by building contractors or o*ners a##lying for a #ermit to build residential structures" ,sed for enforcement of building codes and reference for later modifications" Often includes s#ecifications of ty#e, grade, and brand of materials, as *ell as details related to tem#orary facilities, security, 5ob cleanu#, deadlines, and other conditions" 'ay include change orders or #lan modifications submitted after #ermit a##roved" %'inimum retention( %a& f #ermit issued and structure com#leted 2 years after substantial com#letion %as defined by OR/12"1.5%.&& %b& f no #ermit issued( 180 days %c& f #ermit issued, but structure not started, com#leted, or #ermit e2#ired 2 years& %10& C)&%":"*'%)$ +: O**/2'#*- C)&%":"*'%)$ recogni6ing com#liance *ith the minimum standards set by state and local la*s for structures" ,sually includes building name and location, city or county, occu#ancy, classification, load limit, date issued, and fee" %'inimum retention( For the life of the structure& %11& R)1"$%)&) C+#%&'*%+& L"$%$ 9ists issued !uarterly by the /tate <onstruction <ontractors ?oard verifying registration by contractors *ith the ?oard" ,sed to ensure com#liance *ith state re!uirements regarding insurance, bonding, etc" before the issuance of building #ermits" ncludes registration number, name of contractor, county code, ty#e of building trade, and related information" %'inimum retention( ,ntil su#erseded or obsolete& %12& U#$':) B/"0 "#1 R)*+& $ Records documenting the demolition, boarding, or other actions related to structures determined to be unsafe" ncludes structures determined to be unsafe due to the manufacture of illegal drugs" Also documents related re#airs or actions to remedy deficiencies" ,sed for reference and litigation" ,sually includes com#laints, building ins#ection re#orts, letters to #ro#erty o*ners, and demolition documents" 'ay also include #hotogra#hs, co#ies of contracts and #ayment records, and related significant records" %'inimum retention( 5 years after final action&

/tat" Auth"( OR/ 1$2 E OR/ .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-00@5 C+!!/#"%- C+&&)*%"+#$ R)*+& $ %1& A0*+.+0 D"()&$"+# E('0/'%+& R)*+& $ /eries documents the evaluation of clients for referral to a #rogram that *ill #rovide a##ro#riate information or rehabilitation services" Records may include evaluation results, a *ritten narrative summary of the intervie*, a co#y of the client3s driving record, documentation of the client3s ?lood Alcohol <ontent %?A<& at the time of the ), %)riving ,nder the nfluence of nto2icants& arrest, a co#y of the )iagnostic and Referral Re#ort, and co#ies of re#orts on the client filed *ith the Office of Alcohol and )rug Abuse 1rograms" nformation may include client3s name, diagnosis, and status in diversion #rograms" %'inimum retention( 7 years follo*ing date of com#letion or discontinuance of treatment services& %2& C'$) A$$"1#!)#% '# R)2+&% L+1 /eries is used to assign and trac+ ne* cases, re#orts, and transfers" t is used as a defacto inde2 to #arole-#robation case files" Records include listings of ne* #robations, #aroles, tem#orary transfer re!uests, s#ecial re#orts, early terminations, revocations, and the name of the assigned officer" %'inimum retention( . years& %.& C+!!/#"%- S)&("*) ?+&8 R)*+& $ /eries documents community service #erformed in lieu of or in addition to criminal sentencing" Records may include 5udges orders for bench #arole, other court orders, and re!uirements for fulfilling community service order" nformation includes offender3s name, date of sentence, hours of community service, and dates and times of community service" %'inimum retention( 4 months after case closed& %4& O::)# )& C'$) F"0)$ /eries documents the su#ervision, management, and trac+ing of offenders in the community corrections #rogram" Records may include face sheets, court orders, ?oard of 1arole and 1ost1rison /u#ervision orders, commutations, death certificates, e2#ungement, #resentence investigations, #arole officer notes, #olice re#orts, sanction hearing documentation, and community ris+ assessments" )e#artment of <orrections %)O<& nformation /ystems )ivision maintains state*ide record co#y of information on the <orrections nformation /ystem" As stated in OAR 2$1007000080%1& )O< re!uires certain documents to be transferred to )O< <entral Records, as they are created, for maintenance as state0*ide record co#y" %'inimum retention( %a& Retain felony offender case files( 2 years after case closed %b& Retain all other case files( 1 year after case closed& /tat" Auth"( OR/ 1$2 E OR/ .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-00A0 C+/#$)0 %1& C"("0 C'$) F"0)$ )ocumentation of #ending and closed cases filed by the agency and against the agency" Often contains com#laints, summons, investigations, re#orts, attorney3s notes, #hotogra#hs, orders and 5udgments, dis#ositions, #leadings, medical re#orts, and im#ortant related records" %'inimum retention( 10 years after case closed or dismissed, or date of last action& %2& C&"!"#'0 C'$) F"0)$, A%%+&#)- Records related to the #rosecution of criminal cases by the attorney3s office" 'ay include co#ies of citations, la* enforcement re#orts, driving records, ), documents and ta#e recordings, com#laints, sub#oenas, motions, 5udgments, co#ies of records from other courts, and related significant material" %'inimum retention( 10 years after case closed or

dismissed, or date of last action& %.& D"$2/%) R)$+0/%"+# R)*+& $ Records documenting #ersonnel dis#utes resolved through mediation or arbitration instead of #ursuing action through the court system" 'ay include #leadings, investigation re#orts, dis#ositions, and related records" %'inimum retention( . years& %4& L'# U$) B+'& +: A22)'0$ 3LUBA4 C'$) F"0)$ Records related to land use decisions made by the agency that have been a##ealed to and revie*ed by the 9and ,se ?oard of A##eals" 'ay include staff re#orts, land use orders, #leadings, briefs, and related significant records" /;; A9/O ?oard of <ommissioners Records in the <ounty Administration Records section" %'inimum retention( 10 years after final decision& %5& L)1'0 O2"#"+#$ Formal o#inions rendered by the attorney3s office for various agency de#artments or the governing body" )ocuments the rationale for #olicy and maintains consistency in related issues" nformation usually includes date, de#artment re!uesting o#inion, and the te2t of the o#inion" %'inimum retention( %a& Formal o#inions( 1ermanent %b& nformal o#inions( 10 years& %4& T+&% C0'"! N+%"*)$ Records documenting the notification given to the agency of #otential suits against it" OR/ .0" 275 re!uires these to be filed *ith the agency before a #otential claimant can bring certain actions against the agency" %'inimum retention( . years after closure of claim& %7& V"*%"!;?"%#)$$ A$$"$%'#*) P&+1&'! R)*+& $ )ocuments sho*ing the administration of victim-*itness assistance #rograms" >enerally includes re#orts, activity logs, e2#ense statements, records documenting state action, and significant related memoranda and corres#ondence" %'inimum retention( 5 years& /tat" Auth"( OR/ 1$2 E OR/ .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-00A5 C+/#%- C0)&8 B E0)*%"+#$ %1& A9$)#%)) B'00+% R)=/)$%$ ,sed to enter a citi6en3s re!uest for a ballot to be sent to them for the #ur#ose of voting, *ithout going to their designated #olling #lace, or to change their current status as an absentee voter" nformation includes voter name, address of residence, mailing address, and *itness signature for illiterates ma+ing their mar+" %'inimum retention( 1 year"& %2& A9$%&'*% +: V+%)$ 3R)*+& +: E0)*%"+#$4 )ocuments election results for >eneral, 1rimary, ;mergency, and /#ecial ;lections" nformation includes candidate name-ballot title, #recinct name, total votes #er candidate-ballot title, total #er #recinct, under-over votes, and certification by <ounty <ler+ or election official" %'inimum retention( 1ermanent"& %.& B'00+%$ )ocuments ballots and stubs of ballots of voters *ho voted in 1rimary, >eneral, ;mergency, and /#ecial )istrict elections" ncludes ballots cast at #olls, by vote0by0mail, or by absentee re!uest" ,sed to register and count votes" nformation contains numbers that corres#ond to a candidate or GyesG or GnoG on an issue" 'ay also include *ritten challenge statements and re#lacement affidavits" %'inimum retention( %a& /#ecial )istrict and ;mergency ;lection( $0 days after last date to contest electionA %b& 1rimary and >eneral ;lection( 2 years after last date to contest election"& %4& C+#%&"9/%"+# '# E72)# "%/&) R)2+&%$ )ocuments contributions and e2#enditures by candidates or #olitical action committees" ncludes statement of organi6ation, amount, source, and detail of e2#enditures" 'ay also include recei#ts for e2#enditures" %'inimum retention( %a& /tatement of Organi6ation( 1ermanentA %b& All other records( 4 years after the date re!uired to file u#date re#orts"&

%5& E0)*%"+# F"0"#1$ )ocuments all necessary #a#ers re!uired to be filed by a candidate or governing body for #rimary, general, emergency, and s#ecial elections" 'ay include #etition of nomination, declaration of candidacy, certification of nomination, filing forms for county voters #am#hlet, notice of measure election, and *ithdra*al of candidates" %'inimum retention( 4 years"& %4& E0)*%"+# P&)2'&'%"+# R)*+& $ ,sed to #re#are and administrate elections *ithin each #recinct in the county" Records may include such information as number of ballots going to each #recinct, number and ty#e of #ages for each voting machine for each #recinct, listing of issues and candidates by #recinct order, guides to #re#aring voting machines, ballot layout records, and #ublic certification test notice" Also may include guides to assist ;lection ?oard #ersonnel in reconciling votes cast *ith eligible voters" %'inimum retention( 2 years"& %7& E0)*%"+# S)*/&"%- P0'# Records document the cler+3s com#liance *ith OR/ 254"074 in *hich they clearly outline, in *riting, the county3s #rocedures for ensuring a secure elections #rocess" nformation in the #lan includes but is not limited to a *ritten security agreement entered into *ith any vendor handling ballotsA security #rocedures for trans#orting ballotsA security #rocedures at official #laces of de#osit for ballotsA security #rocedures for #rocessing ballotsA security #rocedures governing election observersA security #rocedures for ballots located in county elections *or+ areas, buildings and storage areasA security #rocedures for vote tally systems, including com#uter access to vote tally systemsA and #ostelection ballot security" These #lans are re!uired to be filed *ith the /ecretary of /tate by the Ianuary .1 in each calendar year or one business day after any revision is made to the county elections security #lan" %'inimum retention( 5 years"& %8& H)02 A!)&"*' V+%) A*% I )#%":"*'%"+# R)*+& $ Records are used to verify the identity of a #erson registering to vote e2ists and their residence in the county they are attem#ting to register to vote in" Records include but are not limited to current and valid #hoto identification containing voter name and address, or a current co#y of a utility bill, ban+ statement, government chec+, #aychec+, or other government document that sho*s their name and address" The address listed must match the residence or mailing address submitted on their voter registration card" %'inimum retention( Retain until verified by county elections official"& %$& I#"%"'%"(), R):)&)# /!, '# R)*'00 R)*+& $ )ocuments the initiative, referendum, and recall #rocess by *hich voters #ro#ose la*s and amendments to the /tate <onstitution, refer an act of the 9egislature or other governing body to a vote of the electorate, or recall a #ublic official" ncludes #etitions, signature sheets, summaries of signature verification, te2t of #ro#osed la*, amendment, or res#onse from #ublic" %'inimum retention( %a& /ignature sheets( 4 years after election if measure is a##rovedA %b& /ignature sheets if measure is not a##roved( $0 days after election or $0 days after deadline for sufficient signaturesA %c& All other records( 1ermanent"& %10& L)1'0 N+%"*)$ '# P/90"*'%"+#$ )ocuments re!uired #re0election legal notices by the <ounty <ler+" 'ay include #ublication of ballot title, notice of election, sam#le ballot, and the county voters #am#hlet" %'inimum retention( %a& <ounty Hoters 1am#hlet %One co#y&( 1ermanentA %b& All other records( 4 years"& %11& P+00 B++8$ Records issuance of ballot to eligible voter in an election" ncludes name of elector, #arty affiliation, home address, ballot number, #recinct number, and signature of voter" <over includes number of voters casting ballots for the election and names, signatures, and oaths of ;lection ?oard members" 'ay also include certificates of registration" %'inimum retention( %a& Records created #rior to 1$.1( 1ermanentA %b& All other records( 2 years"& %12& R)1"$%&'%"+# L"$% A/%.+&"5'%"+#$ )ocuments the re!uest and authori6ation for transmittal of voter registration information to citi6ens" Record consists of re!uest and authori6ation for list of electors for a #articular #olitical boundary" %'inimum retention( 2 years"&

%1.& S)*&)%'&- +: S%'%) R)2+&%$ )ocuments re!uired re#orts to the Office of the /ecretary of /tate summari6ing election registration, #artici#ation, and costs" 'ay include /#ecial )istrict ;lection Re#ort, ;lection ;!ui#ment Amorti6ation @or+sheet, Average ?allots <ast @or+sheet, Allocated <ost @or+sheet, and 9ocal ;lections ?illing @or+sheet" %'inimum retention( 2 years"& %14& V+%) 9- M'"0 Records are used to #re#are, administer and abstract elections conducted by mail" Records include counted, du#licated, re5ected, and defective ballotsA returned signed, nondeliverable, and secrecy envelo#esA and other documents used to #re#are, administer and abstract elections conducted by mail" %'inimum retention( %a& Retain counted, du#licated, re5ected, and defective ballots 22 months after elections containing federal candidates and $0 days after the last day to contest the election for all other electionsA %b& Retain returned signed envelo#es 2 years after the election regardless of federal-nonfederal candidatesA %c& Retain secrecy and nondeliverable envelo#es 40 days after the last day to contest the election for all elections regardless of federal-nonfederal candidatesA %d& Retain all other documents used to #re#are, administer and abstract elections conducted by mail 2 years after the election to *hich they relate"& %15& V+%)& R)1"$%&'%"+# R)*+& $ )ocuments registration or cancellation of registration of eligible voters" Hoter Registration <ards include the follo*ing information( name, signature, mailing and residence address, #revious registration information, if ever registered in Oregon, date %and #lace& of birth, %#arents names, s#ouse name,& affirmation of citi6enshi#, state residency, %tele#hone number& and #olitical #arty" 'ay also include records canceling or ma+ing inactive voter registration such as the notice of deceased list from /ecretary of /tate, notice of change of address from )e#artment of 'otor Hehicles, ,"/" 1ostal /ervice notice, and related corres#ondence" %'inimum retention( 2 years after cancelled"& %14& V+%)&$ P'!2.0)% Records document the com#ilation, #ublication, and distribution of the <ounty Hoters3 1am#hlet for #rimary, general, and state*ide s#ecial elections" The <ounty Hoters3 1am#hlet contains candidate statements, candidate #hotogra#hs, ballot measure arguments, e2#lanatory and fiscal im#act statements of ballot measures, and other information to assist voters" %'inimum retention( %a& Retain 1 co#y #ermanentlyA %b& Retain #am#hlet #re#aration records( 4 years after election, destroy"& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 0 1$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004A O/A 100200$, f" E cert" ef" 1202.00$A O/A .02012, f" E cert" ef" 1002$012 166-150-00C0 C+/#%- C0)&8 B G)#)&'0 %1& B+'& +: P&+2)&%- T'7 A22)'0$ M))%"#1 R)*+& $ )ocuments the #roceedings of the ?oard of 1ro#erty Ta2 A##eals" ncludes co#y of order a##ointing board members, oaths of office of members, verification of training, delegation of legal counsel, affidavit of #ublication, record of a##ointment of board a##raiser, agendas, date of meeting, list of those #resent *ho #resent evidence and a short discussion of the evidence #resented, all material #resented as evidence, all motions and *ho made them, results of all votes and ho* each member voted, #etitions, authori6ations to re#resent, defective #etition notices, co#y of hearing notice mailed to #etitioner, recommendations and orders made by the board, and summary of actions" The follo*ing information is entered into the 5ournal of the county governing body( date members a##ointed, #ositions to *hich the members *ere a##ointed, and a record of the date the board convened and the date the board ad5ourned" %'inimum retention( 4 years& %2& B/ 1)%$ 3T'7"#1 D"$%&"*%$4 )ocuments budgets re!uired to be filed by ta2ing districts *ithin the county for the #ur#ose of ma+ing them available for #ublic ins#ection" ?udget documents may include

budget overvie*, budget #olicies, organi6ation charts, budget detail re#orts, and summary schedules %'inimum retention( %a& <ounty budget( 1ermanent %b& Other ta2ing district budgets( 2 years& %.& C+/#%- C.'&%)& <onstitution, byla*s, and all amendments to agency charters a##roved by voters or the /tate 9egislature" >enerally includes original charter, amendments, and related significant records" %'inimum retention( 1ermanent& %4& C+/#%- C+ ) <odified ordinances #assed by the county" 1rovides reference to all la*s for both information and enforcement" nformation may include ordinance numbers, amending ordinance numbers, code numbers, and te2t" %'inimum retention( 1ermanent& %5& C+/&% R)*+& $ 3C"&*/"% '# D"$%&"*%4 <onsists of <ircuit or )istrict court records in the official custody of the <ounty <ler+ *hich *ere not transferred to the Office of /tate <ourt Administrator" These records document court functions and res#onsibilities #rior to the administrative change in 1$81" 'ay include, but are not limited to, Ado#tion Records, <hange of :ame Records, <ivil and )omestic <ase Files, <riminal <ase Files, )elayed ?irth <ase Files, 'entally ll or )eficient <ase Files, 1robate Records, >uardianshi# Records, <onservatorshi# Records, <ourt Re#orter :otes, Iournal or Order Records, Iudgment )oc+ets, :aturali6ation and mmigration Records, and related inde2es" %'inimum retention( Refer to the Oregon Iudicial )e#artment, Office of /tate <ourt Administrator, for retention and dis#osition information& %4& D)) I#$%&/!)#%$ )ocuments conveyance or encumbrance of an interest in real #ro#erty" 'ay include deedsA condominiums, #lats, and #artition #latsA leasesA contractsA easementsA covenants, conditions, restrictionsA o#tions, and affidavits" )e#ending on local filing #ractices, this series also may be included as #art of a ?oo+ of Records" %'inimum retention( 1ermanent& %7& D)) $ %+ A1)#*- O6#) L'# Recorded evidence of agency o*nershi# of #ublic lands and right0of0*ays" ;2hibits may include ma#s and legal descri#tions, title transfers, and significant related corres#ondence" nformation ty#ically includes a descri#tion of #ro#erty, signatures of #revious o*ner and agency re#resentative, and date of transfer" %'inimum retention( . years after #ro#erty is no longer o*ned by the county& %8& E'$)!)#%$ Recorded grants by #ro#erty o*ners to the agency for use of #rivate #ro#erty for #ublic uses" ;2am#les consist of street, utility, bi+e*ay, se*er, storm drain, and landsca#ing easements" 'ay include ma#s or other e2hibits" nformation includes #ro#erty o*ner3s name and signature, location of #ro#erty, ty#e of easement, terms, and date of signing" %'inimum retention( 1ermanent& %$& F)) R)*+& $ Records documenting billing and collection of fees or assessments for instruments received for recording" nformation includes date and time of rece#tion, name of grantor, name of grantee, to *hom delivered, and fees received" %'inimum retention( . years& %10& F"0) 9/% N+% R)*+& ) R)*+& $ Records documenting records that are re!uired to be filed, but not recorded *ith the county cler+" Records may include but are not limited to !uarantine orders, lost #ro#erty notices, affidavits of #ublication, meeting notices, and hearing notices" %'inimum retention( 2 years& %11& G)#)&'0 I# )7 3D"&)*% '# I# "&)*%4 )ocuments statutory re!uirement to create a direct and indirect inde2 at least once a year of recorded instruments" 'ay include date and time of rece#tion, names of grantor, names of grantee, nature of instrument, volume and #age *here recorded, remar+s, and brief descri#tion of tract" )e#ending on local filing #ractices, this series also may be included as #art of a ?oo+ of Records" %'inimum retention( 1ermanent& %12& L")# I#$%&/!)#%$ The <ounty <ler+ 9ien Record documents orders or *arrants assessing a civil #enalty issued by state or federal agencies or others" /erves as a #ublic notice of an encumbrance

5udgment doc+et for civil #enalties and has the effect of a 5udgment entered in a circuit court doc+et" The order or *arrant becomes a lien u#on any interest in real #ro#erty or against an individual *hom the order is issued" nformation may include name of #erson incurring the #enalty, name of officer or agency issuing, amount of civil #enalty including #enalty interest and other charges, date received and recorded, and full or #artial satis0fac0tions" Also may include other liens such as construction liens, chattel liens, and hos#ital liens *hich may not be included in the <ounty <ler+ 9ien Record" )e#ending on local filing #ractices, this series also may be included as #art of a ?oo+ of Records" %'inimum retention( %a& <ounty <ler+ 9ien Record( 1ermanent %b& Other /tatutory 9ien Records( 10 years& %1.& M'&&"'1) R)*+& $ )ocuments licenses issued and solemni6ation of marriages" ncludes %Bealth )ivision, Hital Records ,nit& Record of 'arriage, <onsent to the 'arriage of a 'inor, Affidavit that there is no 1arent or >uardian in Oregon, @aiver of @aiting 1eriod, and related records" Also may include the co#y of the marriage license if the <ounty <ler+ #erformed the ceremony" %'inimum retention( 1ermanent& %14& M"$*)00'#)+/$ R)*+& "#1$ 3N+% A/%.+&"5) 9- S%'%/%)4 )ocuments recordings of various instruments not authori6ed by statute" Bistorically, this series may be referred to as 'iscellaneous Records, and may include recordings of documents *hich *ere authori6ed by statute but that recorded events *hich occurred outside the county" ;2am#les of records currently filed in this series include( not notari6ed earnest money agreements, #ersonal #a#ers, legal instruments, and other miscellaneous *ritings" %'inimum retention( %a& Records created #rior to 1$45( 1ermanent %b& All other records( 10 years& %15& M+&%1'1) I#$%&/!)#%$ )ocuments conveyance of lands to secure the #ayment of a debt" 'ay include mortgages, trust deeds, *eatheri6ation liens, senior citi6en ta2 deferrals, ,niform <ommercial <ode %,<<& filings, and su##orting records" %'inimum retention( 1ermanent& %14& M/#"*"2'0 C+&2+&'%"+# C0'"!$ )ocuments descri#tion of #ro#erty in *hich a munici#al cor#oration claims assessment liens for local im#rovement" 'ay include #ro#erty descri#tion, record o*ner, and date of notice" %'inimum retention( 4 years after satisfaction& %17& O'%.$ +: O::"*) /igned oaths ta+en by various elected and a##ointed officials before discharging duties of office" nformation ty#ically includes date, name, office held, te2t, and signatures" 'ay also include certificate of election" %'inimum retention( 4 years after e2#iration& %18& P&+2)&%- +& G++ $ F"# )&$ R)*+& )ocuments re!uirement that a #erson *ho finds money or goods valued at J100 or more must give notice in *riting to the <ounty <ler+" The finder becomes the o*ner of the #ro#erty or goods if not claimed by a s#ecified time #eriod" ncludes descri#tion of #ro#erty or goods, date, and location found" %'inimum retention( 2 years& %1$& P/90"* N+%":"*'%"+# +: C+/#%- C+#%&'*%$ )ocuments statutory re!uirement for the <ounty <ler+ to list all contracts entered into by the county for the year covered by the re#ort in counties not having a <ounty Accountant" ncludes name of contractor, *or+ contracted for, amount of the *or+ contracted for, *hether bonds *ere re!uired, and the amount and *hether let #rivately or by #ublic bidding" 'ay also include certified statement documenting assets and liabilities of the county, claim and *arrant re#ort, sheriff collection re#orts, and treasurer3s collection re#ort" %'inimum retention( 10 years& %20& P/90"* R)*+& "#1$, 3A/%.+&"5) 9- S%'%/%)4 )ocuments recordings of various instruments authori6ed by statute for the #ur#ose of ma+ing a #ublic record" ;2am#les include bul+ transfers, coo#erative agreements, military discharge records, mining claims, occu#ation and #rofessional licenses, #o*er of attorney, and *ater rights records" This series may be referred to as the ?oo+ of Records" %'inimum retention( 1ermanent&

%21& S2)*"'0 D"$%&"*% R)*+& $ )ocuments the formation, merger, o#eration, and dissolution of s#ecial districts *ithin the county" 'ay include ordinances, orders, formation records, anne2ations, ma#s, #etitions, and assessments re!uired to be filed in the Office of <ounty <ler+" %'inimum retention( 1ermanent& %22& U# )0"()&'90) R)*+& ) I#$%&/!)#%$ )ocuments recordings returned as undeliverable" The #rimary reason for nondelivery is incorrect dis#osition information #rovided by the #erson recording instrument" ;2am#les include *rong address given, for*arding information incorrect, or not #ic+ed u# at office as #reviously s#ecified" %'inimum retention( 1 year& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-00C5 C+/#%- C+/&% '# C+!!"$$"+#)&$ R)*+& $ %1& A##)7'%"+# R)*+& $ Records documenting the anne2ation of areas into boundaries" ,sed to determine legal areas in *hich #ermitting, elections, ta2ation, and other services *ill be #rovided" 'ay include descri#tion of #ro#erty anne2ed, effective date of anne2ation, ma# of area anne2ed, and a##roval from )e#artment of Revenue" 'ay also include staff re#orts, #etitions, service district *ithdra*al records, surveys, boundary commission recommendations and 5udgments, census re#orts, franchise notices, ma#s, and im#ortant related corres#ondence and memoranda" %'inimum retention( 1ermanent& %2& B+'& +: C+!!"$$"+#)&$ +& C+/#%- C+/&% M))%"#1 R)*+& $ Official #roceedings of regularly scheduled, s#ecial, e2ecutive session, and emergency meetings of the governing body" ncludes date, time, and location of meeting, names of members #resent and absent, sub5ects discussed, statements of intent, and records of actions ta+en" %'inimum retention( %a& Retain minutes, agendas, resolutions, inde2es, and e2hibits not retained #ermanently else*here in agency records( 1ermanent %b& Retain e2ecutive session minutes( 10 years %c& Retain audio or visual recordings( 1 year after minutes #re#ared and a##roved %d& Other records and e2hibits not #ertinent to minutes( 5 years& %.& O& "#'#*)$ 9egislative action of the ?oard of <ommissioners or <ounty <ourt to regulate, re!uire, #rohibit, govern, control, or su#ervise any activity, business, conduct, or condition authori6ed by Oregon Revised /tatutes" Ordinances ty#ically include a title, #reamble, ordaining clause, sub5ect clause, #enalty for violation %*hen a##licable&, effective date, authori6ing signature and seal" 'ay also include inde2es calendars, and documentation #resented to su##ort action" %'inimum retention( 1ermanent& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0050 C+/#%- F'"& R)*+& $ %1& A##/'0 F'"& A ()&%"$"#1 '# P&+!+%"+# R)*+& $ /eries is used to #re#are and #roduce #romotional materials, and to document #romotions, advertising cam#aigns and #ublic relations efforts for the annual <ounty Fair" /eries also documents categories of e2hibit com#etitions, entry re!uirements, and #ri6es offered for 40B and O#en <lass e2hibits" Records may include fair #rograms, e2hibitor3s handboo+s %#remium boo+s&, schedules of events, #asses, ne*sletters, ne*s cli##ings, #aste0u#s, dra*ings, co#ies of ads, #hotogra#hs, slides, videota#es, sound recordings, story scri#ts,

#osters, brochures, flyers, and corres#ondence" %'inimum retention( %a& Fair #rograms and e2hibitor3s handboo+s %#remium boo+s&( 1ermanent %b& All other records( 2 years& %2& C+!!)&*"'0 V)# +& R)*+& $ /eries documents vendor reservations for e2hibit booth s#ace at the <ounty Fair" Records may include reservation forms, cash recei#ts, and e2hibitor rosters" %'inimum retention( 4 years& %.& C+!!/#"*'%"+#$ E=/"2!)#% L"*)#$"#1 R)*+& $ /eries documents Federal <ommunications <ommission %F<<& authori6ation for the <ounty Fair to o#erate a radio station and use radio fre!uencies" Records include radio station a##lications and licenses, fre!uency coordination re!uests, vendor brochures, radio *arranties, and corres#ondence" %'inimum retention( 1 year after #ermit e2#ires& %4& E7."9"% E#%&-, >/ 1"#1 '# A6'& R)*+& $ /eries documents all activities related to 5udging and a*ards for adult, 40B and Future Farmers America %FFA&, and o#en class <ounty Fair e2hibits" Records include #ress releases, entry forms, entrant rosters, 5udging sheets, a*ard listings, brochures, booth duty schedules, !uestionnaires, #hotogra#hs, ne*s cli##ings, and corres#ondence" Records may also include recei#ts for fees received and a*ards #aid" %'inimum retention( 4 years& %5& E7"% P+00$ '# P+$%-F'"& S/&()- R)*+& $ /eries is used to research and develo# mar+eting and #lanning strategies" Records may include #olls and surveys, ob5ective statements, methodology documents, sam#ling variability, summaries, e2it #oll analysis, tables and gra#hs" %'inimum retention( 5 years& %4& F'"&1&+/# $ D)()0+2!)#% R)*+& $ /eries documents the develo#ment of the <ounty Fairgrounds and #hysical facilities" Records may include corres#ondence, dra*ings, blue#rints, ma#s, #ermits, contracts, deeds, real estate a##raisals, studies and re#orts, budget re#orts, long0range develo#ment #lans, *arranties, #hotogra#hs, and corres#ondence" %'inimum retention( 1ermanent& %7& F"&$% A" R)2+&%$ /eries documents first aid treatment of fairgoers, em#loyees, e2hibitors, vendors or others, and may be used to re#ort to the county or other #arties" /eries does not cover *or+ers3 com#ensation claims and related records" The re#orts sho* re#ort number, #atient name, in5ury or illness, treatment descri#tion, date, time, and the name of the doctor, nurse or ;'T" %'inimum retention( 2 years& %8& G'!90"#1 ?"##"#1$ /tatements /eries is used to re#ort to nternal Revenue /ervice % R/& gambling *inners and amounts #aid by the <ounty Fair on horse racing bets" Records include statements % R/ @02>& and transmittal forms % R/ 10$4&" %'inimum retention( 4 years& %$& M"$*)00'#)+/$ F'"&1&+/# $ ;vent Files /eries documents various events at the fairgrounds *hich are not documented in other record series" Records may include calendars of events, minor re#air and construction #ro5ects records, security and la* enforcement #lans, cam#ing regulations, minor #ersonal in5ury or #ro#erty damage re#orts, and corres#ondence" %'inimum retention( 4 years after event& %10& N+#-F'"& E()#% R)*+& $ /eries documents #lanning and #re#aration for non0fair events at county fair facilities" Records include tic+et distribution-sales, contracts and agreements, and other related records" %'inimum retention( 4 years after event occurs or is cancelled& /tat" Auth"( OR/ 1$2 /tats" m#lemented( OR/ 1$2"005F1$2"170 E Bist"( O/A 402004, f" E cert" ef" $01004A O/A .02012, f" E cert" ef" 1002$012 166-150-0055 C+/#%- H)'0%. B D)()0+2!)#%'0 D"$'9"0"%")$ R)*+& $ E .57 .57"805F.57"8$5

%1& A /0% F+$%)& H+!) P&+(" )& /eries documents the administration of a system of adult foster homes *hich #rovide care for develo#mentally disabled clients in residential settings" Adult foster homes are licensed annually and, therefore, sub5ect to an annual ins#ection and evaluation #rocess in order to maintain the license to #rovide foster care" /eries may include records such as license a##licationsA ins#ection re#ortsA fire drill recordsA facility informationA referencesA #rogress notesA corres#ondenceA meeting notesA financial recordsA annual license evaluationA annual agreement or contractA and a co#y of the annual license" %'inimum retention( 4 years after e2#iration of contract or agreement& %2& D)()0+2!)#%'0 D"$'9"0"%")$ I#%'8) R)2+&%$ /eries documents the initial contact *ith a #otential client in order to determine if the #erson is eligible for develo#mental disability #rograms" /eries may include records such as an information sheetA a##licationA signed release forms for other records such as school records, #sychological re#orts, social security, and s+ill assessmentsA #rogress notesA letter of decisionA and a##eals of the decision" f the #erson is eligible for service, the inta+e re#ort file becomes #art of the )evelo#mental )isabilities /ervice Records" %'inimum retention( %a& f eligible for )) #rograms( Transfer to )evelo#mental )isabilities /ervice Records %b& All other cases( 10 years& %.& D)()0+2!)#%'0 D"$'9"0"%")$ S)&("*) R)*+& $ /eries documents services #rovided to #ersons *ith develo#mental disabilities" This county agency is the entry #oint for all develo#mentally disabled eligible #ersons and determines the needs and a##ro#riate #rograms for the client" /ervices include inta+e and case management, crisis services, and family su##ort services" /ervices such as residential, vocational, and trans#ortation services, may be contracted out" nformation contained in the records may include a##lications for serviceA referralsA #rogress notesA medical recordsA individual service #lans % /1&A diagnostic and evaluation resultsA and financial and legal records" %'inimum retention( %a& ndividual /ervice 1lans( 10 years %b& All other records if death date is +no*n( 7 years after date of death %c& All other records if case is closed, inactive, or death date is un+no*n( 70 years& %4& F'!"0- S/22+&% R)*+& $ /eries documents the screening of a##lications for financial aid to su##ort the families of clients in develo#mental disability #rograms" /eries includes the a##lication and other records including #rogress notes, financial information, family assessment, and treatment and su##ort #lans" %'inimum retention( 5 years& %5& P&+%)*%"() S)&("*) R)2+&%$ /eries documents investigations of clients over the age of 18 and enrolled in develo#mental disability #rograms *ho are sus#ected of having received #hysical or se2ual abuse" Records may include investigation re#orts, #olice re#orts, and intervie* notes" A co#y of the re#ort goes to the /tate 'ental Bealth and )evelo#mental )isabilities /ervices )ivision" %'inimum retention( %a& ntervie* notes for substantiated criminal findings( 10 years %b& ntervie* notes for unsubstantiated findings( . years %c& Re#orts( 20 years& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0060 C+/#%- H)'0%. B M)#%'0 H)'0%. R)*+& $ %1& M)#%'0 H)'0%. R)2+&%$ /eries documents internal revie*s conducted by mental health services #roviders to document their activities" /eries may include re#orts concerning !uality assurance revie*s and random revie*s of cases to insure com#liance *ith federal regulations or staffing revie*s of serious incidents, such as the death of a client" %'inimum retention( 5 years after last service or until 21st birthday *hichever is longer& %2& M)#%'0 H)'0%. S)&("*) R)*+& $ /eries documents the diagnosis and treatment services #rovided to

children, adults, or families *ith emotional #roblems or mental illness" /ervices #rovided may include out#atient treatment and residential servicesA crisis servicesA and coordination of regional and local in#atient services including commitment and discharge" /eries may include records such as a history of #revious serviceA referralsA testing and evaluation re#ortsA treatment #lansA #rogress notesA corres#ondenceA enrollment, fee, and billing recordsA legal recordsA #ermission to treatA medical assessment including laboratory and other tests, emergency room services, and medication and #rescri#tion recordsA and school re#orts" %'inimum retention( 4 years after last service or until 21st birthday, *hichever is longer& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0065 C+/#%- H)'0%. B P/90"*;C+!!/#"%- H)'0%. R)*+& $ %1& A0*+.+0 '# D&/1 S)&("*) R)*+& $ /eries documents services #rovided to clients in alcohol and drug treatment #rograms" These services may include residential treatment and care, out#atient services, deto2ification, ), education and treatment, se2 offender treatment, methadone treatment, and other services" /eries may consist of clinical records or #atient files including assessment records, treatment #lans, #rogress notes, treatment revie*s, termination re#orts, and medical records" %'inimum retention( 4 years after last service or until 21st birth0day, *hichever is longer& %2& B+'& +: H)'0%. R)2+&%$ /eries documents the activities of the county health de#artments such as #ublic or community health, mental health, environmental health, family mediation, alcohol and drug, develo#mental disabilities, de#uty medical e2aminer, and fiscal administration" /eries includes semi0annual re#orts to the <ounty ?oard of Bealth #re#ared by the various de#artments" The re#orts summari6e de#artment activities, and discuss concerns and #roblems of future im#ortance" /eries may also contain re#orts on s#ecial to#ics such as A )/ and other issues" Re#orts may be sent to the ?oard of <ounty <ommissioners" %'inimum retention( %a& Re#orts filed *ith <ounty <ommissioners( 10 years %b& Re#orts not filed *ith <ounty <ommissioners( 1ermanent& %.& C'& S)'% R)#%'0 S)&("*) R)*+& $ /eries documents the rental of car seats for infants and young children" nformation contained in the records may include name, *eight, and date of birth of childA name and address of reci#ientA signaturesA *itnessesA conditions for loanA car seat numberA and related documentation" %'inimum reten0tion( %a& f car seat returned( ,ntil return of car seat %b& f car seat is not returned( 5 years& %4& C+!!/#"*'90) D"$)'$) I#%'8) R)2+&% /eries is used to identify #ersons *ith communicable diseases such as se2ually transmitted diseases, B H, tuberculosis, food0borne diseases, and others" nformation contained in the re#ort may include name of disease, #atient identification, name of #hysician, sym#toms, laboratory results, and other related data" nformation from this inta+e re#ort may be transferred to the investigation re#ort or the inta+e re#ort may be attached to the investigation re#ort" %'inimum retention( 1 year& %5& C+!!/#"*'90) D"$)'$) I#()$%"1'%"+# R)2+&%$ /eries documents investigations into re#orts of communicable diseases" The investigation form is used by nurses to com#ile information about #ersons *ith a communicable disease" nformation contained in the investigation re#orts %there are forms for different diseases& may include #atient identificationA demogra#hicsA sources of re#ortA basis of diagnosis including clinical data, laboratory data and re#ort, and e#i0lin+ageA infection timeline indicating e2#osure and communicable #eriodsA and other related data" The :otice of a )isease or <ondition form may contain disease, #atient identification, date of onset of disease, names and

addresses of #hysician and #erson re#orting, and other related data" <o#ies of both forms are sent to the Oregon Bealth )ivision" %'inimum retention( %a& nvestigation Form( 5 years %b& :otice of a )isease or <ondition Form( . years& %4& C+!!/#"*'90) D"$)'$) L+1 /eries documents communi0cable diseases by #roviding a summary of information ta+en from the inta+e re#ort" nformation contained in the log may include ty#e of disease, #atient name, date of re#ort, and other related data" /eries is used for !uic+ reference and to com#ile statistics" %'inimum retention( 5 years& %7& C+!20'"#% C+&&)$2+# )#*) R)*+& $ document formal and informal com#laints involving e2tended investigation and-or litigation concerning environmental health issuesA staff or division #oliciesA or other #erceived health #roblems in the community" Records may include letters, memorandum, hearing transcri#ts, ?oard of <ounty <ommissioner minutes, and other records *hich document or add significant information to the com#laint" %'inimum retention( 10 years after resolution& %8& H)'0%. I#$/&'#*) P+&%'9"0"%- '# A**+/#%'9"0"%- A*% %B 1AA& )isclosure :otices Records document notification to clients about the agency3s #ractices regarding client medical records and information under B 1AA" Records include notification forms and related records" %'inimum retention( 4 years after last service& %$& HIV T)$% R)*+& $ /eries documents the results of anony0mous or confidential B H tests" nformation contained in the records may include test results, demogra#hic information, #atient history, number of test results, and other related data" Anonymous testing #rograms do not give the name of the #atient, and may include only a client number and demogra#hic information such as race, age, and se2" <onfidential #rograms include the name and address of the #atient *hich is then +e#t confidential" %'inimum retention( 2 years& %10& I!!/#"5'%"+# '# I#D)*%"+# R)*+& $ /eries documents immuni6ations received by a #atient" /ervices may include immuni6ations for infants, children, and adultsA T? s+in testsA flu and #neumonia shotsA and overseas immuni6ations for travelers" nformation contained in the records may include name and date of birth of #atientA name, address, and #hone number of #arent- guardianA ty#e of vaccineA dose numberA dateA and other related data" Records may include TAR/ % mmuni6ation Trac+ing and Recall /ystem& documentation" %'inimum reten0tion( %a& mmuni6ation records( 10 years %b& TAR/ records( 25 years from date of last service %c& Other records( 4 years after last service or until 21st birthday, *hichever is longer& %11& I!!/#"5'%"+# A/%.+&"5'%"+# R)*+& $ /eries documents authori6ations and #arental-guardian consent for children and other #atients to receive immuni6ations" nformation contained in the records may include name and address of #erson receiving immuni6ationA name and signature of #atient or #arent-guardianA date vaccinatedA manufacturer and lot number of vaccineA site of in5ectionA signature of #roviderA and other related data" %'inimum retention( 10 years& %12& I!!/#"5'%"+# C'& $ S)&")$ used to enter information about immuni6ations given to clients in the county3s immuni6ation database" nformation includes ty#e of vaccine, 11) results, and a clients contraindications of #recautions regarding a s#ecific vaccine" Haccines include 'easles, 'um#s, RubellaA )i#heria-1ertussis-TetanusA 1olioA mmune >lobulinA Be#atitis AA Be#atitis ?A Baemo#hilus nfluen6a Ty#e ?A nfluen6aA 1neumococcalA and Haricella" %'inimum retention( ,ntil entered into system and verified & %1.& I#%)&2&)%)& S)&("*) R)*+& $ /eries documents the scheduling of inter#reters for needed county de#artments, and the services #rovided for #ayment #ur#oses" Records may include inter#reter scheduling and re!uest forms, on0call invoices, timesheets, and related records" %'inimum retention( 2

years& %14& L'9+&'%+&- L+1$ S)&")$ documents laboratory tests #er0formed for #atients" Ty#es of laboratory tests may include hematocrits, urinalysis, >< cultures, *et mounts, serologies, blood ty#ing and Rh factor, and #regnancy tests" nformation contained in the logs may include name of #atient, date, name of test, results of test, date of results, name of #erson *ho #erformed the test, and other related data" %'inimum retention( 2 years& %15& M'%)&#'0-C."0 H)'0%. %<hildren and Family& /ervice Referral Re#orts /eries documents referrals involving maternal0child health concerns from other #roviders, such as #hysicians or hos#itals" nformation contained in the re#orts may include the name and address of the familyA name and age of childA reason for referralA history and concernsA and any actions or services #rovided by the referral agency" f services are #rovided to the #atient, the referral re#ort becomes #art of the 1ublic Bealth /ervice Records" %'inimum retention( %a& f services #rovided( Transfer to 1ublic Bealth /ervice Records %b& All other cases( 2 years& %14& M) "*'" F"#'#*"'0 S*&))#"#1 R)*+& $ /eries documents the screening of clients *ho a##ear eligible for 'edicaid for a final eligibility determination by Adult and Family /ervices %AF/&" Records contained in the series include 'edicaid Financial /creening Form, *hich indicates the client3s income status, lists of clients, and AF/ forms *hich indicate the client3s #ersonal data as it a##lies to eligibility, client3s understanding of rights and res#onsibilities, effective date of eligibility #ending client3s #rovision of a##ro#riate documentation, narrative notes com#leted by screeners, information on insurance already held by client, and information relating to in5uries caused by automobile accidents" %'inimum retention( 2 years& %17& M) "*'0 E7'!"#)& C'$) F"0)$ /eries documents investigations into deaths by the county medical e2aminer, coroner, or other designated official" /eries contains records on any deceased #erson that re!uires medical e2aminer involvement" Records include the auto#sy re#ort and the medical e2aminers re#ort" Records may also include other data that is considered significant as to the manner of death such as a #olice re#ort, family intervie*, #ersonal identification, and dis#osition of unclaimed funds" %'inimum retention( %a& 1re01$45 <oroner3s Re#orts( 1ermanent %b& 1ost01$45 case files( 25 years %c& :o case file develo#ed( 5 years& %18& P.'&!'*- L+1$ S)&")$ documents the dis#ensing or issuing of drugs such as birth control #ills or antibiotics" nformation contained in the log may include identification number, client name, date, name of drug, dosage, number of #ills, initials of #erson dis#ensing the drug, and other related data" %'inimum retention( . years& %1$& P/90"* H)'0%. S)&("*) I# )7 %'aster 1atient nde2& <ards /eries #rovides an inde2 to #atients and the services #rovided to them" nformation contained in the inde2 may include #atient name, address, and birthdateA services #rovidedA #rogramA first date of serviceA dates admitted and dischargedA health record numberA and other related data" /e#arate inde2es may be +e#t for different #rograms" %'inimum retention( 25 years after date of last service& %20& P/90"* H)'0%. S)&("*) R)*+& $ /eries documents the services given to a #atient" /eries contains records for #atients in s#eciali6ed #rograms such as the @omen, nfants, and <hildren %@ <& nutrition #rogramA clinical services %including tuberculosis, B H, se2ually transmitted diseases, he#atitis, and immuni6ations&A dental servicesA sero0*ellnessA family #lanning and #regnancy testingA car0seat rentalA maternal0child health nursing services concerning high ris+ #regnancies, high ris+ infants, or young children *ith ma5or health #roblems or disabilitiesA and #ublic health field nursing services *hich may include counseling, teaching, and referral services concerning maternal and child health care, #regnancy and #ost#artum health, child develo#ment, #arenting s+ills, and /udden nfant )eath /yndrome %/ )/&" /eries may include corres#ondenceA re#ortsA #rofessional notationsA laboratory

re#ortsA treatment and 20ray authori6ationsA release of informationA clinical or medical records including client identification, #rogress notes, and records of visitsA and other related data" %'inimum retention( %a& Out#atient #hysical thera#y and s#eech0language #athology service records( 4 years after last service or until 21st birthday, *hichever is longer %b& )ental #atient records( 7 years after last service %c& All other out#atient service records( 4 years after last service %d& <ounties #artici#ating in the 'edicare Advantage 1rogram, retain all records 10 years after contract e2#ires %42<FR 422"504& %21& S)&+-P+$"%"() ?)00#)$$ P&+1&'! C.'&%$ /eries documents the services and treatment #rovided to #eo#le *ith B H" nformation contained in the charts may include a record of service and treatment, laboratory results, *or+ #lans, and other related data" The records are used for counseling and education #ur#oses" The records may be transferred to the Oregon Bealth )ivision u#on closure, or they may become #art of the #atient3s clinical file in the 1ublic Bealth /ervice Records" %'inimum retention( 4 years after last service& %22& S)7/'00- T&'#$!"%%) D"$)'$) E2" )!"+0+1"*'0 R)2+&%$ /eries documents the investigation into se2ually transmitted diseases" nformation is com#iled on t*o forms" The <onfidential /e2ually Transmitted )isease <ase Re#ort contains information such as #atient identificationA diagnosis, site, and treatment of diseaseA #rovider name and addressA and other related data" The Field Re#ort %a form #rovided by the ,"/" )e#artment of Bealth E Buman /ervices& contains information such as #atient identificationA e2#osure, referral, e2amination, and treatment informationA intervie* notesA and other identifying or medical information" <o#ies of both records may be for*arded to the Oregon Bealth )ivision" ndividuals *ho are seen and treated at /T) clinics *ill have a clinical file in the 1ublic Bealth /ervice Records" %'inimum retention( %a& f #atient is treated( transfer to 1ublic Bealth /ervice Records %b& f #atient is not treated( 5 years& %2.& T/9)&*/0+$"$ C0")#% R)*+& $ %Tuberculosis Registry& /eries documents #atients *ith active and inactive cases of tuberculosis" Records may contain information such as #atient identificationA source of s#ecimenA drug treatment information such as dosage and datesA dates the case *as o#ened and closedA e#idemiological re#ortsA and other related data" %'inimum retention( %a& Active cases *here death date is +no*n( retain for life of individual %b& Active cases *here death date is un+no*n( retain for 70 years after last service %c& nactive cases *ith #atients on #reventive drug thera#y( 4 years after last service& %24& T/9)&*/0+$"$ N)1'%"() C'$)$ E2" )!"+0+1"*'0 R)2+&%$ /eries documents service to #atients *ith negative tuberculosis tests, that is, #atients *ith #ositive s+in tests *ho do not have the disease and have not received treatment" nformation contained in the re#orts may include #atient name, date, 20ray re#ort, s+in te2t results, and other related data" %'inimum retention( 2 yearsA destroy re#orts *hen recorded in Tuberculosis <lient Records %Registry&& %25& T/9)&*/0+$"$ E-R'- A/%.+&"5'%"+# R)*+& $ /eries documents authori6ations and #arental consent for children and other #atients to receive tuberculosis 20rays" nformation contained in the records may include #atient identification, demogra#hics, 11) test results, name of radiology lab, and related documentation" %'inimum retention( 4 years after last service& %24& T/9)&*/0+$"$ E-R'- R)*+& $ /eries documents 20rays used to screen and diagnose cases of tuberculosis" Records may include registration cards and 20ray film" nformation contained in the records may include #atient identification, demogra#hics, medical history, 20ray results, assessment of condition, treatment #lan, drugs ordered, and related documentation" %'inimum retention( %a& Active cases *here death date is +no*n( Retain for life of individual %b& Active cases *here death date is un+no*n( Retain for 70 years after last service %c& nactive cases *ith #atients on #reventive drug thera#y( 4 years after last service& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"00501$2"170 E .57"8050.57"8$5

Bist"( O/A 402004, f" E cert" ef" $01004A O/A 502004, f" E cert" ef" 12015004 166-150-00F0 C+/#%- H)'0%. B S'#"%'%"+# '# ?'$%) M'#'1)!)#% R)*+& $ %1& F++ H'# 0)&$ R)1"$%&'%"+# R)*+& $ /eries documents the registration of food handlers such as coo+s, chefs, *aiters, and cafeteria *or+ers" nformation contained in the records may include name, address, #hone number, and signature of food handlerA #lace of em#loymentA current communicable diseasesA result of e2aminationA and other related data" %'inimum retention( 1 year after e2#iration or non0rene*al of registration& %2& F&'#*."$) S)&("*) P&+(" )& C'$) F"0)$ /eries documents the issuance of certificates for franchised garbage haulers #roviding services for medical or bio0ha6ard material, ha6ardous material, or munici#al *asteA s#ecial servicesA or recyclers" <ase files may include corres#ondence, a##lications, bonds, ma#s of service area, and other related data" %'inimum retention( . years after e2#iration of franchise& %.& F&'#*."$) S)&("*) P&+(" )& F"#'#*"'0 R)(")6 R)*+& $ /eries documents the annual or #eriodic revie* of financial records" nformation contained in the records may include number and ty#e of customers, tonnage of recycled material collected, labor costs, money collected, and other related data" The re#ort and recommendations for #ro#osed ne* or changed rates are for*arded to the /olid @aste Advisory <ommittee and the <ounty ?oard of <ommissioners" %'inimum retention( 8 years& %4& F&'#*."$) S)&("*) P&+(" )& P)&:+&!'#*) R)(")6 R)*+& $ /eries documents the #eriodic #erformance revie* of holders of franchised service #rovider certificates" Records may include com#laints received by #hone or mail, ins#ections, re#ort, recommendations, and other related data" A co#y of the re#ort is for*arded to the /olid @aste Advisory <ommittee" %'inimum retention( . years after e2#iration of franchise& %5& L'# F"00 C'$) F"0)$ /eries documents the regulation and certification of landfills" <ase files may include corres#ondenceA certificatesA site #lansA site assessmentsA o#erations #lansA regulations or material to acce#tA s#ecial recommendationsA violationsA franchise fee recordsA and other related data" Records also may include a #eriodic revie* of land fillsA a re#ort *hich is for*arded to the /olid @aste Advisory <ommitteeA Oregon )e#artment of ;nvironmental Kuality site #lans, o#erational #lans, and #ermitsA corres#ondence *ith );K concerning com#liance conditionsA and land fill records monitoring ground *ater, surface *ater, land fill gas, and storm *ater according to federal regulations" %'inimum retention( %a& 1eriodic revie* and re#ort to /@A<( 5 years %b& <ase files for sites not chosen( 15 years %c& <ase files for all other sites( .0 years after closure& %4& N/"$'#*) V"+0'%"+# R)*+& $ /eries documents nuisance violations and com#laints" Ty#es of com#laints or nuisances include com#laints of solid *aste nuisancesA accumulations on #rivate #ro#erty of household garbage, 5un+, or abandoned vehiclesA bad odorsA solid or ha6ardous *aste or garbage #roblemsA #esticide misuse allegationsA electromagnetic fieldsA standing or stagnant *aterA rodent and insect #roblemsA housing concerns such as substandard housing, unclean living conditions, home drug lab contamination, asbestos, lead issues %#aint, food, *ater&, radon *orries, formaldehyde, carbon mono2ide, illnesses thought to be caused by indoor air, se*age or drin+ing *ater issuesA and other environmental concerns" /eries may include com#laintsA investigation re#ortsA ins#ections and assessmentsA *arrantsA citations, *arnings, or other enforcement actionsA corres#ondenceA and other documentation" %'inimum retention( 5 years& %7& P&"('%) ?)00 ?'%)& S'!20) R)*+& $ /eries documents the analysis of *ater sam#les collected from #rivate *ells" nformation contained in the re#ort on the *ater su##ly system may include datesA feesA assessor3s ma# informationA addressA o*ner3s and #urchaser3s namesA information su##lied by the

seller such as #lot #lan, *ell log, and #roblemsA results of the investigationA and other related data" A co#y of the laboratory re#ort may be attached to the re#ort" %'inimum retention( 1 year& %8& P/90"* F'*"0"%")$ S'#"%'%"+# R)*+& $ /eries documents the ins#ection and licensing of #ublic facilities such as s*imming #ools, restaurants, school and daycare food services, tourist and travelers facilitiesA vending facilities including mobile units, commissaries, vending machines, and *arehousesA and #rofit and non0#rofit tem#orary restaurants" /eries may include a##licationsA ins#ection re#orts listing ty#e of ins#ection, any deficiencies, ins#ection score, date and time of ins#ection, and signaturesA co#ies of the licenses issuedA and other related data" /eries may include a #lan revie*" A co#y of each license is for*arded to the Oregon Bealth )ivision" %'inimum retention( %a& Tem#orary restaurants( 1 year after date of event %b& <losed facilities( 2 years after closure %c& Other facilities( 7 years& %$& R)1/0'%"+# V"+0'%"+# '# C.'00)#1) R)*+& $ /eries documents the violations and challenges to regulations concerning franchises, haulers and collectors, and flo* control" /eries may include re#orts, com#laints, ins#ections and assessments of the site and of records, the citation, and other related data" %'inimum retention( 5 years& %10& S)2%"* S-$%)! S'#"%'%"+# R)*+& $ /eries documents subsurface, individual se*age dis#osal %se#tic& systems" /eries may include a##licationA building site ins#ection re#ortA site ma#A site evaluationA construction #ermit and a##licationA #lot #lanA corres#ondenceA a##roval or denial of #ermitA co#y of #ermitA and other related data" /eries may also include re#air and alteration #ermits and records" %'inimum retention( 20 years after abandonment notification& %11& S2)*"'0 '# H'5'& +/$ ?'$%) R)*+& $ /eries docu0ments the activities of #rograms to handle s#ecial and ha6ardous *aste materials such as #etroleum contaminated soil, industrial *astes, manufacturing by0#roducts and *astes, chemical s#ills and s#ill cleanu# material, and medical *astes" Records may include case files for s#ecial *astes that have been acce#ted for dis#osalA and rules, ordinances, regulations, criteria, and standards ado#ted by the agency for the control and acce#tance of s#ecial and ha6ardous *astes" %'inimum retention( .0 years& %12& ?'$%) M'#'1)!)#% A##/'0 P0'#$ '# R)2+&%$ /eries documents annual #lans, *hich contain im#lementation goals and ob5ectives designed to meet state and regional mandates concerning landfillsA dis#osal and transfer stationsA hauling and collection of *astesA recycling including *aste reduction, refuse, com#osting, and resource recoveryA and regulations" /eries also documents annual re#orts to state and local entities and biannual re#orts to the ;nvironmental 1rotection Agency" Re#orts document the #rogram or #rimary functional activities and accom#lishments of the office for the #revious year" They are often com#iled from monthly, !uarterly, or other subsidiary activity re#orts" nformation contained in the #lans and re#orts may include statistics, narratives, gra#hs, diagrams, and other related data" %'inimum retention( %a& Annual Re#orts( 50 years %b& Annual 1lans( 20 years& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-00F5 C+/#%- H)'0%. B V"%'0 S%'%"$%"*$ %1& B"&%. A9$%&'*%$ S)&")$ documents selected information abstracted from the birth certificate" The abstract may include name of the child and #arent%s&, se2 of child, #lace and date of birth, residence address of #arent%s&, and al#habetical inde2" %'inimum retention( 2 years& %2& B"&%. R)*+& $ S)&")$ is used to record births occurring *ithin the county" /eries contains

certificates, inde2es, and other records listing births" nformation contained in the records may include name of child, mother, and father, state of residence of #arents, and name of #hysician or attendant" %'inimum retention( %a& Through 1$15( 1ermanent %b& After 1$15( retain the original record 1*ee+, then send to the Oregon Bealth )ivision %c& After 1$15( retain co#ies 4 months& %.& D)'%. A9$%&'*%$ S)&")$ documents selected information abstracted from the death certificate" The abstract may include name of the decedent, #lace and date of death, name of the decedent3s s#ouse, if any, and al#habetical inde2" %'inimum retention( 2 years& %4& D)'%. R)*+& $ S)&")$ is used to record deaths occurring *ithin the county" /eries contains certificates, inde2es, and other records listing deaths, including fetal deaths or stillbirths" nformation contained in the records may include name, address, #lace of death, s#ouse, cause of death, attendant, date of death, date of birth, se2, race, and cemetery" %'inimum retention( %a& Through 1$15( 1ermanent %b& After 1$15( retain original record 1 *ee+, then send to the Oregon Bealth )ivision %c& After 1$15( retain co#ies 4 months& %5& P'%)&#"%- A::" '("%$ S)&")$ establishes #aternity by identifying the natural father of a child born out0of0*edloc+" The affidavit includes the name, birthdate, and birth#lace of childA name and birthdate of motherA name, birthdate, and state of birth of fatherA ne* name of child to a##ear on the birth certificateA signatures of mother and fatherA and certification *ith seal of notary" %'inimum retention( Transfer to Oregon Bealth )ivision& %4& R)2+&% '# A9$%&'*% +: B"&%. '# D)'%. C'& $ )ocuments abstracted information from official death and birth certificates" ,sed for reference to re!uests for information about recent births and deaths" All information du#licated on official certificates held by the Bealth )ivision, Hital /tatistics section" %'inimum retention( 2 years& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-00G0 C+/#%- >/()#"0) D)2'&%!)#% R)*+& $ %1& D)0"#=/)#% C'$) F"0)$, A D/ "*'%) 3F+&!'04 /eries documents cases of minors *ho fall under the 5urisdiction of the Iuvenile )e#artment because they have committed an act, *hich *ould be a criminal offense if done by an adult, and *hose cases are ad5udicated by the Iuvenile <ourt" Records may include but are not limited to #olice re#orts, corres#ondence, formal accountability agreements, inta+e assessments, referrals from other agencies, school records, #sychological evaluations, finger#rints, dis#osition records, counselor3s record of client contact, social histories, card files, court re#orts, court orders, #etitions and #leadings, ris+ assessments, referrals to residential #lacement centers, and related documentation" /;; A9/O Iuvenile Tem#orary <ustody Records in the 9a* ;nforcement section" %'inimum retention( %a& ,ntil court ordered e2#unction %OR/ 41$A"242& %b& f the crime is defined by OR/ 41$A"240%I&( Retain until court ordered e2#unction %c& f case not e2#unged( ,ntil the individual is 25 years of age and the case closed for . years& %2& D)0"#=/)#% C'$) F"0)$, I#:+&!'0 /eries documents cases of children *ho fall under the 5urisdiction of the Iuvenile )e#artment, but *hose cases have not been ad5udicated by the Iuvenile <ourt" 'inors are referred to the de#artment by the #olice if they have committed an act that *ould constitute a criminal offense if committed by an adult" nformal delin!uent cases are those cases in *hich no official court action *as ta+en and may include cases that *ere not legally sufficient to ad5udicate and therefore no action *as ta+en by the )istrict Attorney" Records include but are not limited to #olice re#orts, corres#ondence, formal accountability agreements, inta+e assessments,

referrals from other agencies, school records, #sychological evaluations, finger#rints, victim restitution records" /u#ervision fee records are transferred to the offender3s case file after the case has been terminated" /;; A9/O Iuvenile Tem#orary <ustody Records in the 9a* ;nforcement section" %'inimum retention( %a& ,ntil court ordered e2#unction %OR/ 41$A"242& %b& f case is not e2#unged( ,ntil the individual is 18 years of age and the case has been closed for . years& %.& D)2)# )#*- C'$) F"0)$ /eries documents cases involving children *ho have been #laced in the custody and-or su#ervision of the /tate Office for /ervices to <hildren and Families by the Iuvenile <ourt because of their *elfare *as endangered" Although the county Iuvenile )e#artment may not #rovide services, they maintain a file on the child for informational #ur#oses, in case the child later becomes involved in criminal activities, or because the court directs the Iuvenile )e#artment to #erform investigations such as home studies or custody studies" The Iuvenile )e#artment may act as liaison bet*een the court and the /tate Office for /ervices to <hildren and Families for assisting in the legal intervention for the child" Records may include but are not limited to #etitions, citi6en revie* board re#orts, court revie*s, legal corres#ondence from attorneys, *or+ing notes, related documentation, and corres#ondence" %'inimum retention( %a& ,ntil court ordered e2#unction %OR/ 41$A"242& %b& f case is not e2#unged( ,ntil case closed for 10 years or individual is 2. years of age& %4& D)%)#%"+# U$) R)2+&%$ /eries documents the use of detention facilities by the Iuvenile )e#artment" The log *hich trac+s use of detention facilities is com#iled monthly and may include but is not limited to the name of the youth, reason for detention, dates of detention and release, and the name of the #robation officer assigned to the youth" /tatistics are used for budgeting #ur#oses and for re#orting to the community and to the county commissioners" %'inimum retention( ,ntil the individual is 18 years of age& %5& I#:+&!'0 R)$%"%/%"+# R)*+& $ /eries documents the #ayment of restitution to victims in informal cases involving children *ho fall under the 5urisdiction of the Iuvenile )e#artment, but *hose cases have not been ad5udicated by the Iuvenile <ourt" Records may include but are not limited to the name and address of the youth, name and address of the victim, amount o*ed, #ayment schedule, and related documentation" @hen the case is terminated, victim restitution records are #laced in the offender3s case file" %'inimum retention( . years after #ayment or deemed uncollectible& %4& S/2)&("$"+# F))$ /eries documents #ayment of su#ervision fees #aid by the youth to the Iuvenile )e#artment u#on order of the court" Records include #ayment information and are transferred to the youth3s case file *hen the case is terminated" %'inimum retention( . years after #ayment or deemed uncollectible& %7& S2)*"'0 P&+1&'!$ 3D"()&$"+# P&+1&'!$4 /eries describes #rograms that are im#lemented by county 5uvenile de#artments that act as diversions to first and second time misdemeanor offenders" The #rograms are individual to each res#ective county de#artment and may not e2ist in every county 5uvenile de#artment" 1rograms may include but are not limited to assault diversion, tres#ass diversion, anger management and conflict resolution, *or+ cre* #rograms, victim offender mediation, and inta+e #rograms for lo*0ris+ offenders" %'inimum retention( ,ntil the individual is 18 years old& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-00G5 C+/#%- M/$)/!$ '# H"$%+&"*'0 S+*")%")$ R)*+& $ %1& A##/'0 R)2+&%$ /eries #rovides a record of the #rimary functional activities and accom#lishments of the museum and historical society for the #revious year" Re#orts may include narratives, statisticsA

gra#hsA diagramsA member listsA descri#tions of #rogramsA events and e2hibitsA and annual financial statements" %'inimum retention( 1ermanent& %2& B+'& M)!9)& P)&$+##)0 R)*+& $ /eries documents the a##ointment or election and subse!uent #ersonnel actions for board members" Records may include a##ointment letters, resumes, a##lications, #ersonnel action forms, 5ob descri#tions, and em#loyee data sheets" %'inimum retention( 10 years after final term e2#ires& %.& B+'& +: D"&)*%+&'$ R)*+& $ /eries documents the activities and decisions of the board res#onsible for governing museum and historical society o#erations or for advising its o#erations" Records may include minutes, agendas, ta#e recordings, and ?oard <ommittee records" Records may also include constitution and by0la*s, intergovernmental agreements, organi6ation charts, draft and a##roved budgets" %'inimum retention( %a& Retain minutes, agendas, resolutions, inde2es, and e2hibits %not retained #ermanently else*here in agency records&( 1ermanently %b& Retain audio or visual recordings( 1 year after minutes #re#ared and a##roved %c& Retain e2hibits not #ertinent to minutes( 5 years& %4& C+!!"%%)) R)*+& $ /eries documents the activities, decisions, and re#orts of staff committees that oversee or advise #rograms or functions of the museum and historical society" <ommittees may include but are not limited to ac!uisitions, finance, membershi#, e2hibits, education, and facility" Records may include committee agendas, minutes, #ro#osed budgets, re#orts and corres#ondence" %'inimum retention( 10 years& %5& C+2-&"1.% '# R)2&+ /*%"+# R)*+& $ /eries #rovides a record of the activities, #olicies and #rocedures related to co#yright o*nershi# and re#roduction of museum o*ned ob5ects and #ublications, and of the museum3s use of items o*ned by other organi6ations" /eries also documents agreements *ith other #arties for #rivate or commercial use, re#roduction, #ublication and sale of *ritten materials and #hotogra#hs of museum o*ned ob5ects and #ublications" Records may include re#roduction, resale and #ublication #olicies and #rocedures, contracts and agreements, use restriction forms, #hotogra#h release forms, #hotogra#hic service re!uest forms, re!uests for #ermission to re#roduce or #ublish #hotogra#hs or documents, fee schedules, corres#ondence, and *or+ orders for #urchase of #rinted materials" %'inimum retention( %a& Fee schedules and *or+ orders( . years %b& All other records( 5 years after su#erseded or e2#ired& %4& D)()0+2!)#% P&+1&'! R)*+& $ /eries #rovides a record of administration of the museum and historical society develo#ment #rogram" The develo#ment #rogram raises funds and other resources for su##ort of the organi6ation and its #rograms through cultivation of individual, cor#orate, government and foundation su##ort and s#ecial events" The #rogram also develo#s, submits and re#orts on grants" Records may include #ublicity and #romotion records, re#orts, budgets, grant records, fund raising event and #ro5ect records, records of gifts in +ind and financial donations, mailing lists, bul+ mailing records, and corres#ondence" %'inimum retention( %a& ;ndo*ment records( 10 years after funds disbursed and account audited %b& All other records( 5 years& %7& D"&)*%+&'$ R)*+& $ /eries #rovides a record of the administrative activities of the museum director such as e2ecutive leadershi# of the organi6ation, financial and #ersonnel management, #olicy develo#ment, budget develo#ment and a##roval, #ublic contact and lobbying" Records may include corres#ondence, memos, #olicies, statistical and narrative re#orts, draft budget data, and financial re#orts" %'inimum retention( 5 years& %8& E7."9"% R)*+& $ /eries documents the #lanning, develo#ment, installation and maintenance of tem#orary and #ermanent on0site and off0site e2hibitions, research of materials and ob5ects, and #ublication of e2hibits" Records may include e2hibit contracts, design and installation records, #ermanent and tem#orary e2hibit inventory listings, e2hibit catalogs, art catalogs, #hotogra#hs and

slides, e2hibit scheduling records, brochures, research records, #rice lists, and corres#ondence" /;; A9/O ;!ui#ment 'aintenance Records in the ;!ui#ment and 1ro#erty Records section" %'inimum retention( %a& ?rochures, e2hibit catalogs, installation #hotogra#hs and slides, and inventory lists( 1ermanent %b& All other records( 10 years after e2hibit ends or is removed& %$& L+'#$ '# C+00)*%"+#$ I#$/&'#*) R)*+& $ /eries documents insurance coverage as #art of ris+ management for museum collections and loan ob5ects" Records may include insurance #olicies, riders, certificates of insurance, corres#ondence, damage and loss claims, and re#orts" %'inimum retention( %a& )amage loss and claim records( 5 years after claim #aid and resolved %b& All other records( 5 years after su#erseded or e2#ired& %10& M)!9)& R)*+& $ /eries documents administration of the museum and historical society3s membershi# #rogram and the status of its membershi#" Records may include #ublicity and #romotion records, individual member records, membershi# rosters, re#orts, membershi# drive records, mailing lists, address changes, bul+ mailing records, and corres#ondence" %'inimum retention( %a& ndividual member records( 5 years after membershi# ends %b& Address changes( until entered and verified %c& All other records( 5 years& %11& P)&!'#)#% C+00)*%"+# R)*+& $ /eries documents the accession, use, care, maintenance, storage and dis#osition of ob5ects in the #ermanent collection" /eries also #rovide a record of deaccession of ob5ects no longer in the collection" Records may include ac!uisition and deaccession #olicies and #rocedures, a##raisal and authenticity records, accession and catalog *or+sheets, hardco#y and-or electronic catalog records, accession records, deaccession records, deeds of gift, donor records, tem#orary custody recei#ts, inventory and location records, condition-conservation records, #hotogra#hs of ob5ects, conservation records, collections use records, and library shelf lists and finding aids" %'inimum retention( %a& <atalog *or+sheets( until entered in catalog records and verified %b& nventory and location records( until su#erseded or obsolete %c& Tem#orary custody recei#ts( until accessioned, or dis#osition of ob5ect %d& All other records( 1ermanent& %12& R)$)'&*. I#=/"&- '# R)$2+#$) R)*+& $ /eries #rovides a record of research re!uests received and res#onses made to them by museum staff" Records may include *ritten or electronic in!uiries and res#onses" nformation may include name of researcher, sub5ect of in!uiry or re!uest, and re#ly" %'inimum retention( 1 year& %1.& T)!2+&'&- L+'# R)*+& $ /eries documents the #rocessing and documentation of incoming ob5ects loaned from outside sources and ob5ects being loaned out from the #ermanent collection" Records may include #olicies and #rocedures, loan re!uests and agreements, facilities re#orts, insurance records, descri#tions of ob5ects received or loaned out, ins#ection and conditions re#orts, ac+no*ledgments and recei#ts, lender lists, #hotogra#hs and videota#es of ob5ects, inventory listings, deeds of gift, #ac+ing and shi##ing records, damage re#orts, and insurance re#orts" Records may also include ,"/" and foreign customs forms" %'inimum retention( %a& 1olicies, #rocedures and facility re#orts( 2 years after su#erseded or obsolete %b& All other records( 5 years after ob5ect returned or insurance claim #aid& /tat" Auth"( OR/ 1$2 /tats" m#lemented( OR/ 1$2"005F1$2"170 E Bist"( O/A 402004, f" E cert" ef" $01004A O/A .02012, f" E cert" ef" 1002$012 166-150-00H0 C+/#%- V)%)&'#$ S)&("*) O::"*)$ R)*+& $ %1& C+#%'*% '# I#=/"&- I# )7 R)*+& $ /eries used to assign, trac+ and retrieve information about claimants see+ing veterans3 benefits through county Heterans /ervices Officers" /ome contacts do not E .57 .57"805F.57"8$5

result in formal action" Records consist of inde2 cards or information sheets, or an electronic inde2" nformation may include veteran3s name, birth date, social security number, service number, claim numbers, date file started, dates actions #erformed, #o*er of attorney designee, beneficiaries names, file status %active-inactive&, death date, date file closed and related information" %'inimum retention( 10 years after final case activity& %2& D)'%. C)&%":"*'%)$ /eries #rovides a record of the death of a veteran and is used to hel# determine eligibility of heirs and de#endents for veterans benefits and to #rovide co#ies to heirs and de#endents and for reference" Records include co#ies of death certificates *hich sho* deceased name, certificate number, date of birth, date and location of death, cause of death, and certifying signatures" Records may be +e#t se#arately or in Heterans <ase Files" %Original /tate of Oregon )eath <ertificates are at the Oregon Bealth )ivision"& %'inimum retention( 20 years& %.& M"0"%'&- D"$*.'&1) R)*+& $ /eries used to verify and document a veteran3s discharge from military service and to determine eligibility to a##ly for veterans3 benefits" Records consist of )) 214 forms and a manual or electronic inde2" nformation includes name, service dates, branch, military history, service number, birth date, /ocial /ecurity :umber, discharge terms, and related information" Records may be +e#t se#arately or in Heterans <ase Files" %'inimum retention( 75 years after discharge& %4& S%'%"$%"*'0 R)2+&%$ /eries documents activity levels for various services #rovided to veterans" Records are used to re#ort to state and federal veterans3 de#artments, county commissioners and others, to #re#are budgets, and for research" Records consist of statistical re#orts" nformation may include various categories of services and numbers of activities #erformed, such as #hone, mail and in #erson in!uiries, office visits, home and nursing home visits, intervie*s, files o#ened-closed, claims filed, counseling #rovided and referrals" %'inimum retention( 10 years& %5& V)%)&'#$' C'$) F"0)$ /eries used to document activities and services #erformed for veterans and their de#endents, heirs and beneficiaries" /eries also #rovides a record of documentation received regarding the eligibility of veterans for state and federal benefits" Records may include but are not limited to intervie* *or+sheetsA biogra#hical and service information about the veteran and familyA intervie* and contact records %file face sheets&A military, Heterans Administration, and civilian medical recordsA co#ies of a##lications and claim formsA military service records including form )) 214sA income verificationA residence verificationA release authori6ationsA medal a*ard formsA state and federal benefits a*ard and denial noticesA HA claims deadlines sheetsA in!uiry status sheetA transmittal sheetsA co#ies of service recordsA co#ies of marriage and death certificatesA loan recordsA and corres#ondence" %'inimum retention( %a& ))214s( 75 years after discharge %b& )eath <ertificates( 20 years %c& /ervice and medical records( 20 years %d& All other records( 10 years after last activity& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-00H5 D"$%&"*% A%%+&#)- R)*+& $ t should be noted that the )istrict Attorney in each Oregon <ounty is an official em#loyee of the /tate" )ue to the status of the )istrict Attorney #osition, the /tate Archives *ould recommend utili6ing the /tate >eneral Records Retention /chedule for all financial records #roduced in county )istrict Attorney offices" %1& A%%+&#)- G)#)&'0 O2"#"+#$ Records document Attorney >eneral O#inions and attorney3s letters of advice" Records may include but are not limited to re!uests for o#inionsA o#inionsA letters of adviceA

co#ies of legislative bills, statutes, and administrative rulesA and corres#ondence" The )e#artment of Iustice maintains the state*ide record co#y of Attorney >eneral O#inions" %'inimum retention( 5 years& %2& C'$) +& D+*8)%) F"0)$ R)*+& $ document criminal cases tried and filed by the )istrict Attorney for the county" Records may contain but are not limited to #olice re#orts, co#ies of court documents, com#uteri6ed criminal histories, )istrict Attorney notes, court e2hibits, and related corres#ondence" nformation may include defendant3s name, date of birth, address and social security numberA victim3s name, date of birth, address and social security numberA and descri#tion of the crime and crime scene" %'inimum retention( %a& Retain cases of murder, treason, or <lass A felony, *ith a 5udgment of guilty( 40 years or . years after sentence e2#ires, *hichever is longer %b& Retain all other felonies, *ith a 5udgment of guilty( . years after sentence e2#ires %c& Retain felony cases, dismissed or *ith 5udgment of not guilty( . years %d& Retain misdemeanor cases( . years after termination %e& Retain violation cases( 1 year after termination %f& Retain su##ort enforcement cases( . years after all su##ort #aid& %.& C"("0 F+&:)"%/&) '# A$$)% S)"5/&) F"0)$ Records document cases involving sei6ure of assets for civil forfeiture" Records contain #olice re#orts, )istrict Attorney notes, legal #leadings and notices, descri#tions and #ictures of #ro#erty and-or cash, and Asset Forfeiture Oversight Advisory <ommittee forms and re#orts" Records may contain information regarding the incident leading to sei6ure, o*ner3s and interested #arties3 #ersonal information, and statistical and budget information" %'inimum retention( 5 years& %4& D)#") P&+$)*/%"+# F"0)$ /eries documents corres#ondence bet*een )istrict Attorney3s office and an outside investigative agency %#olice de#artment& concerning the inability to #rosecute cases based on a lac+ of evidence" These documents are generated in res#onse to #olice investigations and consist mainly of corres#ondence and case descri#tions" %'inimum retention( 1 year& %5& D"$%&"*% A%%+&#)- O2"#"+#$ /eries documents official recommendations, advice or o#inions of the )istrict Attorney issued to local officials" Records may include re!uests for o#inions, o#inions, letters of advice, and grand 5ury notes" To#ics may include establishment, modification or discontinuance of #olicies or services, and studies, #lans, research, or discussions of facilities, services, or issues in the criminal 5ustice system" %'inimum retention( 1ermanent& %4& G&'# >/&- R)*+& $ /eries describes the documents #roduced by the >rand Iury in relation to individual cases" The records document the #rogress and deliberations *ithin the grand 5ury" >rand Iury 1roceedings may include notes, votes, sub#oenas, and doc+ets" These records are not released into the general criminal files and are retained se#arately from the res#ective criminal files" %'inimum retention( %a& Retain notes, votes, and doc+ets( 10 years %b& Retain sub#oenas and member lists( 1 year& %7& G&'# >/&- R)2+&%$ /eries documents re#orts filed by the grand 5ury at the com#letion of the mandated tours of #ublic institutions and courts" OR/ 1.2"440 re!uires that the grand 5ury in!uire into the condition and management of every correctional and 5uvenile facility in the county as defined in OR/ 142"1.5 at least once a year" nformation may include tour date, facility name, and any findings of the grand 5ury" %'inimum retention( %a& Retain re#orts not filed *ith the courts( 20 years %b& Retain re#orts filed *ith the court( 2 years& %8& I# "*%!)#% R)%/&#) L"$%$ /eries documents lists of grand 5ury indictments returned, schedules of #eo#le a*aiting grand 5ury hearings, or cases #ending hearings or trial" nformation may include names of #eo#le a*aiting hearings, and names of cases #ending or of returned indictments" %'inimum retention( 2 years& %$& I#()$%"1'%"+# F"0)$ R)*+& $ document criminal cases investigated, but not tried, by the )istrict Attorney" Records may contain but are not limited to #olice re#orts, com#uteri6ed criminal histories,

)istrict Attorney notes, grand 5ury notes, and related corres#ondence" nformation may include sus#ect3s name, date of birth, address and social security numberA victim3s name, date of birth, address and social security numberA and descri#tion of the crime and crime scene" %'inimum retention( %a& Retain cases of murder or treason( 1ermanent %b& Retain class A felony cases( 25 years %c& Retain class ? felony cases( 10 years %d& Retain class < felony cases and su##ort enforcement cases( 5 years %e& Retain accident and death investigations( . years %f& Retain misdemeanor cases( 2 years %g& Retain violations cases( 1 year& %10& M)#%'0 C+!!"%!)#% H)'&"#1 F"0)$ Records document cases involving incidents or #ossibly crimes involving mentally ill #ersons" Records may include #olice re#orts, mental health evaluations and referrals, legal #leadings, commitment orders, )istrict Attorney notes, sub#oenas, and corres#ondence" nformation may include #erson3s #ersonal information, a victim3s #ersonal information %if a##licable&, and-or *itness information" %'inimum retention( 5 years& %11& M/0%"-D"$*"20"#'&- T)'! R)*+& $ R)*+& $ document the activities and management of the county 'ulti0)isci#linary Team %')T&" Res#ective ')Ts may have members from city, county, or state agencies" Records may include grant and account records, meeting minutes, annual re#orts and budgets, member lists, interagency agreements, and corres#ondence" %'inimum retention( 5 years& %12& O::"*"'0 B/$"#)$$ R)1"$%)& /eries documents the scheduling and status of actions, suits, or legal #roceedings involving the )istrict Attorney" nformation may include names of individuals or cases, dates or court events, grand 5ury doc+ets, and cases scheduled" %'inimum retention( 25 years& %1.& P/90"* R)*+& $ D"$*0+$/&) R)=/)$% Records /eries documents #ublic a##eals to the )istrict Attorney *hen initial re!uests for access to #ublic documents *as initially denied" Records may include but are not limited to re!uests for disclosure, ty#es of records re!uested, re!uest logs, notation of transfer to another district, a##rovals, denials, co#ies of #etitions to the )istrict Attorney for revie* of disclosure denials, )istrict Attorney Orders to grant or deny disclosure, corres#ondence, and related documentation" %'inimum retention( %a& A##roved re!uests( 2 years %b& )enied re!uests( 2 years after last action& %14& S%'%) B&)'%.'0-5)& P)&!"%$ /eries documents the maintenance of co#ies of the state breathaly6er #ermits issued to local la* enforcement #ersonnel by the state to #erform breathaly6er tests" nformation includes name of individual #ermit issued to, date of issuance, and e2#iration date" %'inimum retention( Retain most current co#y& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0100 E!)&1)#*- M'#'1)!)#% R)*+& $ %1& A0)&% '# N+%":"*'%"+# R)*+& $ Records documenting any *ritten emergency *arnings-notifications issued by the county, the Oregon ;mergency 'anagement )ivision, :ational Oceanic and Atmos#heric Agency %:OAA&, or the Federal ;mergency 'anagement Agency %F;'A&" /ub5ects may include landslides, earth!ua+es, *indstorms, floods, fires, and other ha6ards" %'inimum retention( .0 days& %2& C"("0 P&)2'&) #)$$ G/" '#*) 3CPG4 '# S%'%) '# L+*'0 G/" ) 3SLG4 R)*+& $ Records issued by the Federal ;mergency 'anagement Agency %F;'A& to #rovide guidance to state and local agencies on a##ro#riate elements of emergency management #rograms" These guidelines %+no*n as <1>s or /9>s& #rovide mandatory #olicies and #rocedures for federally funded emergency

management #rograms" %'inimum retention( ,ntil su#erseded or obsolete& %.& D"$'$%)& P&)2'&) #)$$ P0'##"#1 '# R)*+()&- R)*+& $ Records documenting #lans and #rocedures for the continuity of government in case of a ma5or disaster *hich has destroyed or com#romised the o#erations of the agency" <om#onents of the recovery #lan include but are not limited to #hysical #lant re#air and restorationA e!ui#ment restorationA electronic data restoration including ste#s to reload data, recover data, and reconnect net*or+sA reestablish tele#hone connectionsA essential records #rotectionA and related #rocedures and needs dealing *ith ris+ management, #ublic relations, and financial issues" %'inimum retention( ,ntil su#erseded or obsolete& %4& E!)&1)#*- E7)&*"$) R)*+& $ Records documenting emergency training e2ercises #erformed on a regular basis, as re!uired by the /tate and 9ocal Assistance and ;mergency 'anagement Assistance 1rograms" )ocumentation usually includes statements of #ur#ose, scenario narratives, ma5or and detailed se!uences of events, messages and in#uts %simulation material&, evaluation #oints, criti!ue and follo*0u# actions re#orts, lists of #layers, and names of controllers and evaluators" %'inimum retention( 4 years after annual or final e2#enditure re#ort submitted& %5& E!)&1)#*- '# D"$'$%)& I#*" )#% R)*+& $ Records documenting actions ta+en *ith res#ect to emergency #lanning and res#onse activities during and after emergency incidents" ,sed for #lanning, analysis, and reference" Ty#es of incidents may include floods, storms, ha6ardous material releases, fires, #ublic utility failures, earth!ua+es, and others" Records often include #hotogra#hs, damage re#orts, res#onse re#orts, incident action #lans, resource ordering and trac+ing records, financial documentation, logs, messages, notes, and related documents" %'inimum retention( %a& )esignated or declared emergencies( 1ermanent %b& :on0designated emergencies( 5 years& %4& E!)&1)#*- M'#'1)!)#% A$$"$%'#*) A*%"("%- R)2+&%$ Re#orts documenting the agency3s emergency management *or+ #lan" These are created on a !uarterly basis as re!uired by the Federal ;mergency 'anagement Agency %F;'A&" The re#orts #rovide a narrative of emergency management #rogram elements that *ere accom#lished annually, along *ith su##orting documentation %sam#les of com#leted *or+&" /ub5ects include #ersonnel, e!ui#ment, current #ro5ects, #rogress re#orts, training, and others" %'inimum retention( . years after annual or final e2#enditure re#ort submitted& %7& E!)&1)#*- M'#'1)!)#% A$$"$%'#*) S%':: P'%%)&# R)*+& $ Records documenting the agency3s #ersonnel involved in the emergency management #rogram" t is submitted annually to the Oregon ;mergency 'anagement )ivision and is the basis for determining eligibility for funded staffing su##ort for ;mergency 'anagement Assistance 5urisdictions" Records include a##ro#riate Federal ;mergency 'anagement Agency %F;'A& forms and related documents" %'inimum retention( . years after annual or final e2#enditure re#ort submitted& %8& E!)&1)#*- O2)&'%"+#$ '# M'#'1)!)#% P0'#$ R)*+& $ documenting the develo#ment, im#lementation, and u#dating of emergency o#erations and management #lans" The #lans are re!uired by the federal government as #art of a <om#rehensive <oo#erative Agreement %<<A& and must be reevaluated and u#dated at least every four years" Records often include ado#ted #lans, notes, outlines, drafts, corres#ondence, and related documents" /;; A9/O )isaster 1re#aredness 1lanning and Recovery Records in this section" %'inimum retention( %a& Ado#ted #lans( ,ntil su#erseded or obsolete %b& Other records( . after annual or final e2#enditure re#ort submitted& %$& H'5'& A#'0-$"$ R)*+& $ R)*+& $ documenting #otential natural and manmade ha6ards in an area" The Federal ;mergency 'anagement Agency %F;'A& re!uires documentation for federally funded ;mergency 'anagement Assistance 5urisdictions" Ty#es of ha6ards include earth!ua+es, droughts, fires, floods, nuclear incidents, and others" Records include government forms and related documents" nformation includes geogra#hic descri#tions of locations, definitions of ha6ards, vulnerability identifications, ha6ard histories, #otential ma2imum threats, #robabilities, and related

data" %'inimum retention( .0 years& %10& H'5'& S.)0%)& R)*+& $ Records documenting the condition of buildings designated to be used as ha6ard shelters in case of emergency" ,sed for emergency #lanning and reference" Records may include documents issued by federal and state emergency management agencies, as *ell as related materials such as s+etches and #hotogra#hs" nformation usually includes address, building name, structural dimensions, building com#osition, #otential occu#ancy, ins#ection results, and related data" %'inimum retention( ,ntil su#erseded or obsolete& %11& P/90"* E /*'%"+# P&+1&'! '# P/90"*'%"+#$ R)*+& $ Records related to the design and im#lementation of emergency management educational and outreach #rograms and #resentations #rovided to the #ublic by the agency" Often includes class descri#tions, instructional materials, course outlines, class enrollment and attendance records, re#orts, s#eeches, audio0visual records, brochures, #am#hlets, boo+lets, ne*sletters, and related documents" %'inimum retention( %a& Re#orts, boo+lets, ne*sletters, and s#eeches( 1ermanent %b& ?rochures, #am#hlets, and leaflets( ,ntil su#erseded or obsolete %c& Retain #rogram develo#ment records( 5 years %d& Retain class enrollment and attendance records 2 years %e& Retain other records( 1 year& %12& R)$+/&*) L"$%$, E!)&1)#*- M'#'1)!)#% 9ists documenting emergency resources such as man#o*er, e!ui#ment, su##lies, and services" ncludes names, daytime and nighttime #hone numbers, and addresses of su##liers and vendors as *ell as contact names" %'inimum retention( ,ntil su#erseded or obsolete& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0105 E=/"2!)#% '# P&+2)&%- R)*+& $ %1& B/"0 "#1 R)*+& $ /eries documents building configuration and may also document real #ro#erty e!ui#ment installed, ha6ardous chemicals used, radiation ha6ards housed in the building, and emergency res#onse #rocedures" Records may include asbuilts, remodeling, ma5or re#air, and engineering blue#rints, chemical identification data, and safety materials such as co#ies of 'aterial /afety )ata /heets %'/)/&" %'inimum retention( 9ife of structure& %2& D'!'1) ;S%+0)# P&+2)&%- R)*+& $ ,sed to #re#are re#orts relating to damaged or stolen #ro#erty" Records may include yearly ris+ re#ort, restoration fund inventory re#ort, #olicy manual, #ro#erty transfer re#ort, self0insurance manual, real #ro#erty re#ort, money and negotiable securities re#ort and a general ris+ survey" %'inimum retention( 4 years& %.& D)) I#$%&/!)#%$ )ocuments conveyance or encumbrance of an interest in real #ro#erty" 'ay include deedsA condominiums, #lats, and #artition #lantsA leasesA contractsA easementsA covenants, conditions, restrictionsA o#tions, and affidavits" )e#ending on local filing #ractices, this series also may be included as #art of the <ounty <ler+3s 1ublic Recordings" %'inimum retention( %a& Retain nstruments recorded as #art of <ounty <ler+3s 1ublic Recordings( until #ro#erty no longer o*ned by the agency %b& Retain nstruments not recorded *ith the <ounty <ler+( 1ermanently& %4& D)) $ %+ A1)#*--O6#) L'# Recorded evidence of agency o*nershi# of #ublic lands and right0of0*ays" ;2hibits may include ma#s and legal descri#tions, title transfers, and significant related corres#ondence" nformation ty#ically includes a descri#tion of #ro#erty, signatures of #revious o*ner and agency re#resentative, and date of transfer" )e#ending on local filing #ractices, this series also may be included as #art of the <ounty <ler+3s 1ublic Recordings" %'inimum retention( . years after

#ro#erty is no longer o*ned by the agency& %5& E'$)!)#%$ Recorded grants by #ro#erty o*ners to the agency for use of #rivate #ro#erty for #ublic uses" ;2am#les consist of street, utility, bi+e*ay, se*er, storm drain, and landsca#ing easements" 'ay include ma#s or other e2hibits" nformation includes #ro#erty o*ner3s name and signature, location of #ro#erty, ty#e of easement, terms, and date of signing" )e#ending on local filing #ractices, this series also may be included as #art of the <ounty <ler+3s 1ublic Recordings" %'inimum retention( %a& Retain ;asements recorded as #art of <ounty <ler+3s 1ublic Recordings( until #ro#erty no longer o*ned by the agency %b& Retain ;asements not recorded *ith the <ounty <ler+( 1ermanently& %4& F/)0 R)*+& $ Records documenting the amount of gasoline, diesel, and oil used by agency0o*ned vehicles" Often includes logs, re#orts, and related documents" %'inimum retention( 2 years& %7& E=/"2!)#% C'0"9&'%"+# R)*+& $ Records documenting the maintenance and calibration of e!ui#ment and instruments used to underta+e and monitor technical o#erations" ,seful to verify e!ui#ment reliability and for reference by regulatory agencies" 'ay include logs, re#orts, and related records" nformation often includes date, ty#e of e!ui#ment maintained or calibrated, tests #erformed, re#airs needed, comments, and related data" %'inimum retention( 9ife of e!ui#ment& %8& E=/"2!)#% M'"#%)#'#*) R)*+& $ Records may include #urchase orders, lease agreements, *arranties, vendor statements, service contracts, charge call bills, fa2 activity re#orts, #ro#erty dis#osition re!uests, invoices for e!ui#ment re#air, #urchase re!uest forms, and memoranda" /;; A9/O Hehicle 'aintenance Records in this section" %'inimum retention( 1 year after e!ui#ment dis#osed of& %$& P&+2)&%- D) "*'%"+# R)*+& $ Recorded dedication of #rivate #ro#erty for #ublic uses such as trans#ortation facilities %streets, side*al+s, bi+e*ays& and #ar+s" 'ay include dedication agreements, ma#s, corres#ondence, and im#ortant related materials" %'inimum retention( 1ermanent& %10& P&+2)&%- D"$2+$"%"+# R)*+& $ Records documenting dis#osition of agency0o*ned non0real #ro#erty, usually through #ublic auction, com#etitive bidding, or destruction" nformation often includes date, de#artment, descri#tion of item, value, dis#osition, reason for dis#osition, condition, and authori6ation" /;; A9/O Real 1ro#erty Transaction Records in this section and >rant Records in the Financial Records section for documents related to the dis#osition of real #ro#erty" %'inimum retention( . years after dis#osition of #ro#erty& %11& P&+2)&%- V'*'%"+# R)*+& $ Recorded #ro#erty vacations, including streets, alleys, easements, #ublic utilities, subdivisions, and right0of0*ays" 'ay include #etitions to vacate, ma#s, descri#tions of #ro#erty, staff re#orts, a##roval orders, and related significant corres#ondence" %'inimum retention( 1ermanent& %12& R)'0 P&+2)&%- T&'#$'*%"+# R)*+& $ Records documenting ac!uisitions, dis#ositions, and reallocations of real #ro#erty and right0of0*ays by the agency for urban rene*al #ro5ects, #ar+s, se*ers, streets, *ater lines, traffic signals, and other reasons" Records may include offer letters, o#tions, agreements of short duration, staff re#orts, a##raisal re#orts and revie*s, ins#ection re#orts, letters of transmittal, summaries, and related records" /;; A9/O )eeds to Agency0O*ned 9and in the <ler+ 0 Recording section" %'inimum retention( 10 years after substantial com#letion& %1.& T)*.#"*'0 M'#/'0$ S2)*":"*'%"+#$, '# ?'&&'#%")$ O*ners manuals and *arranties for agency0o*ned vehicles and e!ui#ment" 'anuals often include s#ecifications, o#erating instructions, and safety information" @arranties include terms of coverage for re#air or re#lacement of e!ui#ment" %'inimum retention( %a& 'anuals( ,ntil dis#osition of vehicle or e!ui#ment %b& @arranties( ,ntil e2#iration&

%14& V)."*0) M'"#%)#'#*) '# R)2'"& R)*+& $ Records document the maintenance and re#air history of all agency0o*ned vehicles" Records may include re#orts, summaries, and similar records usually com#iled from daily *or+ records on a monthly or !uarterly basis" nformation often includes a descri#tion of *or+ com#leted, #arts and su##lies used, date of service, date #urchased, #rice, vehicle number, ma+e and model, and other data" /;; A9/O <ontracts and Agreements in the Administrative Records section for contract records related to #rivate com#anies maintaining and re#airing agency0o*ned vehicles" /;; A9/O )aily @or+ Records in the 1ublic @or+s0O#erations and 'aintenance section and @or+ Orders in this section" %'inimum retention( 2 years after dis#osition of vehicle& %15& V)."*0) T"%0) '# R)1"$%&'%"+# R)*+& $ Records documenting o*ner0shi# and registration of all agency vehicles *ith the Oregon )ivision of 'otor Hehicles" %'inimum retention( %a& Retain titles until vehicle is sold or dis#osed of %b& Retain registration records until su#erseded or dis#osition of vehicle& %14& V)."*0) U$'1) '# E72)#$) R)*+& $ Records documenting usage and e2#enses associated *ith agency0o*ned vehicles" ,sed for maintenance, budgeting, and #lanning" nfor0mation may include vehicle number, ma+e, and model, beginning and ending mileage, driver3s name and signature, fuel used, re#airs needed, and other data" %'inimum retention( . years& %17& ?'"()&$ +: R)!+#$%&'#*) Agreements made by #rivate citi6ens-#ro#erty o*ners to forego their rights to remonstrate %o##ose-#rotest& against certain agency actions in e2change for other considerations" Often relates to the e2tension of *ater or se*er service beyond certain areas that later may be anne2ed or formed into local im#rovement districts" @aivers usually include name and signature of grantor, location of #ro#erty, #ur#ose of document, date, and signature of agency re#resentative" %'inimum retention( 4 years after e2#iration& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0110 F"#'#*"'0 R)*+& $ NOTE, nclusion of a record series in this schedule does not re!uire the series to be created" f a record is created electronically, it can be retained in electronic format only as long as the retention #eriod is $$ years or less" %1& A**+/#%$ P'-'90) R)*+& $ Records documenting #ayment of agency bills for general accounts e2cluding grants" ncludes re#orts, invoices, statements, vouchers, #urchase orders, #ayment authori6ations, recei#t records, canceled chec+s or *arrants, and similar records" /;; A9/O >rant Records in this section for records documenting e2#enditure of grant funds" %'inimum retention( . years& %2& A**+/#%$ R)*)"('90) R)*+& $= Records documenting revenues o*ed to the agency by vendors, citi6ens, organi6ations, governments, and others to be credited to general accounts e2cluding grants" Also documents billing and collection of moneys" 'ay include re#orts, recei#ts, invoices, a*ards, logs, lists, summaries, statements, and similar records" nformation often includes, recei#t amount, date, invoice number, name, account number, account balance, ad5ustments, and similar data" /;; A9/O >rant Records in this section for records documenting recei#t of grant funds" %'inimum retention( . years after collected or deemed uncollectible& %.& A/ "% R)2+&%$, E7%)&#'0 Records documenting annual audits of the financial #osition of the

agency conducted by e2ternal auditors in accordance *ith statutory re!uirements described in OR/ 2$7"405 through 2$7"555" /ub5ects include accounting #rinci#les and methods, the accuracy and legality of transactions, accounts, etc", and com#liance *ith re!uirements, orders, and regulations of other #ublic bodies #ertaining to the financial condition or o#eration of the agency" nformation includes accountant3s summary, combined financial statements, schedules, balance sheet details, comments, recommendations, and related data" /;; A9/O nternal Audit Records in the Administrative section" %'inimum retention( 1ermanent& %4& B'0'#*) S%'%/$ '# P&+D)*%"+# R)2+&%$ Re#orts created for internal use documenting the status of funds, ban+ accounts, investments, and other accountings of agency funds" ncludes budget allotment and fund reconciliation re#orts" Also includes #ro5ection records related to future recei#ts and disbursements" Re#orts are generated on a daily, *ee+ly, monthly, !uarterly or similar basis" nformation includes date, account balances, ty#e and summary of activity, and related data" %'inimum retention( . years& %5& B+# R)*+& $ 3E!20+-))4< Records documenting the #osting of fidelity, #erformance, or #osition bonds to guarantee the honest and faithful #erformance of elected officials, individual em#loyees, or grou#s of em#loyees" )etails of bonds vary, ho*ever information usually includes name and #osition%s& of individual or grou#, amount of coverage, effective and e2#ired dates, and related data" %'inimum retention( 4 years after e2#iration& %4& B/ 1)% 3A +2%) 4 R)*+& $ )ocumenting the final annual financial #lan a##roved by a governing body for all agency e2#enditures" nformation may include budget message, financial summaries, revenues and e2#enditures, o#erating #rograms, debt service, #osition and *age analysis, overhead allocations, organi6ation charts, #revious actual and budgeted amounts, and related data" )u#licate co#ies should be retained as needed" %'inimum retention( %a& <ounty budgets filed *ith the <ounty <ler+( 1ermanent %b& /#ecial district and other budgets( 2 years& %7& B/ 1)% P&)2'&'%"+# R)*+& $ Records documenting the #re#aration of de#artment budget re!uests #resented to the s#ecified governing body" 'ay include staff re#orts, budget instructions, *or+sheets, surveys, allotment re#orts, s#ending #lans, contingency #lans, budget #ro#osals, financial forecasting re#orts, and similar records" %'inimum retention( 2 years& %8& C.)*8 C+#()&$"+# R)*+& $ Records document chec+s received from customers that are electronically de#osited after being imaged and converted to an Automated <learing Bouse %A<B& transaction or mage Re#lacement )ocument % R)& %'inimum Retention( %a& Retain original #a#er instrument .0 days, destroy %b& Retain A<B transaction or R) 4 years, destroy& %$& C+!2)%"%"() B" R)*+& $ Records document the #ublication, evaluation, re5ection and a*ard of !uoted bids to vendors and other entities" Records may include but are not limited to re!uests for #ro#osals %RF1s&, re!uests for !ualifications %RFKs&, invitations to bid % T?s&, re!uests for information %RF s&, bid e2em#tion documents, bid and !uote lists, notices of bid o#ening and a*ard, com#arison summaries, s#readsheets, tabulation *or+sheets, bid advertising records, tally sheets, bid s#ecifications, corres#ondence, and related records" /;; A9/O 1urchasing Records in this section" %'inimum retention( %a& Retain acce#ted bids 10 years after substantial com#letion %as defined by OR/ 12"1.5%.&& %b& Retain other acce#ted bids( 4 years after bid a*arded or canceled %c& Retain re5ected bids and bid e2em#tions( 2 years after bid a*arded or canceled& %10& C&) "% '# D)9"% R)*)"2%$ AgencyLs co#y of credit or debit card recei#ts documenting #ayment received by an agency" Records include customerLs name and account information" %'inimum Retention( Retain .4 months after transaction, destroy& %11& C&) "% S0"2$ /li#s issued to citi6ens *ho have *ithdra*n from agency0s#onsored classes or

activities and are due credit for all or #art of fees #aid" nformation usually includes name of class or activity, date, e2#iration date, name and address of citi6en, and related data" %'inimum retention( . years after credit e2#ired or redeemed& %12& F"#'#*"'0 I!2'*% A#'0-$"$ R)*+& $ Records documenting the financial analysis of various agency #ractices" ,seful for #lanning future budget #ro#osals" Records include re#orts, studies, *or+sheets, and similar records" /ub5ects may include the im#act of s#ecific ballot measures, #ro#osals to increase #ermit fees, sic+ leave use analysis, and the agency3s relationshi# *ith various utilities" %'inimum retention( . years& %1.& F"#'#*"'0 R)2+&%$ Re#orts documenting the general financial condition and o#eration of the agency" ncludes information on the value of all agency o*ned #ro#erty and an accounting of all income and e2#enditures in relation to the final budget" Records may include monthly, !uarterly, annual and similar re#orts" %'inimum retention( %a& Annual re#orts( 1ermanent %b& Other re#orts( . years& %14& G)#)&'0 L) 1)&$= Records documenting the summary of accounts reflecting the financial #osition of the agency" nformation often includes debit, credit, and balance amounts #er account, budget, fund, and de#artment numbers, and totals for notes receivable, interest income, amounts due from other funds, federal grants received, ban+ loans received, cash in escro*, deferred loans received, cash, encumbrances, revenue, accounts receivable, and accounts #ayable, as *ell as other data" %'inimum retention( %a& Cear end ledgers( 10 years %b& Other general ledgers( . years& %15& G":% '# C+#%&"9/%"+# R)*+& $ Records documenting gifts and contributions given to the agency by sources outside of government" Records may include memorial donation records related to money to be used by the agency in the name of an individual" Often contains donor and ac+no*ledgement letters, ac!uisition lists itemi6ing #urchases *ith contributed money %boo+s, art, e!ui#ment, etc"& chec+s, recei#ts, and related records" %'inimum retention( %a& For retention of conditional gift, contribution and donation records( see <ontracts and Agreements in the Administrative Records section %b& Retain other records( . years& %14& G&'#% R)*+& $ Records document the a##lication, evaluation, a*arding, administration, monitoring, and status of grants in *hich the agency is the reci#ient, grantor, allocator, or administrator" >rants may come from federal or state governments or foundations or other funding sources" Records may include but are not limited to a##lications including #ro5ect #ro#osals, summaries, ob5ectives, activities, budgets, e2hibits, and a*ard notificationA grant evaluation records and recommendations concerning grant a##licationsA grant administration records including #rogress re#orts, budgets, #ro5ect ob5ectives, #ro#osals, and summariesA records documenting allocation of fundsA contractsA records monitoring #ro5ect #lans and measuring achievementA e!ui#ment inventoriesA financial re#orts, accounting records, audit re#orts, e2#enditure re#orts, and related corres#ondence and documentation" %'inimum retention( %a& Retain final re#orts from significant %as defined by county or s#ecial district #olicy& grants to the county or s#ecial district( 1ermanent %b& Retain records documenting the #urchase and-or dis#osal of real #ro#erty( 10 years after substantial com#letion %as defined by OR/ 12"1.5%.&&, or . years after final dis#osition, or as s#ecified in agreement, *hichever is longer %c& Retain other grant records( . years after annual or final e2#enditure re#ort submitted and a##roved or, as s#ecified in agreement, *hichever is longer %d& Retain unsuccessful grant a##lications( 1 year after re5ection or *ithdra*al& %17& I!2&+()!)#% R)*+& $, A !"#"$%&'%"() '# F"#'#*"'0< Records documenting the non0technical and financial administration of assessable and non0assessable county im#rovements including ca#ital im#rovements, local im#rovement districts %9 )&, urban rene*al, and economic im#rovement districts" Records often include affidavits of #osting, notices or #ro#osed assessment, certificates of mailing, interested #arty letters, bid !uotes, re#orts, and a*ards, e2#ense re#orts, #urchase orders, re!uisitions,

cost analyses, construction and maintenance bonds and insurance, and related administrative and financial records not located else*here in this schedule" /;; A9/O Assessment )oc+ets, 9edgers, and RegistersA ?ond Authori6ation RecordsA and other record series in the Financial section for records documenting legislative actions such as resolutions of intent to assess and ordinances for im#rovements" %'inimum retention( %a& Retain records of #ro5ect cost( . years after dis#osal or re#lacement of facility, structure, or system %b& Retain all other im#rovements 10 years after substantial com#letion %as defined by OR/ 12"1.5%.&& %18& I#()#%+&- R)*+& $= nventory records documenting the ca#itali6ed assets and e2#endable #ro#erty of the agency" ;2am#les of ca#itali6ed assets may include but are not limited to buildings, real estate, infrastructure assets, vehicles, e!ui#ment, and furniture" ;2am#les of e2#endable assets include office su##lies and other small, office #urchases" nformation often contains asset number, descri#tion, #urchase order number, location of asset, date received, #urchase #rice, re#lacement cost, de#reciation, and related data" This record series a##lies to routine control inventories" /;; A9/O >rant Records for inventories of #ro#erty #urchased *ith grant funds" For inventories documenting other s#ecial uses, see Bistoric /tructure nventory Records in the 1lanning and )evelo#ment sectionA ?ridge ns#ection Records in the 1ublic @or+s0;ngineering sectionA and 1ro#erty and ;vidence <ontrol and )is#osition Records in the 9a* ;nforcement section" %'inimum retention( %a& Retain records of ca#itali6ed assets( . years after dis#osal or re#lacement of asset %b& Retain records of e2#endable #ro#erty( . years or until su#erseded, *hichever is longer& %1$& P)%%- C'$. F/# R)*+& $ Records document #etty cash activity for the agency" Records include re!uests and authori6ations to establish #etty cash funds, ledgers, statements, re!uests for disbursements, co#ies of recei#ts and invoices" %'inimum retention( . years& %20& P/&*.'$"#1 R)*+& $ Records documenting orders, authori6ations, and evidence of recei#t of the #urchase of goods and services by the agency" ncludes #urchase orders and re!uests, #urchase authori6ations, re!uisitions, contract release orders, material and cost s#ecifications, central stores or #rinting orders, tele#hone service orders, and similar records" /;; A9/O <om#etitive ?id Records in this sectionA and >rant Records in this section for records documenting e2#enditure of grant funds and m#rovement Administrative and Financial Records in this section for related #urchasing records" %'inimum retention( . years& %21& S"1#'%/&) A/%.+&"5'%"+# R)*+& $= Records documenting the authori6ation of designated em#loyees to sign fiscal and contractual documents" ,seful as an aid for management control over e2#enditures" nformation usually includes authori6ation date, name, sam#le signature, #osition, remar+s, conditions, and related data" %'inimum retention( 4 years after authori6ation su#erseded or e2#ired& %22& S/9$" "'&- L) 1)&$, >+/&#'0$, '# R)1"$%)&$ Records documenting details of transactions such as those related to recei#ts and e2#enditures on a daily, monthly, !uarterly or similar basis" ncludes 5ournals, ledgers, registers, day boo+s, and other account boo+s that #rovide bac+u# documentation to the general ledger" 'ay include details of revenues, e2#enditures, encumbrances, cash recei#ts, *arrants, and others" % nformation often includes date, #ayee, #ur#ose, fund credited or debited, chec+ number, and similar or related data" /;; A9/O >rant Records in this section for records documenting transaction of grant funds" %'inimum retention( %a& Cear end #ayroll register( 75 years %b& Trust fund ledgers( . years after trust fund closed %c& Other subsidiary ledgers, 5ournals, and registers( . years& %2.& T&'()0 R)*+& $, E!20+-)) Records documenting re!uests, authori6ations, reimbursements, and other actions related to em#loyee travel" ncludes e2#ense re#orts and recei#ts, vouchers, re!uests, authori6ations, and related documents" Retention a##lies to #rivate vehicle usage as *ell" nformation often includes estimated costs, #re#ayments, final costs, destination, method of trans#ortation, travel

dates, a##roval signatures, and related data" %'inimum retention( . years& %24& U#*0'"!) P&+2)&%- R)2+&% Records Records document annual re#orts submitted to the )e#artment of /tate 9ands of financial assets being held for a #erson or entity that cannot be found" /eries includes Bolder Re#ort, o*ner information, corres#ondence and other related documents" :ote( ,nclaimed #ro#erty is not real estate, abandoned #ersonal #ro#erty, or lost and found items" %'inimum Retention( . years after the #ro#erty is remitted to the )e#artment of /tate 9ands& %25& V)# +& L"$%$ 9ists documenting vendors #roviding goods and services to the agency" nformation usually includes vendor name of #erson or com#any, address, and #hone number, name of contact #erson, as *ell as a descri#tion of goods or services #rovided" %'inimum retention( ,ntil su#erseded or obsolete& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005F1$2"170 E .57"805F.57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004A O/A 202005, f" E cert" ef" 5010005A O/A 102010, f" 7 cert" ef" 5027010A O/A .02012, f" E cert" ef" 1002$012 166-150-0115 F"&) '# E!)&1)#*- M) "*'0 S)&("*)$ %1& A*%"("%- R)2+&%$, F"&) '# E!)&1)#*- M) "*'0 S)&("*)$ 3EMS4 ndividual /hift, #ro5ect, or other activity re#orts or logs filed on a daily, *ee+ly, monthly, or similar basis" ,seful for reference, #erformance monitoring, com#iling annual re#orts, #lanning and budgeting, and briefing subse!uent shifts" nformation usually includes name, shift, date, descri#tion of activities, and various statistical categories for trac+ing de#artment emergency res#onses, training, #ublic outreach, ins#ections, maintenance, and other *or+" %'inimum retention( 2 years& %2& A!9/0'#*) L"*)#$"#1 R)*+& $ Records documenting a##lication by the agency to the Oregon Bealth )ivision for licenses to o#erate ambulances" 'ay also include records related to a##lications submitted to the agency by #rivate ambulance services for o#eration in areas that have ordinances regulating ambulance services as defined in OR/ 82."220" Records often include a##lications, licenses, affidavits of com#liance, certificates of insurance, bonds, and related documents" nformation includes name and address, #erson, or com#any, and a descri#tion of the ambulance, including ma+e, year, registration number, as *ell as related data" %'inimum retention( 2 years after denial, revocation, or e2#iration& %.& A/%+!+9"0) D"$20'- P)&!"%$ 1ermits issued to allo* the dis#lay of automobiles or any vehicles *hich carry fuel inside #ublic or commercial buildings" 1ermits usually include date of dis#lay or e2#iration date, location, name, address, and tele#hone number of #erson or organi6ation re!uesting the #ermit, conditions related to the dis#lay, comments, and other information" %'inimum retention( 2 years after #ermit denied, revo+ed or e2#ired& %4& B'$) C'!2 E72)# "%/&) R)*+& $ /eries documents e2#enses incurred for o#eration of base cam#s" ,sed to monitor costs of o#erations and for budget #re#aration" <ontains base cam# cost re#ort, unit o#erational cost re#ort, base cam#-food service re#ort, recorder food su##lies and sta#les re#ort, and related records" ncludes date, unit, items re!uested, !uantity #urchased, cost, and related information" %'inimum retention( 4 years& %5& B/&#"#1 P)&!"%$ 1ermits issued to individuals for o#en air burning *ithin the area serviced by the agency fire de#artment" nformation may include name, #hone number, address, amount and location of burn, fire #rotection e!ui#ment and conditions re!uired, date, and signatures of #ermittee and issuing officer" %'inimum retention( 2 years after denial, revocation, or e2#iration&

%4& C+#%&+00) S/9$%'#*) I#()#%+&- '# T&'*8"#1 R)*+& $ /eries documents the #ossession, storage, use and trac+ing of controlled substances #urchased by or surrendered to the de#artment, #ursuant to 21 <FR 1.04"04" Records may include but are not limited to logsA inventory re#ortsA sign0in, sign0out sheetsA substance administration dataA and substance name, !uantity, manufacturer, and e2#iration dates" %'inimum retention( . years, or until su#erseded, *hichever is longer&" %7& E!)&1)#*- E=/"2!)#% P&+*/&)!)#% C'$) R)*+& $ /eries is used to record information on the use of civil defense e!ui#ment from the federal government by the county" <ontains loan agreement, #ro5ect a##lication, #rocurement agreement, transfer order, and transfer re#ort" ncludes date, ty#e of e!ui#ment, e!ui#ment numbers, location, reason for loan, maintenance information, and related information" %'inimum retention( . years after e!ui#ment returned or dis#osed of& %8& E!)&1)#*- M) "*'0 I#*" )#% R)*+& $ Records documenting services #rovided by the agency fire and emergency medical services de#artment to sic+ or in5ured #eo#le" 'ay include #re0hos#ital care re#orts, medical aid liability release forms, and related documents" nformation often includes name and address of #atient, location of incident, descri#tion of illness or in5ury, actions ta+en, and related data" %'inimum retention( 10 years& %$& E720+$"()$ S%+&'1) '# U$) P)&!"%$ Records documenting the issuance of #ermits authori6ing the use of e2#losives for construction and demolition #ro5ects, fire*or+s, theatrical #yrotechnics, and other a##lications" Records may include #ermits, a##lications, insurance verifications, and related documents" nformation often includes name and address of #ermittee, location of use, amount and ty#e of e2#losives used, conditions, and related data" %'inimum retention( 2 years after #ermit denied, revo+ed, or e2#ired& %10& F"&) '# S)*/&"%- A0'&! S-$%)! R)*+& $ Records documenting the agency fire de#artment role in issuing #ermits, testing, and maintaining fire and security alarms that connect to an agency alarm system" 'ay include #ermits, a##lications, malfunction re#orts, maintenance re#orts, and related documents" 1ermit information often includes name and address of #ro#erty o*ner, name and address of com#any installing the system, #ermit number, alarm location, and date" 'aintenance information often includes date, malfunction %if any&, tests conducted, corrective actions ta+en, location of alarm, and related data" %'inimum retention( %a& 1ermit records( 2 years after e2#iration %b& Other records( 2 years& %11& F"&) I#()$%"1'%"+# R)*+& $ Records documenting investigations conducted by the agency fire de#artment" 'ay include investigative re#orts, su##lemental re#orts, #hotogra#hs, ma#s, dra*ings, corres#ondence, memoranda, laboratory re#orts, notes, and other significant related records" %'inimum retention( %a& Records documenting fires involving loss of life( 75 years %b& Other records( 10 years& %12& F"&) R)2+&%$ Re#orts documenting each fire res#onded to by the agency fire de#artment" These re#orts are re!uired by the /tate Fire 'arshal" /ub5ects include cause, casualties, and #ro#erty loss" nformation includes date, run number, location of fire, *eather conditions, o*ner3s name and address, #ro#erty damage, loss estimate, and other data" ncludes additional re#orts if in5uries occurred" %'inimum retention( 10 years& %1.& G&'$$ '# ?)) C+#%&+0 R)*+& $ Records documenting agency enforcement of regulations designed to hel# #revent fires caused by overgro*n grass, *eeds, or shrubs" 'ay include com#laints, ins#ection re#orts, notices, violations, contractor mo*ing bills, recei#ts, and related records" nformation includes name of #ro#erty o*ner, address of #ro#erty, name of com#lainant, date and e2#iration of notice, name of fire #ersonnel ins#ecting #ro#erty, date, time, and method of grass and *eed removal, charges, signature of contractor, and related data" %'inimum retention( . years after last action or final #ayment&

%14& H'5'& +/$ M'%)&"'0 E!)&1)#*- I#*" )#% R)*+& $ Records documenting agency res#onse to ha6ardous material emergencies" /ub5ects usually #ertain to s#ills and other accidental releases" ncludes re#orts, com#laints, and similar documents" nformation often includes location, date and time, ty#e of #ollutant, e2tent of #ollution, cause, action ta+en, #erson re#orting #ollution, *itnesses, related in5uries, name and address of res#onsible #arty and related data" %'inimum retention( 1ermanent& %15& H'5'& +/$ S/9$%'#*) E!20+-)& S/&()- S/!!'&")$ Records documenting the storage and use of ha6ardous materials *ithin the area served by the fire de#artment" ,sually consists of summaries of em#loyer surveys conducted by the /tate Fire 'arshal as *ell as related records generated by the agency" nformation includes em#loyer name and location, emergency #hone numbers and #rocedures, location, ty#e, and !uantity of ha6ardous substances, and related data" /tate em#loyer surveys are u#dated each year" %'inimum retention( ,ntil su#erseded or obsolete& %14& I#$2)*%"+# '# O**/2'#*- R)*+& $ Records documenting fire #revention ins#ections #erformed #eriodically by the agency fire de#artment" ns#ections determine if any violations of fire code are #resent in #remises *ithin the area served by the de#artment" ,sually filed by address" ns#ection records may include re#orts, notices, citations, and related documents" nformation often includes occu#ancy name, location, #erson contacted, violations found, ins#ector3s name, number of days to correct violations, comments, and other data" Also may include occu#ancy and #re0fire #lanning records such as floor #lans, s+etches, re#orts, lists, and related documents" nformation often includes address, name of #ro#erty o*ner, descri#tion and fire history of #ro#erty, name of occu#ant, #otential ha6ards or e2#osures, regulated substances, fire esca#es, *ater su##ly, s#rin+lers, roof construction, and other data useful in fire fighting situations" %'inimum retention( Retain current and #revious ins#ection re#orts or 10 years *hichever is longer& %17& M'2$, F"&) '# E!)&1)#*- M) "*'0 S)&("*)$ 'a#s and related records maintained by the agency fire de#artment for address location reference and for trac+ing various trends such as fire fre!uency and location, arson fires, and others" ncludes lists, boo+s, and other methods of address location" /ome ma#s may have historic value" For a##raisal assistance, contact the /tate Archives" %'inimum retention( ,ntil su#erseded, obsolete, or no longer needed& %18& P/90"* E /*'%"+# P&+1&'! R)*+& $, F"&) '# EMS Records related to the design and im#lementation of educational and other outreach #rograms #rovided to the #ublic by the agency fire de#artment" Often includes class descri#tions, instructional materials, course outlines, class enrollment and attendance records, re#orts, s#eeches, and related records" %'inimum retention( %a& <lass enrollment and attendance records( 2 years %b& Other records( ,ntil su#erseded or obsolete& %1$& P/90"* E /*'%"+# P/90"*'%"+#$, F"&) '# EMS 1ublications created by the agency fire de#artment and distributed to the #ublic as #art of the de#artment3s #ublic education #rogram or other outreach effort" Often used in con5unction *ith #resentations" /ub5ects may include <1R, electric *iring, fire #revention, fire safety for children, <hristmas fire safety, and others" %'inimum retention( %a& Retain brochures, #am#hlets, and leaflets( until su#erseded or obsolete %b& Retain one co#y of all others( 1ermanently& %20& R)1/0'%) S/9$%'#*)$ S%+&'1) '# U$) R)*+& $ Records documenting the storage and use of regulated substances such as gasoline, crude oil, fuel oil, and diesel oil" 'ay include a##lications, #ermits, ins#ection re#orts and related records for agency regulation of above ground storage tan+s as *ell as re#orts of substance releases from underground storage tan+s" Agencies that administer their o*n underground storage tan+ #rogram as described in OR/ 444"7.0 may have additional records such as underground storage tan+ a##lications, #ermits, ins#ection re#orts, and related documents" /;; A9/O ns#ection and Occu#ancy Records in this section for regulated substance storage and use

records related to structures" %'inimum retention( %a& Records related to underground storage tan+s( 25 years after tan+ removed %b& Records related to above ground storage tan+s( 5 years& %21& S)'&*. '# R)$*/) M"$$"+# C'$) F"0)$ /eries records information about search and rescue missions underta+en by the county" Records include Oregon search and rescue mission re#ort, criminal com#laint %incident& re#ort, mission roster, lost-missing #erson re#ort, e!ui#ment involved, descri#tion of events, and related information" %'inimum retention( . years& %22& S)'&*. '# R)$*/) U#"% C'$) R)*+& $ /eries records administrative and general information about individual search and rescue units" <ontains monthly membershi# u#date, membershi# roster, o#erational cost re#ort, volunteer activity re#ort, volunteer3s #ersonal e2#ense record, and related records" nformation includes unit number, #ersonnel names and addresses, hours *or+ed, activities, e2#enses incurred, and related information" %'inimum retention( 4 years& %2.& S)'&*. R+$%)&$ /eries trac+s movements of #artici#ants of search and rescue missions" ncludes name, date, location, time in and out, and related information" %'inimum retention( . years& %24& S%'%) F"&) M'&$.'0 E7)!2%"+# R)*+& $ Records documenting #artial or full agency e2em#tion from statutes, rules, and regulations administered by the /tate Fire 'arshal" ;2em#tions are granted if the agency enacts and enforces ade!uate regulations to conform *ith state and national fire standards defined in OR/ 474"0.0%4&" <ertificates are rene*ed every t*o years" ,sually includes a##lications, su##orting documentation, re#orts, e2em#tion certificate, and related documents" %'inimum retention( 2 years after denial, revocation, or e2#iration& %25& Y+/%. F"&) P&)()#%"+# '# I#%)&()#%"+# R)*+& $ /eries documents multi0disci#linary #revention and intervention services #rovided to children *ho have a history of or are at ris+ for setting fires" <ommunity0based services are #rovided under the guidance of the Office of /tate Fire 'arshal" /;; A9/O <ounty Iuvenile )e#artment Records section" %'inimum retention( %a& ,ntil court ordered e2#unction %OR/ 41$A"242&, %b& f case is not e2#unged( 5 years after last action, or youth reaches age of ma5ority, *hichever is longer&" /tat" Auth"( OR/ 1$2 E /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 Bist"( O/A 402004, f" E cert" ef" $01004A O/A .02012, f" E cert" ef" 1002$012 166-150-01@0 H+/$"#1 '# C+!!/#"%- D)()0+2!)#% R)*+& $ %1& C+!!/#"%- D)()0+2!)#% P&+D)*% R)*+& $ Records related to the assessment, funding determination, #lanning, design, and construction of various homeo*ner im#rovement #ro5ects, including facilities, structures, and systems" Records include *or+ #lan, and s#ecifications, bid and contract information, #ro5ect management-monitoring records, feasibility studies, #lans, amendments, ins#ector re#orts, change orders, status re#orts, and related records" 'ay be useful for litigation, reference, or budget #lanning" %'inimum retention( 10 years after substantial com#letion, or . years after final dis#osition, or as s#ecified in agreement, *hichever is longer& %2& E#("&+#!)#%'0 R)(")6 R)*+& $ /eries documents individual environmental im#act revie* studies for community develo#ment and transit #ro5ects in accordance *ith the :ational ;nvironmental 1olicy Act %:;1A&" Records may include du#licate materials from #ro5ect records, environmental assessments, evaluations, determinations, re#orting information to the federal )e#artment of Bousing and ,rban )evelo#ment %B,)&, su##orting documentation, and related records" %'inimum retention( 1ermanent& %.& H+/$"#1 A/%.+&"%- B-0'6$, R/0)$, '# P+0"*")$ )ocuments defining the #o*ers and #ur#oses of 0 .57 .57"8$5

the housing authority, as *ell as im#lementation #olicies in accordance *ith federal and state la*s" ncludes byla*s" 'ay also include rules and #olicies on confidentiality, #urchasing, tenant grievances, and other sub5ects" %'inimum retention( 1ermanent& %4& H+/$"#1 A/%.+&"%- I# "(" /'0 T)#'#% H"$%+&- R)*+& $ Files documenting the history of individual tenant and housing authority actions from a##lication to se#aration from the #rogram" 'ay contain a##lication, landlord references, rental agreements, leases, #eriodic ree2amination and hardshi# data, income verification, billing statements, maintenance re!uests, damage com#laints, eviction notices, grievance hearing records, and significant related material" %'inimum retention( 5 years after se#aration from #rogram& %5& H+/$"#1 A/%.+&"%- P&+1&'! M'#'1)!)#% R)*+& $ Records documenting the activities and status of various #rograms administered by the housing authority %/ection 8, etc"&" Records may include staff meeting records and re#orts, *aiting lists, maintenance records, tenant statistics, and related significant records generated in the administration of housing authority #rograms not s#ecified else*here in the schedule" %'inimum retention( . years after annual or final e2#enditure re#ort submitted& %4& H+/$"#1 A/%.+&"%- P&+2)&%- M'#'1)!)#% R)*+& $ Records documenting the actions of the housing authority in managing housing not o*ned by the agency" 'ay include a##lications for funding, sub0grants, insurance #olicies, contracts, and non0#rofit organi6ation records such as articles of incor#oration, byla*s, budgets, minutes, agendas, as *ell as related significant records" %'inimum retention( 4 years after e2#iration& %7& H+/$"#1 A/%.+&"%- R)D)*%) A$$"$%'#*) A220"*'%"+# R)*+& $ Re5ected a##lications and related records from individuals see+ing assistance from the housing authority" A##lication information may include name, age, occu#ation, social security number, si6e of unit needed, assets, annual income, and related information" Records may also include verification forms and related significant records" %'inimum retention( . years& %8& H+/$"#1 D)()0+2!)#% P&+D)*% R)*+& $ The Bousing )evelo#ment 1rogram utili6es funding from the federal BO'; nvestment 1artnershi# 1rogram to e2#and the su##ly of decent and affordable housing, #articularly rental housing, for very lo*0 and lo*0income citi6ens" Records related to the assessment, funding determination, #lanning, design, and construction of various housing develo#ment #ro5ects, including facilities, structures, and systems, as *ell as documentation on the ac!uisition of e2isting housing structures for housing" nformation includes *or+ #lan, and s#ecifications, bid and contract information, #ro5ect management-monitoring records, feasibility studies, #lans, amendments, ins#ector re#orts, change orders, status re#orts, and related records" %'inimum retention( 10 years after substantial com#letion of ne* structures or ac!uisition of e2isting housing units& %$& H+/$"#1 R).'9"0"%'%"+# L+'# R)*+& $ <ounty Bousing Rehabilitation 1rograms #rovide lo*0income homeo*ners *ith loans for needed and critical home re#airs" To !ualify for the #rogram, a household3s total annual gross income must be belo* B,)3s /ection 8 income limits" /eries documents client a##lication, verification of income, credit re#ort information, deeds of trust, #ro5ect s#ecifications and *or+ #lan, co#y of agency agreement *ith homeo*ner, financial information by loan ty#eA )19, <B 1, or Rental Rehabilitation, <ancelled Bousing Rehabilitation and related records-corres#ondence" %'inimum retention( %a& )eferred 1ayment 9oans %)19&( 5 years after homeo*ner leaves home, sells home, transfers the title, refinances the mortgage, or a change of use %b& <ounty Bome m#rovement 1rogram 9oans %<B 1&( 5 years after loan #ay0off or foreclosure %c& Rental Rehab 9oans( 5 years after loan #ay0off or foreclosure %d& <ancelled Bousing Rehabilitation 9oans( 10 years after loan cancellation& /tat" Auth"( OR/ 1$2 E .57

/tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 Bist"( O/A 402004, f" E cert" ef" $01004A O/A .02012, f" E cert" ef" 1002$012 166-150-01@5 I#:+&!'%"+# '# R)*+& $ M'#'1)!)#% R)*+& $

.57"8$5

%1& C+!2/%)& S-$%)! M'"#%)#'#*) R)*+& $ Records document the maintenance of com#uter systems and are used to ensure com#liance *ith any *arranties or service contractsA schedule regular maintenance and diagnose system or com#onent #roblemsA and document systems bac+u#s" Records may include but are not limited to com#uter e!ui#ment inventories, hard*are #erformance re#orts, com#onent maintenance records %invoices, *arranties, maintenance logs, corres#ondence, maintenance re#orts, and related records&, system bac+u# re#orts and #rocedures, and bac+u# ta#e inventories, and related documentation" /;; A9/O Technical 'anuals, /#ecifications, and @arranties in the 1ublic @or+s0O#erations and 'aintenance section" %'inimum retention( %a& Records related to system or com#onent re#air or service( 9ife of the system or com#onent %b& Records related to regular or essential records bac+u#s( 1 year after su#erseded or obsolete& %2& C+!2/%)& S-$%)! P&+1&'! D+*/!)#%'%"+# Records document the addition, modification, or removal of soft*are from a com#uter system" Records usually fall into si2 categories( %a& Records that document o#erating systemsA %b& Records that document the in0house creation and modification of a##lication #rogramsA %c& Records that document the structure and form of data setsA %d& Records that document the use of commercial soft*are #ac+agesA%e& records that document the structure of the systemA and %f& Records that document system0to0system communication" Records may include but are not limited to system overvie*s, o#eration logs, 5ob listings, o#erator instruction manuals, system develo#ment logs, system s#ecifications and changes %including narrative and flo* chart descri#tions&, conversion notes, data set logs, data set inventories, data set record layouts, hard co#ies of tables, data dictionaries, data directories, #rogramming logs, #rogram s#ecifications and changes, record layouts, user vie*s, control #rogram table documentation, #rogram listings, commercial soft*are manuals, and related corres#ondence and documentation" /;; A9/O /oft*are 'anagement Records in this section" %'inimum retention( %a& Retain migration #lans( until su#erseded or obsolete %b& Retain other records( 1 year after system su#erseded or obsolete& %.& C+!2/%)& S-$%)! S)*/&"%- R)*+& $ Records documenting the security of the com#uter systems" ncludes em#loyee access re!uests, #ass*ords, access authori6ations, encry#tion +eys, and related documentation" %'inimum retention( . years after su#erseded& %4& C+!2/%)& S-$%)! ?"&"#1 R)*+& $ Records documenting the *iring of the com#uter net*or+ system" ncludes blue#rints or dra*ings of building com#uter system *iring, cables, com#uter e!ui#ment connections, and related documentation" %'inimum retention( <urrent #lus #revious version& %5& F"0"#1 S-$%)! R)*+& $ Records document the establishment, maintenance, alteration, or abolition of filing systems" Records may include but are not limited to include master file lists, organi6ational charts, #rogram descri#tions, and corres#ondence" %'inimum retention( . years after su#erseded or abolished& %4& F+&!$ D)()0+2!)#% R)*+& $ Records document the develo#ment of ne* or revised forms" Records may include but are not limited to sam#le forms, drafts, revisions, form logs-listings, #ro#osals, authori6ations and illustrations" %'inimum retention( ,ntil su#erseded or obsolete& %7& I#:+&!'%"+# S)&("*) S/9$*&"2%"+# R)*+& $ Records document subscri#tions to information services" Records may include but are not limited to subscri#tions, invoices, and corres#ondence" %'inimum retention( . years&

%8& I#:+&!'%"+# S-$%)! P0'##"#1 '# D)()0+2!)#% R)*+& $ Records document the #lanning and develo#ment of information systems" Although these records ty#ically document com#uteri6ed information systems, they may also document manual filing systems and microfilm systems" The records are used to insure that #lanned systems *ill hel# the institution fulfill its missions, are costeffective, conform to ado#ted information standards, and integrate *ith e2isting institution information systems" Records may vary according to the level of documentation re!uired for each system, but may include information technology #lans, feasibility studies, cost0benefit analyses, institution studies and surveys, information management #ro5ect records, system s#ecifications and revisions, soft*are evaluations, com#onent #ro#osals, technical literature, vendor literature and #ro#osals, and corres#ondence" %'inimum retention( %a& m#lemented systems( 9ife of the system %b& ,nim#lemented systems( . years& %$& M"*&+:"0! '# I!'1"#1 Q/'0"%- C+#%&+0 R)*+& $ Records document that microfilm or digital images #roduced by or for counties and s#ecial districts conforms to the s#ecifications re!uired by Oregon Administrative Rules %OAR& <ha#ter 144" Records may include but are not limited to microfilmed and digitally imaged records lists, microfilm reel inde2es, service bureau transmittals, film ins#ection re#orts, methylene blue certifications, camera-#rocessor-du#licator ins#ection re#orts, e!ui#ment and o#erator logs, and corres#ondence" %'inimum retention( /ame as related microfilm or digital images& %10& R)*+& $ M'#'1)!)#% R)*+& $ Records document the authori6ed retention, scheduling, inventory, and dis#osition of #ublic records" Records may include but are not limited to records retention schedules, inventory *or+sheets, schedule authori6ations, #rocedure guidelines, transmittals, destruction authori6ations, re#orts, and corres#ondence" %'inimum retention( %a& )estruction records( 1ermanent %b& Record retention schedules( 5 years after su#erseded %c& Other records( 5 years& %11& S+:%6'&) M'#'1)!)#% R)*+& $ Records document the use of soft*are in information systems to insure that institution soft*are #ac+ages are com#atible, that license and co#yright #rovisions are com#lied *ith, and that u#grades are obtained in a timely manner" Records may include but are not limited to soft*are #urchase records, soft*are inventories, soft*are licenses, site licenses, and corres#ondence" %'inimum retention( 2 years after soft*are dis#osed of or u#graded& %12& T)0)*+!!/#"*'%"+#$ S-$%)! M'#'1)!)#% R)*+& $ Records document the creation, modification, or dis#osition of telecommunications systems" Records may include but are not limited to e!ui#ment records, Federal <ommunications <ommission records, re#air order forms, system #lanning records, telecommunications maintenance contracts, telecommunications service orders, and corres#ondence" %'inimum retention( %a& Re#air and service orders( 4 years %b& Other records( 1 year after system su#erseded or obsolete& %1.& U$)& S/22+&% R)*+& $ Records documenting troubleshooting and #roblem0solving assistance #rovided by information systems #ersonnel to users of the systems %com#uter, telecommunications, etc"& Records may include assistance re!uests, resolution records, and related documentation" nformation may include name of re!uester, date, time, location, and descri#tion of #roblem and resolution"%'inimum retention( 1 year& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-01A0 >/$%"*) '# F'!"0- C+/&%$ %1& C"("0 F"0)$ /eries documents cases heard in the Iustice <ourt relating to small claims and civil

filings u# to J2500"00" Records include original charge, filing of #laintiff, hearing records, satisfaction, #enalty bio0sheet, records of #ayment, corres#ondence, motions, 5udgments, orders, and #etitions" %'inimum retention( %a& Retain records #rior to 1$40 #ermanently %b& Retain records after 1$40 4 years as long as there is no outstanding 5udgment& %2& C+/20)$ C+/#$)0"#1;M) "'%"+# C0")#% Files Records document the counseling and mediation #rocess for cou#les e2#eriencing marital #roblems or *ho have formally filed for se#aration or dissolution" Record may contain information on cou#les3 history, financial information, session notes, re#orts to the <ourt, if a##licable, and summari6ations of any agreements reached by the cou#le through mediation" %'inimum retention( 4 years after com#letion of counseling-mediation sessions or dissolution of marriage& %.& C&"!"#'0 F"0)$ /eries documents cases heard in the Iustice <ourt relating to misdemeanors, criminal felonies arraigned and if in custody, and violations" Records include original charge, filing of #laintiff, hearing records, satisfaction, #enalty bio0sheet, records of #ayment, corres#ondence, motions, 5udgments, orders, and #etitions" %'inimum retention( %a& Retain records #rior to 1$40( 1ermanently %b& Retain records after 1$40( 4 years as long as there is no outstanding 5udgment& %4& D+*8)% B++8$ /eries used to trac+ cases through the Iustice <ourt" nformation includes doc+et number, #laintiff and defendant names, date filed, and scheduled hearing and trial dates" %'inimum retention( %a& Retain records #rior to 1$40( 1ermanently %b& Retain records after 1$40( 4 years as long as there is no outstanding 5udgment& %5& M'&&"'1) R)*+& $ )ocuments licenses issued and solemni6ation of marriages by the Iustice <ourt" ncludes %Bealth )ivision, Hital Records ,nit& Record of 'arriage, <onsent to the 'arriage of a 'inor, Affidavit that there is no 1arent or >uardian in Oregon, @aiver of @aiting 1eriod, and related records" The official co#y of the marriage license is filed *ith the county cler+" %'inimum retention( %a& Retain <ler+3s co#y( 1ermanent %b& Retain court co#y( 1 year after filed *ith the cler+& %4& P'&)#% E /*'%"+# C0")#% F"0)$ R)*+& $ document the classes for #arents *ho file for divorce or se#aration or changes in custody or visitation" Records include #ayment history, class attendance information, and co#y of com#letion certificate" %'inimum retention( 4 years after class com#letion& %7& S)'&*. ?'&&'#%$ /eries documents an official order issued by the Iustice <ourt to legally search #rivate #ro#erty to aid in the investigation of la* enforcement officials" nformation includes 5udge3s name, date, and #ur#ose of *arrant" %'inimum retention( Retain 2 years after *arrant served or recalled by the court& %8& T&'::"* C"%'%"+#$ /eries is used to document the full #ayment of traffic fines in court" nformation includes citation number, amount #aid, *hom citation issued to, infraction ty#e, issuing officer, and recei#ts" %'inimum retention( Retain . years after citation #aid in full& %$& Y+/%. '# F'!"0- M) "'%"+# C'$) R)*+& $ Record documents mediation #rovided to families and youths for conflict resolution" Record may contain family and youth bac+grounds and histories, any criminal histories, mediator session and case notes and re#orts, and court re#orts if a##licable" %'inimum retention( ,ntil youth%s& reach 21 years of age& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-01A5 L'6 E#:+&*)!)#%

%1& A*%"("%- R)2+&%$, L'6 E#:+&*)!)#% ndividual officer, shift, and other activity re#orts usually filed on a daily, *ee+ly, monthly, or annual basis" ,seful for reference, #erformance monitoring, com#iling annual re#orts, #lanning and budgeting, and for briefing subse!uent shifts or activities" A##lies to various duties such as dis#atch, confinement, investigations, and #atrol" nformation usually includes name, shift, date, activities, and various statistical categories for trac+ing the number of arrests, #hone calls, mileage, and other indicators" Also includes monthly and annual la* enforcement or uniform crime re#orts summari6ing statistics on criminal activity and office o#erations" nformation may include date, categories, totals, and related data" %'inimum retention( %a& Annual re#orts and monthly re#orts for years in *hich no annual re#ort e2ists( 1ermanent %b& Other re#orts( 2 years& %2& A0'&! R)*+& $ Records documenting the licensing, use, and res#onse to security alarms" 9icenses and #ermits usually contain name and address of holder, ty#e of alarm, location, instructions to officers res#onding to call, names of individuals to be contacted *hen alarm sounds, fee charged, and related data" Other records may include alarm res#onse re#orts and false alarm re#orts" False alarm re#orts are used to document ordinance violations concerning the number of false alarms in a given #eriod" %'inimum retention( %a& Alarm licensing and #ermit records( . years after e2#iration or revocation %b& Other records( . years& %.& A#"!'0 C+#%&+0 R)*+& $ Records document activities relating to animal control" Records may include re#orts, logs, lists, cards, recei#ts, and related corres#ondence" Records may relate to dog licenses, lost and found animals, animals running at large, and bite re#orts" )og license information usually includes name, address and #hone number of o*ner, name and descri#tion of dog, vaccination dates, and related information" %'inimum retention( %a& 9icensing records( . years after e2#iration %b& Other records and re#orts( ,ntil su#erseded or obsolete& %4& A&&)$% ?'&&'#% L+1 R)*+& $ Records documenting the status of arrest *arrants as served, unserved, or recalled by the court" 'ay include logs, validation listings, chec+out sheets, and related records" 9ogs usually include date of *arrant, sub5ect3s name, charge, date, *arrant served or recalled, and related information" %'inimum retention( ,ntil su#erseded or obsolete& %5& A&&)$% ?'&&'#% R)*+& $ Records related to a *ritten order made by the court on behalf of the commanding la* enforcement officials to bring a s#ecified individual before the court" 'ay also include detainer re!uests, informational documents related to the *anted #erson, telety#es, and other records relevant to the service of *arrants" @arrant information includes date, court, 5udge3s name, individual3s name and date of birth, charge, and related data" %'inimum retention( ,ntil served, recalled, or cancelled by the court& %4& B'"0 R)*+& $ Records document the recei#t of bail monies or recogni6ance bonds by the county as sti#ulated in OR/ 1.5"720" Records may include logs of monies received, names of individuals #osting bonds and inmate it a##lies to, staff member *ho acce#ted #ayment, and dollar totals of de#osits made to the /tate <ourt" %'inimum retention( . years& %7& B0+*8 H+!) P&+1&'! R)*+& $ Records documenting the a##lication for and revie*, denial, or a##roval of bloc+ home designations" The ?loc+ Bome 1rogram is designed to #rovide safety and #rotection to school age children" The de#artment conducts bac+ground chec+s on a##licants" nformation often includes date, name, address, date of birth, /ocial /ecurity number, educational and *or+ bac+ground, #olice record chec+, a##roval or denial decision, and related data" %'inimum retention( %a& A##roved a##lication records( 2 years after *ithdra*al from #rogram %b& )enied a##lication records( 2 years& %8& B++8"#1 R)*+& $ ?oo+s, logs, or other records documenting the confinement and release of individuals held in an agency correctional facility" nformation usually includes name, charges, date of confinement, date of release, #hysical condition, and related data" ?oo+ing records related to

individuals +no*n to be dead need not be retained" %'inimum retention( %a& Bomicides( 20 years %b& Felonies( 10 years %c& 'isdemeanors( 5 years& %$& B&"):"#1 R)*+& $ Records document internal communications bet*een su#ervisors and shift *or+ers or bet*een staffs on different shifts to alert them to #roblems, issues, or activities" This can include 5ail, #atrol, and other agency staff" Records may include briefing logs and telety#e-com#uter messages" %'inimum retention( %a& Retain messages of interest to la* enforcement agency not *arranting inclusion in :< );:T <A/; F 9;/ or other record series( 1 year other record series( 1 year %b& Retain all other messages( ,ntil read& %10& B/00)%"#$ :&+! +%.)& A1)#*")$ ?ulletins, circulars, and related records received from federal, state, other state, and local la* enforcement agencies" ,sually contains descri#tions and #hotogra#hs of fugitives, missing #ersons, or stolen #ro#erty" 'ay also include other information of interest to the de#artment" %'inimum retention( ,ntil su#erseded or obsolete& %11& C.'20'"#;R)0"1"+/$ C+/#$)0 Records document the role of the agency or 5ail cha#lain-religious counsel, volunteer cha#lains, or grou#s that volunteer their time to the agency for religious #ur#oses" )uties may include counseling of staff and-or inmates, counseling of family members of staff-and or inmates, victim3s assistance, death notifications, crisis intervention, and s#ecial services, including *eddings and funerals" Records may include individual guidance records, schedules, activity re#orts, authori6ations of inmate articles %i"e" #rayer feathers, medicine bags, *edding rings, etc"&, and marriage and death records" %'inimum retention( %a& Retain inmate counseling records( . years after inmate release %b& Retain all other counseling records( 1 year& %12& C"("0 E!)&1)#*-;S?AT T)'! R)*+& $ Records document the #lanning for and #erformance of hostage negotiations, riot res#onse, bomb threats, or other tactical situations" Records may include ma#s rosters, e!ui#ment inventory, training records, and situation revie*s" %'inimum retention( . years& %1.& C"("0 E#:+&*)!)#% C'$) F"0)$ Record of actions ta+en relating to a s#ecific civil case" nformation may include attem#ts at service, actual service information, and documentation of enforcement actions ta+en under the #rovisions of the order" %'inimum retention( . years after action com#leted& %14& C+!2/%)& I#=/"&- R)*+& $ 9ogs or other hard co#y records documenting re!uests made to other agencies involving missing #ersons, *anted #ersons, stolen vehicles, and other sub5ects" %'inimum retention( ,ntil su#erseded or obsolete& %15& C+!2/%)& V'0" '%"+# R)*+& $ 9ogs or similar hard co#y records detailing validation re!uests and #roof of verification for :< < or other la* enforcement information net*or+s" ,seful to document maintenance of net*or+ standards" %'inimum retention( 5 years or until audited by :< < or other a##licable la* enforcement net*or+, *hichever is shorter& %14& C+#*)'0) ?)'2+#$ P)&!"% R)*+& $ Records documenting issuance of concealed handgun licenses and rene*als as s#ecified in OR/ 144" Records include license a##lications, license rene*al a##lications, co#ies of identification, bac+ground chec+ results, license revocations and denials, and related records" nformation must include the a##licant3s legal name, current address and tele#hone number, date and #lace of birth, hair and eye color, height and *eight, a##licant3s residence address or addresses for the #revious three years, #hotogra#h of a##licant, finger#rints of a##licant, and a##licant3s signature" %'inimum retention( %a& Revo+ed #ermits( 4 years after revocation or denial %b& All other records( 2 years after e2#iration or transfer of #ermit& %17& C&"!) A#'0-$"$ R)*+& $ Records documenting de#artment efforts to antici#ate, #revent, or monitor #ossible criminal activity" 'ay include re#orts, statistical summaries, trend or #rediction

information, #hotogra#hs, sound and video ta#e recordings, and related documents" /ub5ects often include crime #atterns or modes of o#eration, analysis of #articular crimes, criminal #rofiles, forecasts, movements of +no*n offenders, alerts from other agencies, and others" %'inimum retention( %a& 'a5or crime analyses or studies( 10 years %b& Other records( ,ntil su#erseded or obsolete& %18& C&"!) P&)()#%"+# C+!!/#"%- P+0"*"#1 O&1'#"5'%"+# R)*+& $ 'ailing lists, #lans, evaluations, notes, re#orts, and other records documenting community organi6ations, associations, individual volunteers, and others engaged in or interested in crime #revention efforts" nformation is also used to develo# community su##ort for la* enforcement #rograms and events" Records include #resentations, #ublications, brochures, and ne*sletters" %'inimum retention( ,ntil su#erseded or obsolete& %1$& C&"!) P&)()#%"+# C+!!/#"%- P+0"*"#1 E()#% R)*+& $ Records document annual or one0time events organi6ed by the agency or #artici#ated in *here #ersonnel are available to ans*er !uestions and #rovide educational information" ;2am#les include :ational :ight Out, safety fairs, bicycle rodeos, and o#en houses" Records include site information, schedules, volunteer rosters, and event evaluations" %'inimum retention( %a& Records of events considered significant and-or historical by local officials( 1ermanent %b& Retain all other event records( 1 year& %20& C&"!) P&)()#%"+# '# C+!!/#"%- P+0"*"#1 P&+1&'! R)*+& $ Records documenting de#artment efforts to train citi6ens in crime #revention" 'ay contain training and media #resentation records including lesson #lans, outlines, tests, evaluations, s#eeches, and related records" /ub5ects usually include neighborhood *atches, home security, and others" %'inimum retention( %a& Retain significant #rogram records( 5 years %b& Retain class enrollment and attendance records( 2 years %c& Retain other records( 1 year& %21& C&"!) P&)()#%"+# S)*/&"%- S/&()- R)*+& $ Records documenting citi6en re!uested officer surveys of homes and businesses and subse!uent recommendations related to security" ,sually contains a detailed chec+list of #roblems or security defects" /ub5ects often includes areas of #otential brea+ in, bloc+ed e2its, landsca#ing that can hide crime, and similar to#ics" /urvey usually is com#iled into a re#ort that is sent to the o*ner or renter" %'inimum retention( 2 years& %22& C&"!) P&)()#%"+# V'*'%"+# H+/$) I#$2)*%"+# R)*+& $ Records documenting the ins#ection of homes and other #ro#erties *hile the occu#ants are a*ay" nformation often includes name, address, date received, vacation beginning and ending dates, emergency contact information, s#ecial conditions at the house or #ro#erty, dates and times officers chec+ed the house or #ro#erty, and related data" %'inimum retention( .0 days after ins#ections end& %2.& C&"!"#'0 A&&)$% H"$%+&- R)*+& $ Records documenting information on the accumulated criminal arrest history of individuals *hich may be useful in current or future investigations" Records may include summary sheets or cards, arrest re#orts, finger#rint cards, mug shots, and related documents" nformation often includes name, aliases, residence, se2, age, date and #lace of birth, height, *eight, hair and eye color, race, scars, mar+s, tattoos, abnormalities, date of arrest, offense committed, habits, closest relatives or friends, and more" Records may be destroyed earlier if individual is +no*n dead" %'inimum retention( %a& Bomicides( 20 years %b& Felonies( 10 years %c& 'isdemeanors( 5 years& %24& C&"!"#'0 H"$%+&- D"$$)!"#'%"+# R)*+& $ 9ogs and other records documenting the dissemination of criminal histories and other la* enforcement information to other agencies or criminal information systems" 'ay include telety#e and com#uter message logs" nformation includes date of release, sub5ect of information, reci#ient of information, reason information *as re!uested, and identification numbers" %'inimum retention( ,ntil case com#leted or sus#ended& %25& C&"!"#'0 I#%)00"1)#*) S-$%)! D'%'9'$) R)*+& $ Records documenting #ossible and #roven

criminal activity by individuals, grou#s, organi6ations, and businesses for use by local government la* enforcement agencies" nformation is categori6ed into file grou#ings as defined by OAR 1.700$000080 after collection and evaluation" Retentions are based on #rocedures detailed in OAR 1.700$000140" ncludes investigatory re#orts, statistical re#orts, corres#ondence, memoranda, and related records" nformation includes sus#ect identification, alleged activity, location, date, source validity, and other data" /ources include la* enforcement and regulatory agencies, and #rivate citi6ens" %'inimum retention( %a& G1ermanent FilesG as defined by OAR 1.700$000080( 5 years %b& GTem#orary FilesG as defined by 1.700$000080( 1 year %c& G@or+ing FilesG as defined by 1.700$000080( .0 *or+ing days& %24& D)9&"):"#1$ Records documenting la* enforcement o#erations, *hich are distributed in order to im#rove communication" Records include, but are not limited to, mission sheets, after action re#orts and o#erations order records" %'inimum retention( . years& %27& D)%+7":"*'%"+# C+#:"#)!)#% L+1$ 9ogs listing names of individuals held because of drun+enness and released *hen sober" ncludes dates and times confined and released, name of individual, and related information" %'inimum retention( 2 years& %28& D+1 H'# 0)& R)2+&%$ Records documenting training and #erformance of dogs involved in la* enforcement o#erations" :ote( For limitations, see OR/ 1.1"125, 1.1"155, 144"7150177"7.5, and other a##licable statutes" %'inimum retention( 1 year after statute of limitations on case e2#ires& %2$& E0)*%&+#"* H+!) D)%)#%"+# R)*+& $ Records documenting the a##lication and use of electronic monitors for inmates selected for electronic home detention monitoring" )ocumentation includes com#uteri6ed trac+ing re#orts, #rintouts and com#uter schedulesA documentation on offender violations, including unauthori6ed absences or activitiesA notifications to a##rehend and control any absconding offendersA system troubleshooting notations and other related corres#ondence" %'inimum retention( . years after removal of monitor& %.0& E!)&1)#*- T)0)2.+#) C'00$ C+#%"#/+/$ A/ "+ F"0)$ Records document incoming emergency calls, la* enforcement and emergency dis#atches, radio activity, and $0101 calls" Files are maintained on a 24 hour basis" Recordings of serious incidents may *arrant longer retention for legal reasons" These should be transferred onto a se#arate medium and retained until legal action is resolved" %'inimum retention( 7 months& %.1& E=/"2!)#% I$$/) ;Q/'&%)&!'$%)& R)*+& $ Records documenting e!ui#ment issued to an agency la* enforcement agency and other agency #ersonnel" tems include but are not limited to handcuffs, +eys, uniforms, badges, #ersonal #rotective and fire fighting e!ui#ment, and loc+ers" 'ay include inventories, o#tional e!ui#ment lists, data sheets, and other records" nformation often includes date, em#loyee name, number, and section, descri#tion of e!ui#ment, and related data" %'inimum retention( ,ntil su#erseded or obsolete& %.2& E72/#1) +& S)'0) R)*+& $ Records documenting the arrest and-or conviction of a #erson *ho #etitions and is granted by the court an order sealing or other*ise dis#osing of any related records according to OR/ 1.7"225" G,#on entry of such an order, the a##licant for #ur#oses of the la* shall be deemed not to have been #reviously convicted, or arrested as the case may be, and the court shall issue an order sealing the record of conviction or other official records in the case, including the records of arrest *hether or not the arrest resulted in further criminal #roceeding"G Also a##lies to records related to 5uveniles as outlined in OR/ 41$A"240 and 41$A"242" %'inimum retention( %a& )is#ose e2#unged records according to the directive of the court %b& Retain e2#ungement orders 75 years or according to the directive of the court %c& Retain sealed records 75 years or according to the directive of the court& %..& F")0 I#%)&&+1'%"+# R)2+&%$ nformational re#orts *ritten by a la* enforcement officer related to individuals, events, or vehicles for *hich the officer does not have #robable cause for enforcement"

nformation usually includes name and address of #erson contacted, #hysical descri#tion of #erson or vehicle, officer3s name, location of contact, date and time, *itnesses, reason for contact, and related data" %'inimum retention( 1 year& %.4& F"#1)&2&"#% C'& $ <ards containing finger#rints, #alm#rints, toe#rints, and other #ersonal identifiers of arrested individuals" ,sed for identification and a##rehension of sus#ects in criminal investigations" 'ay also include finger#rints of #rivate security #ersonnel *or+ing in an area" nformation often includes name, address, date and #lace of birth, /ocial /ecurity number, alias, occu#ation, em#loyer, name of individual ta+ing #rints, and related data" Finger#rint cards of individuals +no*n to be dead need not be retained" Finger#rint cards are currently transmitted to the Oregon /tate 1olice and maintained there" %'inimum retention( ,ntil transmission to the Oregon /tate 1olice verified& %.5& F"#1)&2&"#% C'& $, L'%)#% <ards containing latent finger#rints and #alm#rints found at crime scenes *ithout identification of sus#ects" These are com#ared against cards on file at the agency" ,sually contains information related to the crime, location, date and time, and other details of the case" %'inimum retention( %a& ,nnatural death( 75 years %b& /e2ual felonies defined in OR/ 1.1"125( 27 years %c& Other felonies( 4 years %d& Other offenses( . years& %.4& H'# 1/# D)'0)&$' S'0)$ R)*+& $ Records documenting #urchases of handguns from dealers" 'ay include du#licate register sheets mailed by the dealer to the la* enforcement agency and tri#licate register sheets mailed by the dealer to the /tate 1olice for criminal records chec+s and then for*arded to the agency" nformation includes series number, sheet number, sales #erson, )ate and time, city-county, ma+e, serial number, caliber, name of #urchaser, date of birth, address, height, occu#ation, race, color of eyes and hair, local address %if traveling&, and signatures of #urchaser and sales #erson" OR/ 144"412%7& states that Gthe de#artment may retain a record of the information obtained during a re!uest for a criminal records chec+ for no more than five years"G %'inimum retention( . years& %.7& I!2+/# ) '# A9'# +#) V)."*0) R)*+& $ Records documenting vehicles im#ounded by the de#artment related to accidents, abandonment, recovered stolen vehicles, vehicles used in the commission of crimes, and other reasons" 'ay include re#orts, notifications, information cards or sheets, recei#ts, and related records" nformation often includes the ma+e, model, year, color, identification number, tag number, and condition of the vehicle and contents, reason for im#ounding, location of im#oundment, charge, if any, to*ing com#any used, release conditions, name and address of individual to *hom vehicle *as released, and other data" %'inimum retention( . years after dis#osition for records not included in ncident <ase Files& %.8& I#*" )#% C'$) F"0) I# )7)$ nde2es to incident case files used as cross references bet*een case numbers, names, dates, modus o#erandi, and other descri#tive information" %'inimum retention( ,ntil su#erseded or obsolete& %.$& I#*" )#% C'$) F"0)$ <entral case files documenting com#laints or other actions or incidents investigated by the de#artment" ,sually filed by case number" Records may include investigative re#orts, finger#rint cards, original arrest re#orts, su##lemental re#orts, #hotogra#hs, corres#ondence, telety#es, court orders, court dis#ositions, officer notes, laboratory re#orts, ), test records including chemical analyses %also +no*n as into2ily6er or breathaly6er test records&, citi6en arrest certificates, co#ies of *arrants, search *arrants, and boo+ing sheets, #ro#erty-evidence re#orts, custody re#orts, and other related documents" nformation usually includes sus#ect identification, alleged activity, location, date, validity of source information and other data" /ources include la* enforcement and regulatory agencies and #rivate citi6ens" /;; A9/O Iuvenile Tem#orary <ustody Records in this section" %'inimum retention( %a& Retain cases involving crimes *ith no statutes of limitations( 75 years after case closed %b& Retain 'issing 1ersons Re#orts( ,ntil cleared %c& Retain all other cases( until

statute of limitations e2#ires& %40& I# )!#"%- B+# $ <o#ies of insurance bonds issued to indemnify the la* enforcement agency against claims of *rongful actions in civil sei6ure cases" %'inimum retention( 2 years after sei6ure has been com#leted and a return has been made to the court of issuance& %41& I#:+&!'#% C'$) F"0)$ Records documenting information about informants used by de#artment #ersonnel" 'ay include re#orts, corres#ondence, #ayment records, finger#rint cards, signature cards, letters of understanding on informant activities, and related records" %'inimum retention( ,ntil su#erseded or obsolete& %42& I#!'%) A**+/#%'9"0"%- R)*+& $ 9ogs, lists, rosters, and other records documenting inmate counts, cell locations, and status, as *ell as related information" 'ay include logs detailing status of individual inmates such as those a*aiting action or on hold status, released on their o*n recogni6ance, or released on security" 'ay also include rosters documenting the location of all inmates by head counts at regular intervals" %'inimum retention( 1 year& %4.& I#!'%) C'$) F"0) I# )7)$ nde2es used to access inmate case files" ,sually cross referenced by name, case number, and other identifiers" %'inimum retention( ,ntil su#erseded or obsolete& %44& I#!'%) C'$) F"0)$ Records documenting non0medical information on inmates confined in an agency correctional facility" Often contains date of entry, date of release, incident re#orts, release recei#t indicating return of #ro#erty, court commitment and release orders, behavioral information, and other relevant information concerning the arrest and confinement of an individual" %'inimum retention( . years after release& %45& I#!'%) G&")('#*)$ Records documenting the recei#t of, investigation of and actions ta+en in regard to inmate grievances" %'inimum retention( . years after last action& %44& I#!'%) M)'0 R)*+& $ Records documenting menus used to #lan and schedule inmate meals" 'ay include listings of those inmates *ho received meals" nformation may include month, day, meal, menu, inmates served, and related data" %'inimum retention( 4 months& %47& I#!'%) M) "*'0 R)*+& $ Records documenting out#atient medical treatment given to inmates" Often contains treatment log, #rescri#tions, health !uestionnaires, laboratory re#orts, 20ray re#orts, medical re#orts from other facilities, medication records and related records" nformation may include inmate3s name, date of treatment, descri#tion of treatment, medications given and information regarding the medication dis#ensed and related data" %'inimum retention( 4 years after inmate release& %48& I#!'%) P&+1&'! R)*+& $ Records documenting the education, recreation and miscellaneous #rograms that inmate #artici#ated in *hile at the facility" %'inimum retention( . years& %4$& I#!'%) T)0)2.+#) '# M'"0 R)*+& $ 9ogs and other records documenting tele#hone calls and mail sent and received by inmates" nformation may include name of inmate, date and time of tele#hone call or mail, and related data" %'inimum retention( 1 year& %50& I#!'%) V"$"%+& R)*+& $ Records documenting information about visitors to inmates confined in an agency correctional facility" 'ay include logs, re!uest sli#s, and related records" nformation often includes date, time in, visitor3s signature and address, ob5ect of visit, time out, and related data" %'inimum retention( 1 year& %51& I#!'%) ?+&8 P&+1&'!$ Records documenting the control of and #artici#ation of inmate *or+ #rograms" %'inimum retention( . years& %52& I#%)&#'0 I#()$%"1'%"+#$ C'$) F"0)$ Records documenting investigations of de#artment #ersonnel for violations of la*s, rules, or #olicies and may include findings and dis#ositions of investigations"

Records often contain com#laints, corres#ondence, investigatory re#orts, intervie*s, hearing summaries and testimony, and related documents" nformation usually includes name of em#loyee investigated, reason, location of violation, date, accom#lices3 names and addresses, *itnesses3 names and addresses, action ta+en, and related data" %'inimum retention( %a& nvestigations resulting in Termination( 10 years after em#loyee se#aration %b& nvestigations resulting in disci#linary action or e2oneration( 2 years after resolution %c& ,nfounded nvestigations( 1 year& %5.& >'"0 M+#"%+&"#1 R)*+& $ Records include audio and video recordings of #risoners boo+ed into the 5ail facility" Hideo recordings are also made during inmate altercations and incidents *here the <orrections ;mergency Res#onse Team %<";"R"T"& members are utili6ed for inmate control" These recordings ty#ically contain footage of use of force that are used in staff training sessions, but may also serve as evidence in criminal #roceedings" %'inimum retention( %a& 1risoner boo+ing videos( .0 days %b& <";"R"T" training videos( ,ntil su#erseded or obsolete %c& <";"R"T" videos as evidence in criminal #roceedings( destroy by order of the court& %54& >'"0 C'#%))#, C+!!"$$'&- +& K"%*.)# R)*+& $ Records documenting the routine o#erations and control of 5ail canteens, commissary and +itchens" ncludes inventory control records, inmate accounting records, and other related files" %'inimum retention( . years or until audited, *hichever is longer& %55& >/()#"0) O::)# )&;V"*%"! R)$%"%/%"+# R)*+& $ Records documenting the facilitation of restitution for crime victims of first time 5uvenile offenders" Ty#ical cases may include criminal mischief, vandalism, minor assault, theft, and harassment" nformation may include name, address, and #hone number of #erson filing com#laint, case number, date of activity, narration of the com#laint, name of offender, date case closed, and other data" %'inimum retention( 5 years after last action, or youth reaches age of ma5ority, *hichever is longer& %54& >/()#"0) T)!2+&'&- C/$%+ - R)*+& $ Records documenting children ta+en into tem#orary custody by the de#artment as defined in OR/ 41$?"150 through 41$?"175" The action is not considered an arrest" nformation may include the name, age, and address of the child, the name and address of the #erson having legal or #hysical custody of the child, reasons for and circumstances under *hich the child *as ta+en into tem#orary custody, and other data" /;; A9/O )elin!uent <ase Files, Ad5udicated %Formal&A and )elin!uent <ase Files, nformal in the <ounty Iuvenile section" %'inimum retention( . years& %57& L+$% '# F+/# P&+2)&%- R)*+& $ Records documenting agency recei#t and maintenance of lost and found or abandoned #ro#erty such as money, bicycles, automobiles, and other items not related to a crime" ncludes recei#ts, inventory lists, destruction logs, #ro#erty re#orts, and related records" %'inimum retention( 2 years after dis#osition& %58& M'2$, L'6 E#:+&*)!)#% 'a#s and related records maintained for reference and for trac+ing various trends" ;2am#les include but are not limited to :eighborhood @atch 1rogram ma#s, ?loc+ Bome 1rogram ma#s, street number location ma#s and boo+s, #ar+ing meter ma#s, and ma#s #lotting re#orted crimes in a given area" %'inimum retention( ,ntil su#erseded or obsolete& %5$& M'&"#) E#:+&*)!)#% R)2+&%$ Records document the marine enforcement activities of the county sheriff3s de#artment" nformation includes ty#es of *ater*ay and *atercraft violations, citations issued and other related information" %'inimum retention( %a& Annual Re#orts( 5 years %b& 'onthly Re#orts( Retain until annual re#ort created& %40& M'$%)& N'!) I# )7 R)*+& $ Records documenting information on each individual *ho has been field interrogated or arrested, sus#ects or accom#lices in crimes, victims, com#lainants, and *itnesses to incidents" nformation may include name, address, date of birth, race, se2, date and time of incident

or contact, incident number, and related data" %'inimum retention( ,ntil su#erseded or obsolete& %41& M/1 S.+%$ 1hotogra#hs and negatives of arrested individuals used for identification and a##rehension of sus#ects in criminal investigations" 'ug shots of individuals +no*n to be dead need not be retained" %'inimum retention( %a& Retain homicides( 20 years %b& Retain felonies( 10 years %c& Retain misdemeanors( 5 years& %42& N)"1.9+&.++ D"$2/%) R)$+0/%"+# R)*+& $ Records documenting a county3s dis#ute resolution #rogram to handle com#laints by citi6ens about concerns or dis#utes *ith neighbors or merchants" Ty#ical cases may include animal control, landlord-tenant issues, noise, harassment, #ro#erty dis#utes, and business-consumer issues" Records may include budget, activity, and statistical re#orts, mediation training information, evaluation and inta+e records, service referrals, resolution agreements, and follo*0u# surveys" nformation may include name, #hone number, and address of #erson filing com#laint, case number, date of activity, narration of re!uest or com#laint, name and address of offender, action ta+en, and other data" %'inimum retention( %a& Retain case records 5 years after last action %b& Retain other records 2 years& %4.& O::"*)& N+%)$ :otes *ritten by officers during the course of a shift containing information *hich may or may not be included in an official re#ort" 'ay #ertain to contacts, incidents, unusual circumstances, and other sub5ects" ,seful for referral in *riting re#orts and testifying in court" nformation includes names, dates, times, vehicles, activities, locations, and related data" :ote( Officer notes recorded on handheld electronic organi6ers %e"g" 1alm 1ilots& are #ublic records under OR/ 1$2" nformation on electronic organi6ers is sub5ect to the same retention as the #a#er record unless the information is +e#t in another format for the duration of the retention #eriod" %'inimum retention( 2 years& %44& O::"*)& ?)'2+# R)1"$%&'%"+# R)*+& $ Records documenting *ea#ons assigned to la* enforcement officers" nformation includes officer3s name, and the ma+e, model, serial number, and caliber of the *ea#on" %'inimum retention( ,ntil su#erseded or obsolete& %45& P'%&+0 C'& C'!)&' V" )+%'2)$ Records document #atrol activities" 1atrol officers may manually activate cameras *hen calls come in or cameras may automatically activate u#on ra#id vehicle acceleration or deceleration" %'inimum retention( %a& Retain ta#es used as evidence until case reaches final dis#osition %b& Retain ta#es used for internal investigations until investigation ends %c& Retain all other ta#es .0 days& %44& P'6# B&+8)& '# S)*+# H'# D)'0)& R)2+&%$ Re#orts submitted to the de#artment documenting merchandise bought and sold by dealers" ,seful in tracing stolen items" nformation includes name, address, identification, and #ersonal descri#tion of #ledgor, as *ell as the date, dealer3s name, and descri#tion of article" %'inimum retention( 2 years& %47& P))& C+/&% R)*+& $ Records documenting the #eer court system *here youths *ho have committed certain first time misdemeanors or violations are 5udged through a court system of their #eers %aged 12017 years&" Records may include #olicy and #rocedures manuals, budget, activity and statistical re#orts, guidelines and instructions for #artici#ants, a##lications to #artici#ate in the #rogram, 5uvenile consent form, inta+e intervie* form, defendant !uestionnaire, summary re#ort, attorney3s analysis, 5ury verdict record, bailiff record, cler+3s record, community service log, 5udge3s notes, officer3s status re#orts, defendant evaluation, #arent evaluation, and related documentation" /;; A9/O 1olicy and 1rocedure 'anuals and >uidelines in the Administrative section" %'inimum retention( %a& <ase records( 5 years after final dis#osition of case, or youth reaches age of ma5ority, *hichever is longer %b& 1artici#ant guidelines and instructions( ,ntil su#erseded or obsolete %c& Other records( 2 years&

%48& P.+%+ I )#%":"*'%"+# R)*+& $ 1hotogra#hs and other records used to identify agency em#loyees, #rivate security #ersonnel, contract *or+ers, and others" 'ay include #hotogra#hs ta+en for agency identification cards, driver3s license #hotogra#hs, and information such as name, date of birth, #hysical descri#tion, identification number, driver3s license number, and other data" %'inimum retention( ,ntil su#erseded or obsolete& %4$& P.+%+ R' '& R)*+& $ Records documenting traffic infractions by drivers that have been #hotogra#hed by the county sheriff3s #hoto radar e!ui#ment" Records may include #hotogra#hic negatives and #rints, co#ies of citations, co#ies of drivers3 licenses, forms to dismiss, logs, and related documentation" %'inimum retention( %a& Retain #hoto radar citations issued and logs( 2 years %b& Retain #hoto radar citations not issued .0 days& %70& P+0-1&'2. R)*+& $ Records documenting #olygra#h tests given to criminal sus#ects, #ros#ective em#loyees and others" ncludes #re0e2amination records, e2amination !uestions for individuals intervie*ed, statements of consent, #olygra#h analysis re#orts, e2aminer3s original test !uestions, e2amination chart tracing re#orts, #olygra#h results charts, conclusions, intervie*ee statements, and bac+ground information" %'inimum retention( %a& Retain cases involving crimes *ith no statute of limitations 75 years %b& Retain all other cases 1 year after statute of limitations e2#ires& %71& P&+2)&%- '# E(" )#*) C+#%&+0 '# D"$2+$"%"+# R)*+& $ Records used to trac+ #ro#erty and evidence coming into de#artment #ossession" )ocuments recei#t, storage, and dis#osition of #ersonal #ro#erty and #hysical evidence from defendants, victims, and others" 'ay include evidence #hotogra#hs documenting crime scenes, accidents, and other incidents" Records often include recei#t forms, evidence control sheets, #ro#erty re#orts, destruction lists, #ro#erty consignment sheets, sei6ed firearm logs, homicide evidence inventories, and other documents" nformation usually includes case number, tag number, date and time, #ro#erty or evidence descri#tion, storage location, release date, and other data" %'inimum retention( %a& Retain cases involving crimes *ith no statute of limitations 75 years %b& Retain all other cases 1 year after statute of limitations e2#ires& %72& P&+2)&%- R)1"$%&'%"+# R)*+& $ Records documenting the registration of #ro#erty for identification in case of theft, loss, or burglary" 1ro#erty includes but is not limited to bicycles, televisions, cameras, stereos, and guns" nformation may include name, address, and #hone number of o*ner, date, descri#tion of #ro#erty, serial number, and related data" %'inimum retention( ,ntil registration is e2#ired, su#erseded or obsolete& %7.& P&+2)&%- S'0)$;D)) R)*+& $ )ocuments sale and conveyance of real and #ersonal #ro#erty by the enforcement agency" 'ay include certificates of levy, notices of sale, #ublication #roofs, mailing recei#ts, co#y of 5udgment and e2ecution, certificate of sale, return of service, and co#y of deed issued" %'inimum retention( 4 years& %74& S*)#) R)*+#$%&/*%"+# V"$/'0$ ;2hibits and other visual aids created for use in court" <rime scenes *ere reconstructed and #hotogra#hed in order to visually #resent information" %'inimum retention( %a& Retain cases involving crimes *ith no statute of limitations( Retain 75 years after case closure %b& Retain all other cases( Retain 1 year after statute of limitations e2#ires& %75& S/92+)#'$ Records document sub#oenas issued to la* enforcement #ersonnel to a##ear in court for the #ur#ose of testifying" nformation contains date of issuance, date re!uested, and location" %'inimum retention( ,ntil court a##earance& %74& S/&()"00'#*) T'2)$ Records documenting the routine monitoring of courts and other facilities through the use of video recordings" These recordings contain daily footage of activities in the courthouse or other county facilities and may also serve as evidence in criminal #roceedings" %'inimum retention( %a& Retain ta#es used as evidence( until case reaches final dis#osition %b& Retain

ta#es used for internal investigations( until investigation ends %c& Retain all other ta#es( .0 days& %77& T)0)%-2) M)$$'1)$ ncoming and outgoing telety#e messages concerning a variety of sub5ects of interest to the de#artment" /ub5ects include incidents, meetings, arrests, *arrant confirmation and others" nformation includes date, time, originating agency, and te2t" %'inimum retention( %a& Retain messages of interest to la* enforcement agency not *arranting inclusion in :< );:T <A/; F 9;/ or other record series( 1 year %b& Retain all other messages( ,ntil read& %78& T+6) V)."*0) R)*+& $ Rotation lists and related records documenting to* truc+ re!uests and res#onses" nformation usually includes date, name of re!uestor, name of to*ing com#any called, location, and other data" Records may also include documentation of vehicles to*ed from #rivate #ro#erty at the re!uest of citi6ens" This information is used to #revent to*ed vehicles from being re#orted as stolen" %'inimum retention( 1 year& %7$& T&'::"*, T&'#$"% '# O%.)& C"%'%"+# L+1$ 9ogs listing various information related to citations issued by the de#artment" ,sually includes ty#e of citation, tic+et number, name of violator, date of issue, and officer3s name" %'inimum retention( 1 year& %80& T&'::"*, T&'#$"% '# O%.)& C"%'%"+#$ )e#artment co#ies of citations issued for traffic, transit, motor vehicle, and other violations" ncludes ,niform Traffic <itations, #ar+ing citations, and others" nformation includes city and county, date and time, name and address, date of birth, se2, occu#ation, license number, state, year, ma+e and model of vehicle, location of violation, la* allegedly violated, conditions, name of officer issuing citation, and related data" %'inimum retention( 2 years& %81& T&'::"*, T&'#$"% V"+0'%"+# ?'&#"#1 R)*+& $ /eries documents *arnings issued for alleged traffic, transit and other minor offenses" Records are often used to identify re#eat offenders and su##ort follo*0u# investigations" nformation includes date, time, category, name, address, #hone number, date of birth, race, se2, hair and eye color, height, *eight, drivers license number, ma+e and model of vehicle, location of violation, descri#tion of violation, signatures, and related data" %'inimum retention( 1 year& %82& T&'#$2+&%'%"+# +: P&"$+#)& R)*+& $ Records documenting the movement of #risoners from one #lace to another" ncludes times, dates, em#loyee in charge, #risoners trans#orted, locations *here #risoners *ere trans#orted, etc" %'inimum retention( . years& %8.& U$) F"&)'&! T&'#$:)& R)*+& $ Records document the sale or transfer of a firearm" nformation includes business name and address, individual #urchasing or trading firearm, time and date of transaction, firearm descri#tion, including serial number, caliber, form of identification #resented by the seller-trader, and dealer and seller-trader signatures and #hone numbers" %'inimum retention( 1 year& /tat" Auth"( OR/ 1$2 /tats" m#lemented( OR/ 1$2"005F1$2"170 E Bist"( O/A 402004, f" E cert" ef" 11015004A O/A .02012, f" E cert" ef" 1002$012 166-150-01C0 L"9&'&%1& A**)$$"+# R)*+& $ nformation related to library ac!uisitions" )ocumentation for boo+ accessions usually includes author, title, #ublisher, 5obber, year #urchased, #urchase #rice, and other bibliogra#hic and accession data" :on0boo+ media contain other #ertinent information" %'inimum retention( ,ntil su#erseded or obsolete& %2& B+&&+6)& R)1"$%&'%"+# R)*+& $ Records used to grant citi6ens library cards and #rivileges as *ell E .57 .57"805F.57"8$5

as to control circulation of library holdings" ndividual borro*er registration information may include name, address, tele#hone number, date of birth, signature, e2#iration date, identification number, and related data" %'inimum retention( ,ntil su#erseded or 1 year after e2#iration& %.& C'%'0+1$ Finding aids *hich #rovide #atrons *ith access to library holdings by sub5ect, title, +ey*ord, and author" ,sually includes author3s name, title of boo+ or other media, call number, bibliogra#hic descri#tion, and related information" %'inimum retention( ,ntil su#erseded or obsolete& %4& C"&*/0'%"+# R)*+& $ Records documenting information #ertinent to the circulation of materials such as boo+s, maga6ines, record albums, com#act dis+s, dvd3s, audio and video ta#es, and com#uter soft*are" 'ay include #atron identification, date circulated and date due" %'inimum retention( ,ntil transaction is com#leted& %5& I#%)&-0"9&'&- L+'# R)*+& $ Records documenting materials borro*ed and loaned by the library through an interlibrary loan #rogram in res#onse to #atron and other library re!uests" 'ay include re!uests, notices, trac+ing logs, and other records" %'inimum retention( 4 months after materials returned to o*ner library& %4& L"9&'&- P/90"*'%"+#$ 1ublications distributed to the #ublic to advertise library services, #rograms, and activities" 'ay include brochures, ne*sletters, activities calendars, boo+mobile schedules, s#ecial events flyers, and other records" %'inimum retention( %a& Retain brochures, #am#hlets, and leaflets until su#erseded or obsolete %b& Retain one co#y of all others #ermanently& %7& M'$%)& S.)0: L"$%$;I#()#%+&")$ Records document inventories of all library holdings, including volumes and titles added or *ithdra*n from the collection" ,sually arranged by call number, sho*ing title, author, accession number, #ublisher, date bought, cost, and number of co#ies" ,sed as an inventory control by library #ersonnel" %'inimum retention( ,ntil su#erseded or obsolete& %8& L"9&'&- R)2+&%$ /tatistical and narrative monthly re#orts documenting collection, registration, circulation, lost boo+s, children3s #rograms, and other activities" ,seful in #rogram #lanning and budget #re#aration" 'ay include various re#orts such as circulation statistics by category %non0fiction, fiction, maga6ines, etc"&, boo+s reserved, #hotoco#ies made, overdue notices mailed, borro*ers registered, and volunteer hours" 'ay also include narrative re#orts addressing ne* activities, services, events, and issues" %'inimum retention( %a& Retain re#orts summari6ing activities on an annual basis( 1ermanently %b& Retain other re#orts( 2 years& %$& O&)1+# S%'%) L"9&'&- A##/'0 R)2+&%$ Agency co#y of a re#ort filed *ith the Oregon /tate 9ibrary in satisfaction of OR/ .57"520 to monitor library #rograms" ncludes statistics on circulation, #atrons served, interlibrary loan transactions, children3s #rograms, and other sub5ects" %'inimum retention( 1ermanent& %10& O()& /) B++8 R)*+& $ Records used to monitor status of overdue boo+s and other media" Also used to notify #atrons to return overdue library materials" Often includes notices and lists" 9ists document long overdue materials and can be useful in collection action" %'inimum retention( ,ntil materials returned, or debts reconciled or deemed uncollectible& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-01C5 H-1-1;P/90"* S':)%- A#$6)&"#1 P+"#% R)*+& $ %1& B&"):"#1 R)*+& $ Records document internal communication bet*een su#ervisors and shift

*or+ers or bet*een staff on different shifts to alert them to #roblems, issues, or activities" Records may include but are not limited to briefing logs, telety#e messages, and bulletins from other agencies" %'inimum retention( 7 days& %2& D'%' M'#'1)!)#% S-$%)! R)*+& $ Records document the maintenance and u#date of current information used to #rovide and direct incident res#onse *ithin a $0101-#ublic safety ans*ering #oint service area" nformation may include but is not limited to address data, res#onse unit3s assignments, res#onse codes, res#onsible #erson data, and related documentation" %'inimum retention( ,ntil su#erseded or obsolete& %.& D"$2'%*. I#*" )#% R)*+& $ Records document s#ecific incidents *hen a call is received by the $0101-#ublic safety ans*ering #oint and subse!uent res#onse activities" nformation may include but is not limited to caller3s nameA address, and tele#hone numberA details of incident or com#laintA call ta+er-dis#atcher nameA *hich agency res#onded and *henA and incident dis#osition" Additional information received through an enhanced system is the Automatic :umber dentification and Automatic 9ocation dentification %A: -A9 & *hich includes the tele#hone subscriber name, subscriber3s tele#hone number, and subscriber3s tele#hone service location" %'inimum retention( 2 years& %4& E#.'#*) H11 S)&("*) P0'#$ Records document the #lanning, develo#ment, and im#lementation of enhanced $0101-#ublic safety ans*ering #oint systems" 1lans and any subse!uent amendments are re!uired to be submitted to the Oregon /tate 1olice, ;mergency 'anagement )ivision for a##roval" The #lan may be #eriodically revised and u#dated" Records may include but are not limited to #reliminary and final #lans, drafts and *or+sheets, corres#ondence, and other records described in OAR 104008000020" %'inimum retention( %a& A##roved #lans and amendments( 5 years after su#erseded or obsolete %b& 1reliminary #lans, drafts, *or+sheets, and su##orting materials( ,ntil #lan a##roved by Oregon /tate 1olice, ;mergency 'anagement )ivision& %5& M'$%)& S%&))% A &)$$ G/" ) 3MSAG4 M'"#%)#'#*) F+&!$ Records document the $0101-#ublic safety ans*ering #oint3s notification to the #hone service #rovider about the addition of ne* streets or revision to e2isting streets on the 'aster /treet Address >uide %'/A>&" The '/A> is maintained by the #hone service #rovider or its inde#endent contractor" Forms are usually maintained by the agency3s '/A> <oordinator" nformation may include but is not limited to ne* or u#dated address, customer, and res#onder information" %'inimum retention( 2 years& %4& M'$%)& @C-H+/& A/ "+ F"0)$ Files document recorded incoming emergency and non0emergency callsA la* enforcement, fire, and emergency medical services dis#atchesA radioactivityA and $0101-#ublic safety ans*ering #oint calls" Files are maintained on a 240hour basis" %'inimum retention( 7 months& N+%), /#ecific recordings of incidents may *arrant longer retention for legal reasons %7& O2)&'%"+#'0 L+1$ R)*+& $ document chronological trac+ing of activities related to $0101-#ublic safety ans*ering #oint o#erations" Records may include but are not limited to radio logs, tele#hone logs, to* logs, and criminal bac+ground chec+ re!uest logs" %'inimum retention( 1 year& %8& P&)!"$) I#:+&!'%"+# R)*+& $ Records document information about s#ecific #remises or locations that emergency res#onders need to +no* in advance of arrival at an incident site" nformation may include but is not limited to ha6ardous materials storage locations, *hether building #lans *ere submitted to the fire de#artment, uni!ue information about buildings such as utility shutoffs, and related documentation" %'inimum retention( 2 years, or until rene*ed, su#erseded, or e2#ired, *hichever is sooner& %$& Q/'0"%- A$$/&'#*) R)*+& $ Records document the evaluation, analysis, and assessment about the #erformance and !uality of services #rovided by the $0101-#ublic safety ans*ering #oint system"

Records may include but are not limited to system evaluations, system #erformance re#orts, satisfaction surveys and !uestionnaires, !uality im#rovement re#orts and recommendations, !uality assurance committee minutes, and related documentation" %'inimum retention( %a& /urvey instruments( 2 years, or until summary re#ort com#leted, *hichever is sooner %b& Other records( 2 years& %10& S%'%"$%"*'0 R)2+&%$ Records document the com#ilation of statistical data about the actions and activities of the $0101-#ublic safety ans*ering #oint system" )ata may be com#iled on a daily, *ee+ly, monthly, !uarterly, and-or annual basis and may be used for analysis, evaluation, and budget develo#ment #ur#oses" nformation may include but is not limited to data about res#onse times, number of calls received and dis#atched, and res#onses by individual agency" %'inimum retention( %a& )ata instruments used to com#ile statistics( ,ntil statistical re#ort com#leted %b& )aily and *ee+ly re#orts( ,ntil com#iled into monthly re#orts %c& 'onthly and !uarterly re#orts( 1 year %d& Annual re#orts( 10 years& %11& S-$%)! E&&+&;M'0:/#*%"+# R)*+& $ Records document $0101-#ublic safety ans*ering #oint electronic systems errors or malfunctions and subse!uent corrective action" Records may include but are not limited to enhanced system error re#orts, trouble logs, *or+ orders, corres#ondence, and related documentation" %'inimum retention( 2 years& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0150 P'&8$ '# R)*&)'%"+# %1& C.)!"*'0 A220"*'%"+# R)*+& $ Records documenting the a##lication of chemicals such as #esticides, herbicides, and fertili6ers to #ar+s and other #ro#erty" nformation usually includes date used, *eather conditions, a##lication area, chemical a##lied, mi2 ratio, and coverage rate" %'inimum retention( . years after a##lication& %2& P'&8 '# F'*"0"%- I#$2)*%"+# R)*+& $ Records documenting #eriodic ins#ection of #ar+s and facilities to chec+ for damage and recommend re#airs and maintenance" ncludes ins#ections of #lay e!ui#ment, lighting, side*al+s, restrooms, storage areas, #icnic tables, s*imming #ools, and other #ro#erty and e!ui#ment" Records often include ins#ection *or+sheets or chec+lists, re#orts, and related documents" nformation includes #ro#erty or e!ui#ment location and descri#tion, ty#e of ins#ection, recommended re#air, dates of ins#ection, and other data" %'inimum retention( 2 years& %.& P'&8 '# F'*"0"%- U$) P)&!"%$ 1ermits issued to individuals or organi6ations for s#ecial uses of #ar+s and facilities" ;2am#les include fun runs, bicycle races, events *ith more than a s#ecified number of #artici#ants, events including am#lified sound, and those at *hich alcoholic beverages *ill be served" 'ay also include other s#ecial use #ermits such as for the use of metal detectors and other e!ui#ment on #ar+ #ro#erty" %'inimum retention( 2 years after denial, revocation, or e2#iration of #ermit& %4& P'&8 C'&)%'8)& R)*+& $ Records documenting the maintenance, construction, o#eration, and rehabilitation of county #ar+s, *aysides, and recreational areas" The #ar+ careta+er #rovides visitors *ith #ar+srelated information through distribution of #ublications and educational #resentations" The careta+er may also issue #ermits and collect fees, and issue citations and *ritten *arnings" /;; A9/O 1ermit and 9icense Records, Agency0 ssued in Administrative section" %'inimum retention( . years after careta+er se#aration& %5& P'&%"*"2'#% R)1"$%&'%"+# '# A%%)# '#*) R)*+& $ Records documenting registration and

attendance of #artici#ants in various agency s#onsored events, activities, and classes" Records may include registration forms or cards, class or activity rosters, and related documents" nformation usually includes name, dates, and times of class or activity, fee #aid, and name, address, #hone number, and signature of #artici#ant" Further information may include #ertinent medical data, date of birth, signature of #arent or guardian, and more" %'inimum retention( . years& %4& R)#%'0 '# L+'# R)*+& $ Records documenting the rental or loan of agency o*ned facilities or e!ui#ment" ;2am#les include short term rental of facilities and structures as *ell as rental or loan of s#orts e!ui#ment, tools, gardening im#lements, and other items" Records often include a##lications, calendars, lists, recei#ts, and related documents" nformation usually includes name, address, and #hone number of renter or borro*er, descri#tion of facility or e!ui#ment, date and time rental or loan e2#ires, signature, and other data" %'inimum retention( . years& %7& S6"!!"#1 P++0 O2)&'%"+# '# M'"#%)#'#*) R)*+& $ Records documenting the o#eration and maintenance of agency s*imming #ools" nformation includes results of #ool *ater !uality tests described in OAR ...004000200%.&, date and time of filter bac+*ash, dates during *hich the #ool *as em#tied and-or cleaned, and #eriods of recirculation e!ui#ment o#eration and-or malfunction and re#air" 'ay also include records documenting ins#ection and maintenance of safety e!ui#ment" %'inimum retention( 2 years after facility closes& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0155 P'-&+00 R)*+& $ %1& D) /*%"+# A/%.+&"5'%"+# R)*+& $ Records documenting em#loyee a##lication and authori6ation for voluntary #ayroll deductions, direct ban+ de#osits, and related actions" 1ayroll deductions are directly de#osited or remitted to the authori6ed financial institution, insurance com#any, or other agency or vendor" Records may include insurance a##lications, enrollment cards, deduction authori6ations, a##roval notices, deduction terminations, and related records" %'inimum retention( . years after su#erseded, terminated, or em#loyee se#arates& %2& D) /*%"+# R)1"$%)&$ Registers or records serving the same function of documenting voluntary and-or re!uired deductions from the gross #ay of agency em#loyees" Ty#es of deductions include federal income and social security ta2es, state ta2, *or+ers3 com#ensation, union dues, insurance, deferred com#ensation, credit union, #ar+ing #ermit, #re*ritten chec+s, garnishments, levies, charitable contributions, and others" nformation may include em#loyee name and number, #ay #eriod, social security number, total deductions, net #ay, chec+ number, and related data" %'inimum retention( %a& Registers documenting state and federal ta2es( 5 years %b& Other registers( . years %.& E!20+-)) T"!) R)*+& $ Records documenting hours *or+ed, leave hours accrued, and leave hours ta+en by agency em#loyees" nformation usually includes em#loyee name and social security number, hours *or+ed, ty#e and number of leave hours ta+en, total hours, dates, and related data" /;; A9/O 9eave A##lications in this section" %'inimum retention( 4 years& %4& F) )&'0 '# S%'%) T'7 R)*+& $ Records, in addition to those itemi6ed in this section, used to re#ort the collection, distribution, de#osit, and transmittal of federal and state income ta2es as *ell as social security ta2" ;2am#les include the federal miscellaneous income statement %10$$&, re!uest for ta2#ayer identification number and certificate %@0$&, em#loyer3s !uarterly federal ta2 return %$41, $41;&, ta2 de#osit cou#on %810$&, and similar federal and state com#leted forms" %'inimum retention( %a& For the retention of records documenting e2#enditure of grant funds( see >rant Records in the

Financial section %b& Retain other records( 4 years& %5& G'&#"$.!)#% R)*+& $ Records documenting re!uests and court orders to *ithhold *ages from em#loyee earnings for garnishments, ta2 levies, su##ort #ayments, and other reasons" ,sually includes original *rits of garnishment, orders to *ithhold for the Oregon )e#artment of Buman Resources, federal or state ta2 levies, reca#itulations of amounts *ithheld, and related records" nformation usually includes em#loyee name and number, name of agency ordering garnishment, amount, name of #arty to *hom #ayment is submitted, dates, and related data" %'inimum retention( . years after resolution& %4& L)'() A220"*'%"+#$ A##lications or re!uests submitted by em#loyees for sic+, vacation, com#ensatory, #ersonal business, family and medical leave, long term leave, and other leave time" nformation usually includes em#loyee name, de#artment, date, leave dates re!uested, ty#e of leave re!uested, and related data" /;; A9/O ;m#loyee Time Records in this section" %'inimum retention( . years& %7& L)'() B'0'#*) R)2+&%$ Re#orts documenting individual em#loyee accrual and use of sic+, vacation, com#ensatory, #ersonal business, family and medical leave, and other leave time" nformation usually includes em#loyee name and number, social security number, leave beginning balance, leave time accrued, leave time used, ending balance, and related data" /;; A9/O ;m#loyee ?enefits Records in the 1ersonnel section" %'inimum retention( %a& Cear0end leave balance re#orts( 75 years after date of hire %b& Other re#orts( 4 years& %8& P'-&+00 A !"#"$%&'%"() R)2+&%$ Re#orts, statistical studies, and other records designed and used for budget #re#aration, #ro5ections, *or+load and #ersonnel management, research, and general reference" Often consists of reca#itulation re#orts organi6ing *ages, deductions, and other data into categories such as !uarter0to0date, year0to0date, fiscal year0to0date, de#artment, division, section, em#loyee-em#loyer contributions, and others" %'inimum retention( . years& %$& P'-&+00 R)1"$%)&$ Registers or records serving the same function of documenting the earnings, deductions, and *ithholdings of agency em#loyees" nformation usually includes em#loyee name and number, social security number, hours *or+ed, rate, overtime, vacation value, leave ta+en or accrued, various allo*ances, gross #ay, federal and state *ithholding, voluntary deductions, net #ay, and related data" %'inimum retention( %a& Retain year0end, or month0end if no year0end #ayroll registers( 75 years %b& Retain other #ayroll registersA . years& %10& U#)!20+-!)#% C+!2)#$'%"+# C0'"! R)*+& $ Records documenting claims submitted by former agency em#loyees for unem#loyment com#ensation" ,sually includes claims, notices, re#orts, and related records" 'ay also include records generated by the a##eal of claim determinations" %'inimum retention( . years& %11& U#)!20+-!)#% R)2+&%$ Records documenting em#loyee earnings on a !uarterly basis" ,sed to document costs and charges in the event of an unem#loyment com#ensation claim" nformation includes em#loyee name, social security number, !uarterly earnings, days *or+ed, totals, and other data" %'inimum retention( . years& %12& ?'1) '# T'7 S%'%)!)#%$ Annual statements documenting individual em#loyee earnings and *ithholdings for state and federal income ta2es and social security ta2" Also +no*n as federal ta2 form @02" nformation includes agency name and ta2 identification number, em#loyee name and social security number, *ages #aid, amounts *ithheld, and related data" %'inimum retention( 5 years& %1.& ?"%..+0 "#1 A00+6'#*) C)&%":"*'%)$ <ertificates documenting the e2em#tion status of individual agency em#loyees" Also described as @04 forms" nformation includes em#loyee name and address, social security number, designation of e2em#tion status, and signature" %'inimum retention( 5 years after su#erseded or em#loyee se#arates&

/tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0160 P)&$+##)0 R)*+& $ %1& A::"&!'%"() A*%"+# R)*+& $ Records documenting agency com#liance *ith the statutes and regulatory re!uirements of the ,"/" ;!ual ;m#loyment O##ortunity <ommission" 'ay include #lans, u#dates, #olicy statements, re#orts, and su##orting information" %'inimum retention( %a& 1lans, u#dates, and #olicy statements( 1ermanent %b& Other records( . years& %2& B)#):"%$ C+#%"#/'%"+# R)*+& $ Records document notifications to em#loyees or de#endents informing them of their rights to continue insurance coverage after termination of during disability or family leave" <ontinuation may be under <O?RA or another #rovision" :otice is also sent to a third #arty administrator *ho administers the e2tended coverage" The records ty#ically consist of notices sent and corres#ondence" Records may be filed *ith the ;m#loyee ?enefits Records or ;m#loyee 1ersonnel Records" /;; A9/O ;m#loyee 1ayroll Records in the 1ayroll section" %'inimum retention( . years after em#loyee se#aration of eligibility e2#ired& %.& C+00)*%"() B'&1'"#"#1 R)*+& $ Records documenting negotiations bet*een the agency and em#loyee re#resentatives" 'ay include contracts, re#orts, negotiation notes, arbitration findings, cost analyses, minutes, ta#e recordings, and related significant records" %'inimum retention( %a& <ontracts and minutes( 75 years after contract e2#ires %b& Other records( 4 years after contract e2#ired& %4& C+!2'&'90) ?+&%. S%/ - R)*+& $ Records documenting the analysis, study, and resolution of #ay e!uity, alleged 5ob discrimination, and related issues involving the agency and its em#loyees" 'ay include 5ob content !uestionnaire summaries, #osition allocation re#orts, #ersonnel reclassification studies, 5ob category listings, study outlines, gra#hs, tables, and significant related records" %'inimum retention( %a& Final study or re#ort( 1ermanent %b& Other records( 5 years& %5& C&"!"#'0 B'*81&+/# C.)*8 R)*+& $ Records document the #re0em#loyment or #eriodic criminal records chec+s #erformed on #ros#ective or current staff, faculty, and volunteers" Records may include but are not limited to a log recording *hen bac+ground chec+s are done and *hom they are done on, and a finger#rintbased criminal history verification form documenting the result of a criminal history bac+ground chec+ coordinated by the Oregon 9a* ;nforcement )ata /ystem %9;)/&" The form includes name and other #ersonally identifiable information, indication of e2istence or absence of criminal record, and related documentation" %'inimum retention( %a& Retain bac+ground chec+ log( until su#erseded or obsolete %b& Retain all other records( $0 days& %4& D"$*"20"#'&- A*%"+# R)*+& $ Records documenting termination, sus#ension, #rogressive disci#linary measures, and other actions against em#loyees" 'ay include statements, investigative records, intervie* and hearing records, findings, and related records" 'ay be filed *ith ;m#loyee 1ersonnel Records" %'inimum retention( %a& Retain investigations resulting in termination( 10 years after em#loyee se#aration %b& Retain investigations resulting in disci#linary action or e2oneration( . years after resolution %c& Retain unfounded investigations( . years& %7& D&/1 T)$%"#1 R)*+& $ Records document the testing of current and #ros#ective em#loyees for controlled substances #rohibited by #olicy, #rocedure, or statute" Records may include but are not limited to the documentation of test results, the collection #rocess, the random sam#le #rocess, and those documenting the decision to administer reasonable sus#icion drug testing" %'inimum retention( %a& Retain #ositive test results( 5 years %b& Retain negative test results( 1 year&

%8& E!20+-)) B)#):"%$ R)*+& $ Records document an individual agency em#loyee3s benefit information such as selection of insurance #lans, retirement, #ension, and disability #lans, fle2ible benefits, deferred com#ensation #lans, and other benefit #rogram information" Records may include but are not limited to #lan selection and a##lication forms, enrollment records, contribution and deduction summaries, #ersonal data records, authori6ations, beneficiary information, year0end leave balance re#orts, and related documentation" Records may be filed *ith the ;m#loyee 1ersonnel Record" /;; A9/O 1ayroll /ection" %'inimum retention( %a& Cear0end leave balance re#orts and official co#y of retirement enrollment records( 75 years after date of hire %b& Other records( . years after em#loyee se#aration or eligibility e2#ired& %$& E!20+-)) M) "*'0 R)*+& $ Records document an individual em#loyee3s *or+ related medical history" These records are not #ersonnel records and must be +e#t #hysically se#arate from em#loyee #ersonnel records 00 in a se#arate location, as re!uired by the Americans *ith )isabilities Act" Records may include but are not limited to medical e2amination records %#re0em#loyment, #re0assignment, #eriodic, or e#isodic&, M0rays, records of significant health or disability limitations related to 5ob assignments, documentation of *or+ related in5uries or illnesses, hearing test records, ha6ard e2#osure records, drug testing records, first0aid incident records, #hysician statements, release consent forms, and related corres#ondence" /;; A9/O Ba6ard ;2#osure Records in this section" %'inimum retention( %a& Ba6ard e2#osure records( .0 years after se#aration %2$ <FR 1$10"1020& %b& Other records( 4 years after se#aration& %10& E!20+-)) P)&$+##)0 R)*+& $ Records document an individual em#loyee3s *or+ history" Records may include but are not limited to a##licationsA notices of a##ointmentA em#loyment a##licationsA training and certification recordsA records of health limitationsA salary schedulesA tuition reimbursement recordsA #ersonnel actionsA #erformance a##raisal evaluationsA letters of commendation and recommendationA letters of re#rimandA notices of disci#linary actionA notices of layoffA letters of resignationA home address and tele#hone disclosuresA emergency notification formsA grievance and com#laint recordsA and related corres#ondence and documentation" /;; A9/O )isci#linary Action RecordsA ;m#loyee ?enefits RecordsA ;m#loyee 'edical RecordsA >rievance and <om#laint RecordsA Recruitment and /election RecordsA and Holunteer @or+er Records in this section" /;; A9/O Oaths of Office in the <ounty <ler+0>eneral section" %'inimum retention( %a& Retain letters of re#rimand and notices of disci#linary action . years %b& Retain all other records 4 years after se#aration& %11& E!20+-)) R)*+1#"%"+# R)*+& $ Recognition of em#loyees for s#ecial service to the agency" 'ay include service a*ards, recognition certificates, commendations, a*ard nominations, lists of #ast reci#ients, and #resentation or ceremony records and #hotogra#hs" /ome records in this series may have historic value" For a##raisal assistance contact the Oregon /tate Archives" /;; A9/O ;m#loyee /uggestion A*ard Records in this section" %'inimum retention( 4 years& %12& E!20+-)) S/11)$%"+# A6'& R)*+& $ Records documenting an em#loyee suggestion #rogram *here em#loyees may submit suggestions that im#rove effectiveness, efficiency, and economy in agency o#erations" ;m#loyees may receive a*ards for ado#ted suggestions" Records may include suggestion forms and evaluations, a*ard information, and related documentation" /;; A9/O ;m#loyee Recognition Records in this section" %'inimum retention( %a& Ado#ted suggestions( 2 years %b& /uggestions not ado#ted( 1 year& %1.& E!20+-!)#% E0"1"9"0"%- V)&":"*'%"+# F+&!$ 3I-H4 Records document the filing of ,"/" mmigration and :aturali6ation /ervice Form 0$ form that verifies that an a##licant or em#loyee is eligible to *or+ in the ,nited /tates" nformation includes em#loyee information and verification data such as citi6enshi# or alien status and signature, and em#loyer revie* and verification data such as documents that establish identity and eligibility, and em#loyer3s signature certifying that documents have been chec+ed" %'inimum retention( . years after date of hire or 1 year after em#loyee se#aration,

*hichever is longer %8 <FR 274a"2&& %14& E=/'0 E!20+-!)#% O22+&%/#"%- C+!20"'#*) R)*+& $ Re#orts and records maintained by the agency *ith 15 or more em#loyees in com#liance *ith the ,"/" ;!ual O##ortunity <ommission regulations" <ontains ;;O04 re#orts and all records related to the com#letion of the re#orts" %'inimum retention( . years& %15& E=/'0 E!20+-!)#% O22+&%/#"%- C+!20'"#% R)*+& $ <ase files maintained in relation to discrimination com#laints made against the agency" Records may include com#laints, re#orts, e2hibits, *ithdra*al notices, co#ies of decisions, hearings and meetings records, and related documentation and corres#ondence" %'inimum retention( . years after final decision issued& %14& E=/'0 E!20+-!)#% O22+&%/#"%- P+0"*- D)()0+2!)#% R)*+& $ Records documenting the ado#tion and administration of agency #rograms to set #ersonnel #olicies and #rocedures *ithin the sco#e of the <ivil Rights Act of 1$44 and the ;!ual ;m#loyment O##ortunity Act of 1$72" 'ay contain antidiscrimination committee meeting records and re#orts, *or+#lace analyses, discrimination com#laint #olicies and #rocedures, and related records" %'inimum retention( %a& 1lans, u#dates, and #olicy statements( 1ermanent %b& Other records( . years& %17& G&")('#*) '# C+!20'"#% R)*+& $ >rievances or com#laints filed by current em#loyees, terminated em#loyees, a##licants, or #rivate citi6ens regarding em#loyment #ractices" Often relates to inter#retations and alleged violations of em#loyment contracts" Records often include com#laints, investigation records, intervie* and hearing re#orts, arbitrator3s findings and decisions, ta#e recordings, and related records" %'inimum retention( . years& %18& H'5'& E72+$/&) R)*+& $ Records document an agency em#loyee3s e2#osure to ha6ardous conditions such as chemicals, to2ic substances, bloodborne #athogens, biological agents, bacteria, virus, fungus, radiation, noise, dust, heat, cold, vibration, re#etitive motion, or other dangerous *or+ related conditions" *hese records are not personnel records and should be maintained in an +mployee ,edical "ile" Records may include but are not limited to hearing test records, radiation measurement records, blood test or other laboratory results, incident re#orts, first0aid records, M0rays, *or+ station air sam#ling re#orts, and corres#ondence" /;; A9/O ;m#loyee 'edical Records in this section" %'inimum retention( .0 years after se#aration %2$ <FR 1$10"1020&& %1$& H)'&"#1 T)$% R)*+& $ R)*+& $ documenting em#loyee #artici#ation in the /tate Bearing <onservation 1rogram as re!uired by the Oregon @or+ers3 <om#ensation )ivision" The #rogram a##lies to em#loyees e2#osed to *or+ing conditions that may im#air hearing" <ontains measurement records that include audiogram number, em#loyee3s name and de#artment, technician3s name, date tested, and remar+s" Also contains hearing test results *hich include em#loyee3s name, de#artment, 5ob classification, length of service, #hone number, date of birth, #revious hearing condition, e2#osure to sound levels, results of noise e2#osure and audiometer tests, comments, and related information" %'inimum retention( ,ntil em#loyee se#aration %2$ <FR 1$10"$5&& %20& L'-+:: R)*+& $ /eries documents #rocedures and com#utations used in laying off agency em#loyees" 'ay include service credit com#utations, service credit lists, and layoff ran+ing lists" Related records may be filed in ;m#loyee 1ersonnel Files" %'inimum retention( . years& %21& P.+%+ I )#%":"*'%"+# R)*+& $ 1hotogra#hs and other records used to identify agency em#loyees, #rivate security #ersonnel, contract *or+ers, and others" 'ay include #hotogra#hs ta+en for agency identification cards, driver3s license #hotogra#hs, and information such as name, date of birth, #hysical descri#tion, identification number, driver3s license number, and other data" %'inimum retention( ,ntil su#erseded or obsolete& %22& P+$"%"+# D)$*&"2%"+#, C0'$$":"*'%"+#, '# C+!2)#$'%"+# R)*+& $ Records document the

descri#tion, classification, reclassification, and com#ensation of agency 5obs and #ositions, a #rocess also +no*n as des+ auditing" ,sually includes details of duties and res#onsibilities of each #osition, time #ercentage brea+do*ns of tas+s, s+ills and abilities needed for each #osition, and related records documenting the develo#ment, modification, or redefinition of each 5ob or #osition" Records often include re#orts, 5ob analyses, intervie* data, selection criteria, authori6ations, agreements, and significant related records" %'inimum retention( . years after su#erseded or obsolete& %2.& R)*&/"%!)#% '# S)0)*%"+# R)*+& $ Records document the recruitment and selection of agency em#loyees" Records may also document the recruitment and selection of contracted service #roviders such as attorneys, auditors, insurance agents, labor consultants, and others" Records may include but are not limited to 5ob announcements and descri#tions, a##licant lists, a##lications and resumes, #osition advertisement records, civil service and other e2amination records, classification s#ecifications, affirmative action records, intervie* !uestions, intervie* and a##lication scoring notes, a##licant bac+ground investigation information, letters of reference, civil service records, #osition authori6ation forms, certification of eligibles, recruitment summary records %5ob announcement, #osition descri#tion, documentation relating to the announcement and test, and test items and rating levels&, and related corres#ondence and documentation" /;; A9/O ;m#loyee 1ersonnel Records and ;m#loyment ;ligibility Herification Forms % 0$& in this section" %'inimum retention( %a& Retain announcement records, #osition descri#tion, and records documenting creation of test and rating scale 10 years %b& Retain unsolicited a##lications and resumes . months if not returned to solicitor %c& Retain unsuccessful a##lications and other records . years after #osition filled or recruitment cancelled& %24& T&'"#"#1 P&+1&'! R)*+& $ Records related to the design and im#lementation of training #rograms #rovided to em#loyees by the agency" 'ay include class descri#tions, instructor certifications, #lanning documentation, instructional materials, course outlines, class enrollment and attendance records, and related significant records" %'inimum retention( %a& /ignificant #rogram records( 5 years %b& <lass enrollment and attendance records( 2 years %c& Other records( 1 year& %25& V+0/#%))& P&+1&'! R)*+& $ Records documenting the activities and administration of volunteer #rograms and volunteers in the agency" 'ay include volunteer hour statistics, volunteer #rogram #ublicity records, insurance re!uirement information, inactive volunteer files, and related records" /;; A9/O Holunteer @or+er Records in this section for records related to individual volunteers" %'inimum retention( Retain 5 years& %24& V+0/#%))& ?+&8)& R)*+& $ Records documenting *or+ #erformed for the agency by citi6ens *ithout com#ensation for their services" 'ay include agreements, a##lications, s+ill test results, training documentation, tas+ assignment and monitoring records, and related information" %'inimum retention( . years after se#aration& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0165 P0'##"#1 %1& C+!2&).)#$"() P0'# R)*+& $ Records indicating the ty#es of uses and activities allo*ed in #articular land designations" ,sed to guide long term gro*th and develo#ment and to com#ly *ith state and federal la*s" ,sually contains #ublic hearings records, #lans, amendments, staff re#orts, #eriodic revie* records, ma#s, #hotogra#hs, and other significant records" %'inimum retention( 1ermanent& %2& C+# "%"+#'0 U$) R)*+& $ A##lications and decisions related to re!uests for certain land uses *ithin a 6one that re!uire s#ecial revie* and a##roval" 'ay include a##lications, site #lans, 6oning

ma#s, staff re#orts, administrative action re#orts, and related significant records" %'inimum retention( 10 years after e2#iration, revocation, or discontinuance of use& %.& D)$"1# '# D)()0+2!)#% R)(")6 R)*+& $ Architectural revie*s of e2terior renovations or ne* construction *ithin #articular geogra#hical areas" ,sed to ensure integration of visual architectural standards" 'ay include design revie* board or commission records such as minutes, agendas, and e2hibits" Records also may include a##lications, site #lans, staff re#orts, ma#s, revie* and a##eal records, ta#e recordings, and related significant documents" *hree dimensional e-hibits such as sample boards of bric#% tile% and other building materials are not public records. %'inimum retention( %a& Retain minutes, agendas, resolutions, inde2es, and e2hibits %not retained #ermanently else*here in agency records&( 1ermanently %b& Retain audio or visual recordings( 1 year after minutes #re#ared and a##roved %c& Retain e2hibits not #ertinent to minutes( 5 years %d& Retain all other records if #ermit issued and structure com#leted( 2 years after substantial com#letion %as defined by OR/ 12"1.5%.&& %e& Retain if no #ermit issued( 180 days %f& Retain if #ermit issued, but structure not started or com#leted( 2 years& %4& E#%)&2&"$) I+#) R)*+& $ Records documenting the creation and management of enter#rise 6ones by the agency or in con5unction *ith other agencies" )esignation used to encourage business gro*th by #roviding ta2, #ermit, and regulatory relief to develo#ment *ithin the 6one" 'ay include re#orts, a##lications for 6one status, nominations for federal status, and significant related records" %'inimum retention( %a& Retain re#orts summari6ing results or activities #ermanently %b& Retain other records 4 years after 6one designation e2#ires& %5& F0++ P0'"# P)&!"% R)*+& $ 1ermits issued for construction *ithin a flood #lain 6one" Records also may include elevation certificates, a##lications, revie* records, chec+ lists, and other significant documents" 1ermit information usually includes date, #ermit holder3s name and address, ,"/" ma# number, ty#e of structure, and related data" %'inimum retention( %a& Retain #ermits and elevation certificates, 10 years after the life of the structure or area determined not to be a flood #lain, *hichever is longer %b& Retain other records 10 years& %4& H"$%+&"* S%&/*%/&)$ I#()#%+&- R)*+& $ Records documenting the results of inventory #ro5ects to designate historic #ro#erties *ithin a #articular geogra#hic area" nventory is in con5unction *ith Oregon 9and <onservation and )evelo#ment <ommission >oal 5 #rocedures" nformation usually includes street address, legal descri#tion, neighborhood, o*ner3s name and address, date constructed, historic and architectural significance, and references used" %'inimum retention( ,ntil su#erseded or obsolete& %7& H"$%+&"* S%&/*%/&)$ R).'9"0"%'%"+# P&+D)*% R)(")6$ Routine revie*s of #ro#osals for rehabilitation of structures that have been designated historically significant or are 50 years old" ,sed to meet grant funding conditions and to #rotect the historical integrity of structures" Revie*s often include address of structure, legal descri#tion, o*ner3s name and address, #ro#osed *or+, rehabilitation s#ecialist3s evaluation, violations noted, #hotogra#hs, and related information" 'ay also contain significant related corres#ondence" %'inimum retention( . years after #ro5ect closed& %8& L'# U$) H)'&"#1$ O::"*)& R)*+& $ Records documenting a##eals to the agency3s hearings officer and decisions reached concerning variances and changes to the 6oning code and com#rehensive #lan" 'ay refer to conditional uses, 6one changes, #artitions, code variances, and other #ro#osed actions" Records may include a##lications, hearings minutes, findings of fact, agendas, e2hibits such as ma#s, re#orts, #hotogra#hs, etc", ta#e recordings, and significant related records" %'inimum retention( %a& Retain minutes, agendas, resolutions, inde2es, and e2hibits %not retained #ermanently else*here in agency records&( 1ermanent %b& Retain audio or visual recordings( 1 year after minutes #re#ared and a##roved %c& Retain e2hibits not #ertinent to minutes( 5 years&

%$& N)"1.9+&.++ ;C"%"5)# A$$+*"'%"+# C.'&%)&$ '# B-0'6$ <harters and byla*s documenting the creation and organi6ation of neighborhood associations designed to meet citi6en involvement re!uirements and goals set by state and federal agencies concerned *ith urban develo#ment and land use issues" ,sually includes articles of incor#oration, amendments, and significant related records" %'inimum retention( 1ermanent& %10& P'&%"%"+# R)*+& $ Records documenting the #artitioning of land into t*o or three #arcels" ncludes both ma5or and minor #artitions" Records often contain a##lications, staff re#orts, technical notes, a##roval orders, ma#s, and related significant records" %'inimum retention( %a& f a##roved and agency conditions met( 1ermanent %b& f not( 10 years after e2#iration or revocation& %11& S"1# R)(")6 R)*+& $ Records documenting #lanning de#artment revie* of sign construction" Often contains descri#tions, dra*ings, #hotogra#hs, re#orts, a##lications, and related significant records" %Retention( For the life of the structure& %12& S/9 "("$"+# R)*+& $ Records documenting actions on re!uests to divide one #iece of land into four or more lots" Often includes a##lications, site locations, descri#tions of re!uests, site #lans, staff re#orts, a##eals re#orts, decision statements, ma#s, and related significant records" Records documenting actions on re!uests to divide one #iece of land into four or more lots" Often includes a##lications, site locations, descri#tions of re!uests, site #lans, ins#ection re#orts, a##eals re#orts, decision statements, ma#s, #hotogra#hs, bonds and assurances, insurance records, engineering re#orts, test records, and related significant records" %'inimum retention( %a& f a##roved and agency conditions met( 1ermanent %b& f not( 10 years after e2#iration or revocation& %1.& T)!2+&'&- U$) R)*+& $ Records documenting action on #ermits for tem#orary activities in commercial and industrial 6ones such as allo*ing tem#orary #lacement of structures incidental to construction" Records often contain a##lications, #ermits, staff re#orts, technical notes, a##roval orders, and other significant documents" %'inimum retention( 5 years after #ermit e2#iration& %14& U&9'# R)#)6'0 P0'#$ '# R)2+&%$ 1lans and re#orts mandated by OR/ 457"085 to #rovide descri#tions and 5ustifications for #ro#osed develo#ment in urban rene*al areas *ithin a #articular geogra#hic area" ncludes #lans, amendments, re#orts, hearings records, im#act statements, feasibility studies, ma#s, relocation studies, and related significant records" %'inimum retention( 1ermanent& %15& U&9'# R)#)6'0 P&+D)*% R)*+& $ Records documenting individual rene*al #ro5ects *ithin urban rene*al areas" 1ro5ects include but are not limited to construction, demolition, and rehabilitation of buildings, streets, and utilities" 'ay include #ro5ect area committee documents, re#orts, and related records, #ro5ect #lans, design revie*s, ma#s, #hotogra#hs, consultant studies, feasibility studies, agreements, and other significant records" /ome records may have historic value" %'inimum retention( %a& Retain agreements( 10 years after substantial com#letion %as defined by OR/ 12"1.5%.&& %b& Retain other records( 50 years& %14& V'&"'#*) R)*+& $ A##lications and decisions in cases of minor deviations from 6one code re!uirements" Often includes a##lications, site locations, descri#tion of re!uests, site #lans, 6oning ma#s, staff re#orts, and significant related records" %'inimum retention( 10 years after e2#iration, revocation, or discontinuance of use& %17& ?"%. &'6# L'# U$) A220"*'%"+# R)*+& $ Records document land use a##lications and su##orting documentation *ithdra*n by the a##licant before a decision has been issued by the county or s#ecial district" Records may include but are not limited to a##lications, site location descri#tions, site #lans, ma#s and corres#ondence" %'inimum retention( 180 days if not returned to a##licant at the time of *ithdra*al&" %18& I+#) C.'#1) R)*+& $ A##lications and decisions related to re6oning land *ithin the sco#e of an

e2isting com#rehensive #lan" Often includes a##lications, staff re#orts, technical notes, a##roval orders, and related significant records" %'inimum retention( %a& A##lications, findings of fact, and decision documents( 1ermanent %b& Other records( 10 years after a##roval or denial& /tat" Auth"( OR/ 1$2 /tats" m#lemented( OR/ 1$2"005F1$2"170 E Bist"( O/A 402004, f" E cert" ef" $01004A O/A .02012, f" E cert" ef" 1002$012 166-150-01F0 P/90"* ?+&8$ R)*+& $ B E#1"#))&"#1 %1& A)&"'0 P.+%+1&'2.$ <olor and blac+ and *hite #hotogra#hs and negatives documenting to#ogra#hical and #hysical features of a #articular geogra#hic area" ,seful for #lanning and land management #ur#oses" nformation often includes date, location, frame se!uence numbers, and other descri#tive information" %'inimum retention( 1ermanent& %2& B)#*. M'&8 R)*+& $ ?ench mar+s #laced by the agency or the ,nited /tates >eological /urvey to denote elevations above sea level" Records may include boo+s, ma#s, cards, and other documents" nformation includes location monument number, elevation, descri#tion, and related data" ,sually filed numerically by bench mar+ number" %'inimum retention( 1ermanent& %.& B&" 1) I#$2)*%"+# R)*+& $ Records related to bridge ins#ections re!uired by the ,nited /tates )e#artment of Trans#ortation 2. <FR 450".05" ns#ections generally are done every t*o years" Records may include re#orts #re#ared in accordance *ith federal standards, #hotogra#hs, corres#ondence and significant related documents" 'ay also include bridge inventory records described in 2. <FR 450".11" %'inimum retention( 2 years after bridge removed from service& %4& E#1"#))&"#1 P&+D)*% T)*.#"*'0 R)*+& $ Records related to the #lanning, design, and construction of various agency im#rovement #ro5ects, including facilities, structures, and systems" ;2am#les include those documenting both assessable and non0assessable im#rovements such as but not limited to streets, side*al+s, traffic lights, street lights, bi+e*ays, *ater lines and *ells, *ater and *aste*ater treatment facilities, buildings, and se*ers" 'ay be useful for litigation, reference, or budget #lanning" Records often include im#act statements, feasibility studies, #lans, amendments, #olicy and #rocedure manuals, field test and laboratory re#orts, ins#ector re#orts, change orders, status re#orts, and related records" %'inimum retention( 10 years after substantial com#letion, as defined by OR/ 12"1.5%.&& %5& M'2$, P0'#$, '# D&'6"#1$ M'2$, #lans, and dra*ings created by the agency or contracted s#ecifically for the agency" These include various ty#es of ma#s such as system schematic, as built, to#ogra#hic, #lanemetric, ortho#hoto, resource, and others" /ystem schematic ma#s re#resent locational and other information about ma5or systems such as *ater and se*er" Other ma#s are often derived from aerial #hotogra#hs and re#resent #hysical features such as building foot#rints, edge of #avement, and contours" /eries also includes as built #lans, dra*ings, and details documenting agency engineering and construction #ro5ects" %'inimum retention( %a& Final versions( 1ermanent %b& @or+ing maintenance ma#s( ,ntil su#erseded or obsolete %c& :on0agency created ma#s( ,ntil su#erseded or obsolete& %4& M'$%)& P0'#$ R)*+& $ )ocumenting the #resent and #ro5ected needs of the agency for *ater, se*er, storm drainage, street, bi+e*ay, and other systems" Often includes an im#lementation schedule for construction" Records often include #lans, re#orts, evaluations, cost analyses, dra*ings, and significant related documents" /ub5ects may include rates, inventory evaluations, system rehabilitation or re#lacement, distribution of services, and others" %'inimum retention( 1ermanent& %7& R"1.%-+:-?'- P)&!"% R)*+& $ 1ermits issued for #rivate use or construction on #ublic E .57 .57"805F.57"8$5

right0of0*ays such as streets, side*al+s, and ad5acent land" ;2am#les of activities may include house moving, and bloc+ #arties and other uses" nformation can include o*ner3s name, address, and #hone number, contractor3s name, address, and #hone number, location and descri#tion of activity, #ermit conditions, fee amount, date, signatures, and related data" %'inimum retention( %a& <onstruction related records( 10 years after substantial com#letion %as defined by OR/ 12"1.5%.&& of #ro5ect %b& Retain other records( 2 years after e2#iration, revocation, or discontinuance of use& %8& ?)%0'# $ C+#$)&('%"+# P0'##"#1 R)*+& $ Records documenting the identification, delineation and management of *etlands on agency #ro#erty or right0of0*ays" 'ay include #lans, amendments, annual re#orts, consultant re#orts, and significant related records" @etlands conservation #lans include descri#tions, ma#s, inventories, and assessments of *etlands, as *ell as mitigation #lans, #olicies, s#ecifications, and monitoring #rovisions for managing *etlands" /ee OR/ 1$4"478 for further descri#tion" %'inimum retention( 1ermanent& %$& ?)%0'# $ R)!+('0 '# F"00 P)&!"%$ R)*+& $ documenting agency a##lication and recei#t of #ermits regulating the removal or fill of material from *etlands on agency #ro#erty or right0of0*ays" 1ermits are issued by the Oregon /tate )ivision of 9ands for u# to five years before rene*al is re!uired" ncludes a##lications, #ermits, and significant related records" A##lications may include ma#s, #ro5ect #lans, s#oils dis#osal #lans, #ublic use and need analyses, im#act studies, and related records" 1ermits may include a##rovals and any attached conditions" %'inimum retention( .0 years& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-01F5 P/90"* ?+&8$ R)*+& $ B O2)&'%"+#$ '# M'"#%)#'#*) %1& B'*8:0+6 P&)()#%"+# D)("*) T)$% R)*+& $ Records documenting test results on bac+flo* #revention devices designed to #rotect the *ater system from #ollution related to substances bac+ing into *ater lines" nformation usually includes date, ty#e and si6e of device, serial number, location, test records, line #ressure, name of tester, name and address of device o*ner, and related data" %'inimum retention( 10 years& %2& B/"0 "#1$ '# G&+/# $ M'"#%)#'#*) '# R)2'"& R)*+& $ Records of all maintenance and re#airs to buildings, grounds, and right0of0*ays o*ned or leased by the agency" ,sed to verify that re#airs *ere made" 'ay include summaries, logs, re#orts, and similar records usually com#iled from daily *or+ records on a monthly or !uarterly basis" nformation often includes location, narrative of *or+ com#leted, materials used, #ersonnel com#leting *or+, authori6ation, dates of activities, and related data" /;; A9/O )aily @or+ Records in this section, and Administrative and Financial m#rovement Records in the Financial section" %'inimum retention( %a& Records re!uiring engineering stam#s( 2 years after life of structure %b& Other records( 2 years& %.& C&+$$ C+##)*%"+# C+#%&+0 S/&()- R)*+& $ Records documenting the monitoring of #otential or actual *ater system health ha6ards from #ollution entering *ater #i#es from other #i#es" Records may include re#orts, surveys, chec+lists, and related documents" nformation often includes address, contact #erson, business name, date, ins#ector, ty#e of facility, descri#tion of #rotection, comments, corrections made, and other data" %'inimum retention( 1 year after disconnection or 10 years, *hichever is longer& %4& D)0"()&- T"*8)%$ Tic+ets issued by su##liers to verify delivery of su##lies or materials %concrete, road base, gravel, to#soil, etc"& nformation usually includes date, time, amount and ty#e of su##lies received, and related data" %'inimum retention( 2 years&

%5& F"00 '# L)': D)0"()&- R)*+& $ Records documenting citi6en re!uests and agency delivery of fill material and leaves to #rivate #ro#erty" Often includes conditions, signature, address, and #hone number of #ro#erty o*ner, number of loads re!uested, desired dum#ing location, and related information" %'inimum retention( 2 years& %4& H- &'#% R)*+& $ Records documenting the location, s#ecifications, maintenance, testing, and re#air of *ater hydrants in the *ater system" 'ay include lists, charts, logs, re#orts, and related records" nformation often includes location, ma+e, descri#tion %main si6e, valve si6e, flo* ca#acity, etc"&, maintenance and re#air narratives, dates, authori6ations, and related data" %'inimum retention( %a& 9ocation and s#ecification records( ,ntil hydrant #ermanently removed from service %b& 'aintenance, test, and re#air records( 2 years& %7& P)&!"%-R)=/"&) C+#:"#) S2'*) P&+1&'! R)*+& $ Records document O/BA #rogram outlined in <FR 2$"1$10"144%e&%4& re!uiring em#loyers to issue safety #ermits for em#loyees entering #otentially ha6ardous confined s#aces, such as se*ers" Records include #ermit, #reentry testing data, field notations, and observations" %'inimum retention( 1 year& %8& S)6)& '# S%+&! D&'"#'1) M'"#%)#'#*) '# R)2'"& R)*+& $ Records documenting the maintenance and re#air of agency se*ers and storm drains" 'ay include summaries, re#orts, and similar records usually com#iled from daily *or+ records on a monthly or !uarterly basis" nformation often includes location, narrative of *or+ com#leted, amount and ty#e of material used, #ersonnel com#leting *or+, dates of activities, authori6ation, and related data" /;; A9/O 1ermit Re!uired <onfined /#ace 1rogram Records in this section" %'inimum retention( %a& Records re!uiring an engineering stam#( 2 years after se*er or storm drain #ermanently removed from service %b& Other records( 2 years& %$& S)6)& S!+8) T)$% R)*+& $ Records documenting smo+e tests underta+en to verify hoo+u# to main se*er lines, chec+ condition of #i#es, or determine effectiveness of bac+flo* #revention devices" nformation often includes ma#s or diagrams of lines tested, location of lea+s detected, ins#ector3s name, #i#e si6e, and related data" %'inimum retention( 10 years& %10& S)6)& T)0)("$"+#;V" )+$*'# I#$2)*%"+# R)*+& $ Re#orts documenting television ins#ections used to determine the condition of se*er lines" ns#ections locate #roblems and defects so that corrective measures can be ta+en" Often consists of #eriodic ins#ections of e2isting lines, final ins#ections of ne*ly constructed lines, and ins#ections at the end of *arranty #eriods" Records usually contain videota#es and *ritten re#orts" nformation often includes date, ty#e of ins#ection, conditions found, re#airs needed, distances from manholes, and related data" %'inimum retention( %a& @ritten re#orts( 10 years or until su#erseded or obsolete, *hichever is first %b& Hideo ta#es( 1 year after *ritten re#ort submitted& %11& T)!2+&'&- A**)$$;C+#$%&/*%"+# E'$)!)#% R)*+& $ Records documenting tem#orary easements allo*ing entrance and *or+ on #ro#erty not o*ned by the easement holder" 1ermits usually a##ly to agency cre*s and utility *or+ers" nformation can include a##licant name, address, and #hone number, contractor name and license number, utility involved, location, descri#tion of *or+, security de#osit, surface restoration material used, signature, date, comments, #ermit number, and related data" %'inimum retention( 5 years after easement e2#ires& %12& V'0() M'"#%)#'#*) R)*+& $ Records documenting the location, s#ecifications, maintenance, and re#air of valves in the *ater and se*er systems" 'ay include lists, charts, dra*ings, re#orts, logs, and related records" nformation often includes valve location, identification number, run of #i#e, si6e, ma+e, year installed, de#th, turns to o#en and normal #osition, narratives of valve maintenance and re#air, tests run, #ersonnel com#leting *or+, dates, and related data" %'inimum retention( %a& 9ocation and s#ecification records( ,ntil valve #ermanently removed from service %b& 'aintenance and re#air

records( 5 years& %1.& ?'%)& L"#) M'"#%)#'#*) '# R)2'"& R)*+& $ Records documenting the maintenance and re#air of agency0o*ned *ater lines" 'ay include re#orts, summaries, and similar documents usually com#iled from daily *or+ records on a monthly or !uarterly basis" nformation often includes, location, narrative of *or+ com#leted, amount and ty#e of materials used, #ersonnel com#leting *or+, dates of activities, authori6ation, and related data" %'inimum retention( %a& Records re!uiring an engineering stam#( 2 years after *ater line #ermanently removed from service %b& Other records( 10 years& /tat" Auth"( OR/ 1$2 /tats" m#lemented( OR/ 1$2"005F1$2"170 E Bist"( O/A 402004, f" E cert" ef" $01004A O/A .02012, f" E cert" ef" 1002$012 166-150-01G0 P/90"* ?+&8$ R)*+& $ B P/90"* U%"0"%")$ %1& U%"0"%- A**+/#% C.'#1) R)*+& $ Records documenting routine information changes to customer accounts" ncludes name, address, and similar change orders for current and final accounts" %'inimum retention( 2 years& %2& U%"0"%- A220"*'%"+#;D"$*+##)*% R)*+& $ A##lications com#leted by customers re!uesting *ater, se*er, #o*er, garbage, or other agency #rovided services" nformation usually includes customer3s name, address, and #hone number, meter information, date, and a##roval signatures" %'inimum retention( . years& %.& U%"0"%- B"00"#1 A D/$%!)#% R)*+& $ Records documenting ad5ustments to customer *ater, se*er, #o*er, garbage, or other agency #rovided service billings for debits, credits, refunds, returned chec+s, and related reasons" nformation usually includes customer3s name and address, ty#e of ad5ustment, 5ustification, amount changed, authori6ing signatures, and other data" %'inimum retention( . years& %4& U%"0"%- C/$%+!)& S)*/&"%- D)2+$"% R)*+& $ Records documenting customer #ayment of a security de#osit to receive *ater, se*er, #o*er, garbage, or other services" nformation usually includes date, amount of de#osit, customer3s name, address, and account number, date account closed, refund date, amount of de#osit confiscated, reason for confiscation, and related data" %'inimum retention( . years after refund or last action& %5& U%"0"%- I#$%'00'%"+# '# C+##)*%"+# R)*+& $ Records documenting the connection of s#ecific #ro#erties to *ater, se*er, #o*er, or similar systems" )oes not a##ly to tem#orary sto##ages or disconnections service" 'ay include a##lications, #ermits, and similar records" nformation often includes a##licant3s name and address, #ermit number, fee charged, service level, ty#e of structure, #i#e si6e, meter si6e and number, and related data" %'inimum retention( 2 years after #hysical disconnection& %4& U%"0"%- L"#) L+*'%"+# R)=/)$% R)*+& $ Records documenting re!uests and agency action to locate underground lines in the vicinity of a construction site" nformation often includes name of #erson re!uesting locationA #lanned and actual date and time of locationA notations of *ater, se*er, storm drains, and other line locationsA name and signature of #erson locating linesA and related data" %'inimum retention( 2 years& %7& U%"0"%- M)%)& I#$%'00'%"+#, M'"#%)#'#*) '# R)2'"& R)*+& $ Records documenting the installation, maintenance, and re#air of agency o#erated *ater and #o*er meters" 'ay include logs, summaries, and similar records usually com#iled from daily *or+ records on a monthly or !uarterly basis" nformation often includes address, narrative of *or+ com#leted, #ersonnel com#leting *or+, dates, and related data" %'inimum retention( 5 years& E .57 .57"805F.57"8$5

%8& U%"0"%- M)%)& T)$% '# C'0"9&'%"+# R)*+& $ Records documenting the testing and calibration of agency o#erated *ater and #o*er meters for accuracy" 'ay include logs, re#orts, lists, charts, and similar records" nformation can include address, test and calibration results, re#airs needed, comments, and related data" %'inimum retention( 9ife of the e!ui#ment& %$& U%"0"%- S)&("*) B"00 R)!"%%'#*) S%/9$ ?ill stubs received *ith #ayments for *ater, se*er, #o*er, garbage, and other agency #rovided services" These document recei#t and #osting of customer #ayments" nformation usually includes account number, name, service address, #ayment received, and recei#t date and number" %'inimum retention( . years& %10& U%"0"%- S)&("*) B"00"#1 R)1"$%)& R)*+& $ )ocumenting transactions on the *ater, se*er, #o*er, garbage, or other agency #rovided service account of each customer" ,seful for reference to assure accurate customer billings" nformation often includes customer3s name, service address, meter reading, *ater or #o*er usage, utility changes, #ayments, ad5ustments, #rior balance due, current balance due, and related data" %'inimum retention( . years& %11& U%"0"%- S)&("*) M)%)& B++8$ R)*+& $ )ocumenting the readings of customer *ater or #o*er meters by agency em#loyees for billing #ur#oses" nformation usually includes name of meter reader, meter reading, date read, account number, billing code, final reading, reason for turnoff, meter changes, and related data" %'inimum retention( . years& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-01G5 P/90"* ?+&8$ R)*+& $ B T&'::"* E#1"#))&"#1 '# M'"#%)#'#*) R)*+& $ %1& A0%)&#'%"() T&'#$2+&%'%"+# C+!!"%%)) M))%"#1 R)*+& $ Records documenting the #roceedings of the board of committee res#onsible for ma+ing recommendations to the county on alternative trans#ortation issues, as described in Oregon3s 1ublic 'eetings 9a* %OR/ 1$2"410 to 1$2"710&" Alternative modes of trans#ortation include *al+ing, #ublic transit, and bicycling among others" <ommittee may #rovide in#ut on foot#ath develo#ment as *ell" Records usually include minutes, agendas, e2hibits, ta#e recordings, and related items" /ub5ects may include design, location, construction maintenance, #ro5ected needs, and develo#ment of master #lans for alternative trans#ortation mediums" %'inimum retention( %a& Retain minutes, agendas, resolutions, inde2es, and e2hibits %not retained #ermanently else*here in county records&( 1ermanently %b& Retain audio or visual recordings( 1 year after minutes #re#ared and a##roved %c& Retain other records and e2hibits not #ertinent to minutes( 5 years& %2& B&" 1) '# C/0()&% M'"#%)#'#*) '# R)2'"& R)*+& $ Records documenting maintenance and re#airs on bridges and culverts" ncludes #edestrian and bicycle bridges" 'ay include summaries, re#orts, logs, and related records usually com#iled from daily *or+ records on a monthly or !uarterly basis" nformation often includes location, narrative of *or+ com#leted, materials used, #ersonnel com#leting *or+, authori6ation, dates of activities, and related data" /;; A9/O )aily @or+ Records in this section" %'inimum retention( %a& Records *ith engineering stam#s documenting structural maintenance or re#airs( 2 years after bridge or culvert #ermanently removed from service %b& Other records( 2 years& %.& C&+$$6'08 R)*+& $ Records documenting the location and use of cross*al+s" ,seful in determining the need for and #lacement of e2isting and #ro#osed cross*al+s" 'ay include re#orts, ma#s, studies, and related records" %'inimum retention( 2 years after su#erseded or obsolete&

%4& R'"0&+' C&+$$"#1 R)*+& $ Records documenting agency activities in relation to railroad crossings" Records may include crossing #lans and dra*ings, Oregon 1ublic ,tility <ommission %1,<&-Oregon )e#t" of Trans#ortation %O)OT& #ublic hearings records and rulings, re#orts and studies, accident records, and related documentation and corres#ondence" Records may also include documentation of corrective action ta+en in res#onse to 1,<-O)OT ins#ection re#orts" Oversight res#onsibility of railroad and rail safety res#onsibilities *as transferred from the 1,< to O)OT in 1$$5" %'inimum retention( 1ermanent& %5& S2)) I+#) R)*+& $ Records documenting the establishment and revie* of s#eed 6ones" ncludes 6ones set by the Oregon /tate /#eed <ontrol ?oard and those established by the agency under OAR 701001000010" Records may include re#orts, #hotogra#hs, #ro#osals, orders, ma#s, accident summaries, and related documents" <onsiderations include #edestrian and bicycle movements, environmental im#act, ad5acent land use, and other factors" %'inimum retention( 2 years after su#erseded or obsolete& %4& S%&))% B'##)& R)*+& $ Records documenting #ro#osals for and installations of banners on streets, often in relation to civic events or celebrations" Records may include #lans, ma#s, #ro#osals, re#orts, a##lications, and other documents" A##lications usually include a##licant3s name, address, and #hone number, organi6ation name, banner message, dis#lay #eriod re!uested, signature of official a##roving #ermit, and related information" %'inimum retention( 2 years& %7& S%&))% '# R+' C+# "%"+# I#()#%+&- R)*+& $ nventory records documenting the condition of streets, roads, curbs, shoulders, side*al+s, bi+e*ays, alleys, etc" ,seful for reference and #lanning" nformation can include street or road name, location, year surveyed, constructed, and surfaced, bed and surface ty#e, surface si6e, condition, and other data" %'inimum retention( 5 years after annual audit re#ort issued& %8& S%&))% L"1.% I#()#%+&- R)*+& $ nventory records of all street lights in an area" nformation can include addresses, #ole numbers, and ma# numbers of lights, ty#es of lights, dates of #urchase and installation, notes, and other data" %'inimum retention( ,ntil su#erseded or obsolete& %$& S%&))% L"1.% M'"#%)#'#*) '# R)2'"& R)*+& $ Records documenting maintenance and re#airs on street lights" 'ay include re#orts, summaries, and similar records usually com#iled from daily *or+ records on a monthly or !uarterly basis" nformation often includes location, narrative of *or+ com#leted, e!ui#ment re#aired or re#laced, su##lies used, #ersonnel com#leting *or+, authori6ation, dates of activities, and related data" /;; A9/O )aily @or+ Records in this section" %'inimum retention( . years after annual audit re#ort issued& %10& S%&))% L"1.% R)=/)$% '# S/&()- R)*+& $ Records documenting re!uests by citi6ens for the installation of street lights, as *ell as surveys to assess need and feasibility" Often includes re!uest forms, corres#ondence, surveys, re#orts, and related records" %'inimum retention( 2 years after last action& %11& S%&))% M'"#%)#'#*) '# R)2'"& R)*+& $ Records documenting maintenance and re#airs of agency0o*ned streets and side*al+s" 'ay include re#orts, summaries, and similar documents usually com#iled from daily *or+ records on a monthly or !uarterly basis" nformation often includes location, narrative of *or+ com#leted, amount of materials used, #ersonnel involved, authori6ation, dates of activities, and related data" /;; A9/O )aily @or+ Records in this section" %'inimum retention( %a& Records re!uiring an engineering stam#( 10 years after substantial com#letion %as defined by OR/ 12"1.5%.&& %b& Other records( 2 years& %12& S%&))% S/&:'*) M'"#%)#'#*) R)*+& $ Records documenting routine and s#ecial street s*ee#ing, cleaning, sno* removal, sanding, leaf removal, and similar *or+" Often includes re#orts, summaries

and similar records" nformation can include date and time, area covered, broom do*n time and mileage, traveling time and mileage, o#erator3s name, e!ui#ment used, amount of sand a##lied, amount of leaves removed, *eather conditions, and related data" %'inimum retention( . years& %1.& T&'::"* A**" )#% A#'0-$"$ R)*+& $ Records documenting the study of traffic accidents" ,seful in identifying ha6ardous locations and determining #ossible corrective action" Records may include various statistical data on accidents related to fi2ed ob5ects, #ar+ed automobiles, com#licated intersections, bridges, #edestrians, streets-high*ays-roads, and other factors" 'ay also include records of individual accidents documenting site, date, direction, driver3s se2 and age, *eather, vehicle ty#e, and related information" /;; A9/O /urvey Field Records in the <ounty /urveyor Records section" %'inimum retention( %a& Re#orts and summaries( 10 years %b& Other records( 5 years& %14& T&'::"* C+#%&+0 E=/"2!)#% M'"#%)#'#*) '# R)2'"& R)*+& $ Records documenting maintenance and re#air of traffic signals and signs in an area" 'ay include re#orts, summaries, and similar records" nformation often includes location, narrative of *or+ com#leted, e!ui#ment re#aired or re#laced, su##lies used, #ersonnel com#leting *or+, dates of activities, and related data" %'inimum retention( %a& Traffic signals( . years after e!ui#ment #ermanently removed from service %b& Traffic signs( . years& %15& T&'::"* C+#%&+0 E=/"2!)#% I#()#%+&- R)*+& $ Records documenting the location, ty#e, and use traffic control e!ui#ment" Often includes an inventory of all traffic signs and signal e!ui#ment" Also may include information noting the timing intervals of traffic signals for red, green, yello*, and #edestrian cycles, ty#e of e!ui#ment, date of #urchase and installation, location, notes, and other data" %'inimum retention( 2 years after su#erseded or obsolete& %14& T&'::"* R)$)'&*. '# S%/ - R)*+& $ Records documenting data gathering and analysis concerning traffic #atterns, s#eed, direction, and other to#ics" 'ay include information on vehicles, bicycles, and #edestrians for a given location and #eriod of time" ,sually includes machine and manual traffic counts, re#orts, summaries, and related records" /;; A9/O ;ngineering 1ro5ect Technical Records in the 1ublic @or+s0;ngineering section" %'inimum retention( %a& Re#orts and summaries( 10 years %b& Other records( ,ntil information is summari6ed or obsolete& %17& T&'#$"% S-$%)! R)*+& $ Records document transit system routes, sto#s, stations and crossings in a #articular geogra#hic area, related transit schedules and amenities" Also may contain records related to agency revie* and a##roval or denial of individual sto#s or crossings, and service changes #ro#osed by a transit district" Records may include re#orts, surveys, decision statements, notifications to affected individuals and #ro#erty o*ners, and related records" /;; A9/O 'eeting Records, >overning ?ody, and /#ecial )istrict Ordinances in the Administrative Records section" %'inimum retention( %a& /to#, station and crossing revie* records( 2 years after denied or a##roved and sto# or crossing removed %b& Transit system ma#s( ,ntil su#erseded or obsolete& %18& T&/*8 R+/%) R)*+& $ Records documenting the designation of truc+ routes for trans#orting goods *ithin and through a #articular geogra#hical area" 'ay include re#orts, ma#s, studies, and related documents" /ub5ects often include ha6ardous materials, tri#le trailer truc+s, log truc+s, buses, and others" %'inimum retention( 2 years after su#erseded or obsolete& /tat" Auth"( OR/ 1$2 /tats" m#lemented( OR/ 1$2"005F1$2"170 E Bist"( O/A 402004, f" E cert" ef" $01004A O/A .02012, f" E cert" ef" 1002$012 166-150-01H0 P/90"* ?+&8$ R)*+& $ B ?'$%)6'%)& T&)'%!)#% E .57 .57"805F.57"8$5

%1& A##/'0 I#$2)*%"+# R)*+& $ Records documenting annual ins#ections of agency *aste*ater treatment o#erations by the Oregon )e#artment of ;nvironmental Kuality to monitor com#liance *ith :ational 1ollution )ischarge /ystem %:1);/& #ermit conditions" 'ay include re#orts and su##orting documentation" nformation includes date, location, areas evaluated during ins#ection, summary of findings, #retreatment re!uirements revie*, sam#ling chec+lists, flo* measurements, laboratory assurance chec+lists, and related data" %'inimum retention( %a& Re#orts( 1ermanent %b& Other records( 5 years& %2& C+#:"#) S2'*)$ P)&!"%$ R)*+& $ used to document that em#loyers have issued #ermits according to the re!uirements outlined in 2$ <FR 1$10"144 relating to the testing for ha6ardous materials in confined s#aces %se*ers&" 1ermits must be issued #rior to em#loyees3 entrance into the confined s#ace" Records may include but are not limited to #ermit, #reentry testing data, field notations and observations" n addition, the em#loyer is re!uired to ma+e note of any #roblems encountered during an entry o#eration on the #ertinent #ermit so that a##ro#riate revisions to the #ermit s#ace #rogram can be made" %'inimum retention( 1 year %2$ <FR 1$10"144 %e& %4&&& %.& D"$*.'&1) M+#"%+&"#1 R)*+& $ Records documenting the amount of #ollution discharged from the agency3s *aste*ater treatment facility" Re#orts are submitted to the ,"/" ;nvironmental 1rotection Agency and the Oregon )e#artment of ;nvironmental Kuality" 'ay also include su##orting documentation" nformation includes date, #eriod covered, #ermit number, discharge number, fre!uency of analysis, sam#le ty#e, and average and ma2imum !uantities and concentrations of solids, ammonia, chlorine, nitrogen, and other chemicals, as *ell as other data" %'inimum retention( %a& Re#orts( 1ermanent %b& Other records( 5 years& %4& H'5'& +/$ S"%/'%"+# P)&!"%$ R)*+& $ document the issuance of a #ermit by the em#loyer notifying em#loyees that they may be e2#osed to ha6ardous substances and-or conditions in confined s#aces, most notably a se*er" Records include #ermit, #re0entry testing data, field notations and observations" %'inimum retention( 1 year after #ermit cancelled %2$ <FR 1$10"144 %e& %4&&& %5& I# /$%&"'0 P&)-%&)'%!)#% P)&!"%$ 1ermits issued by the agency to #rivate industries allo*ing the discharge of s#ecific #ollutants under controlled conditions" Often contains a##lications, #ermits, addenda, modifications, and related su##orting documentation" nformation may include influent and effluent limits, chemical analysis data, *ater flo*, test and recording re!uirements, definitions and acronyms, com#liance schedules, and related data" %'inimum retention( %a& 1ermits, addenda, and modifications( 1ermanent %b& Other records( 5 years after e2#iration or revocation& %4& M+9"0) ?'$%) H'/0)& D/!2"#1 R)*+& $ Records documenting the dum#ing of se#tic #um#ings and other *astes from various sources at the agency *aste treatment facility" ,sually includes logs, manifests, and similar documents" nformation often includes name and signature of hauler, !uantity of *astes dum#ed, location at *hich *astes *ere #um#ed, and related data" %'inimum retention( 5 years& %7& N'%"+#'0 P+00/%"+# D"$*.'&1) E0"!"#'%"+# S-$%)! P)&!"%$ R)*+& $ documenting the a##lication for and issuance of a #ermit to the agency under the <lean @ater Act allo*ing discharge of s#ecific #ollutants under controlled conditions" Often contains a##lications, #ermits, addenda, modifications, and related su##orting documentation" nformation includes influent and effluent limits, chemical analysis records, *ater flo*, test and recording re!uirements, definitions and acronyms, com#liance schedules, and related data" %'inimum retention( %a& 1ermits, addenda, and modifications( 1ermanent %b& Other records( 5 years after e2#iration or revocation& %8& S)6'1) S0/ 1) A220"*'%"+# /ite 9ogs 9ogs documenting the agricultural a##lication of se*age sludge to a##roved sites" OAR .400050000.5%1& re!uires that agencies maintain these logs #ermanently" /ub5ects include agronomic loading calculations related to ma2imum a##lication of nitrogen in #ounds #er acre #er year, and ultimate site life loading calculations trac+ing the amount of

heavy metals a##lied" %'inimum retention( 1ermanent& %$& S)6'1) S0/ 1) M'#'1)!)#% P0'#$ 1lans submitted to the Oregon )e#artment of ;nvironmental Kuality by the agency to engage in sludge dis#osal or a##lication activity" nformation includes method of sludge removal, land a##lication or dis#osal sites, sludge stability determination methods, #ro5ected sludge storage basin use, sludge analyses, a##lication rates, and heavy metal limitations" %'inimum retention( 1ermanent& %10& S%&"2 '# C"&*0) C.'&% R)*+& $ R)*+& $ documenting the continuous monitoring of various *aste*ater treatment o#erations" 'ay include stri# charts, circle charts, and similar monitoring records" nformation often #ertains to #um# flo*s, influent and effluent *ater flo*s, secondary total flo*, influent #B, chlorine residue, and related sub5ects" %'inimum retention( . years& %11& ?'$%)6'%)& T&)'%!)#% O2)&'%"+#$ R)*+& $ 1rogram records not listed else*here in this schedule *hich document *aste*ater treatment o#erations" <reated on a daily, monthly, and annual basis" ,sually consists of re#orts, logs, log sheets, and related records" %'inimum retention( %a& Annual re#orts( 1ermanent %b& Other records( 5 years& %12& ?'%)& P+00/%"+# C+#%&+0 F'*"0"%")$ 3?PCF4 P)&!"% R)*+& $ Records documenting the a##lication for and issuance of a @ater 1ollution <ontrol Facilities #ermit to the agency by the Oregon )e#artment of ;nvironmental Kuality" The #ermit authori6es the agency to construct and o#erate a dis#osal system *ith no discharge to navigable *aters" ;2am#les include se*age lagoons, se#tic tan+s, and drain fields" Records often include a##lications, #ermits, addenda, modifications, and related su##orting documentation" %'inimum retention( %a& 1ermit, addenda, and modifications( 1ermanent %b& Other records( 5 years after e2#iration or revocation& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-01H5 P/90"* ?+&8$ R)*+& $ B ?'%)& T&)'%!)#% %1& C+#$/!)& C+#:" )#*) R)2+&%$ Records documenting the #resence of any contaminants in county *ater over the course of a year" Re#orts are mailed to county residences and businesses receiving county *ater" %'inimum retention( 5 years& %2& N+#-C+!20"'#*) C+&&)*%"() A*%"+# R)*+& $ Records documenting action ta+en by the agency to correct violations of #rimary drin+ing *ater regulations" 'ay include re#orts, logs, and related records" %'inimum retention( . years after last action %40 <FR 141"..&& %.& S'#"%'&- S/&()- R)*+& $ Records documenting surveys e2amining the overall condition of the agency *ater system" 'ay be conducted by the agency, #rivate consultants, or county, state, or federal agencies" Records may include *ritten re#orts, summaries, and related significant documents" %'inimum retention( %a& Retain re#orts( 1ermanently %b& Retain other records 5 years& %4& S)*+# '&- C+#%'!"#'#% R)2+&%$ Re#orts documenting the analysis of *ater sam#les to determine the level of secondary contaminants" /econdary contaminants are those *hich at levels generally found in drin+ing *ater do not #resent a health ris+ but may affect taste, odor, and color of *ater, as *ell as stain #lumbing fi2tures and interfere *ith *ater treatment #rocesses" nformation may include date, re#ort number, analyst, time of sam#le collection, contaminant levels, and related data" %'inimum retention( 10 years& %5& V'&"'#*) '# E7*)2%"+# R)*+& Records documenting variances and e2ce#tions granted to the

agency by regulatory agencies concerning *ater treatment o#erations" nformation may include date, conditions of variance or e2ce#tion, e2#iration date, and related data" %'inimum retention( 5 years after e2#iration or revocation of variance or e2ce#tion& %4& ?'%)& B'*%)&"+0+1"*'0 Q/'0"%- A#'0-$"$ R)2+&%$ Re#orts documenting *ater sam#les ta+en from various locations throughout the *ater system and su##ly sources for bacteriological tests" nformation includes location, collection date, #erson ta+ing sam#les, sam#le ty#e, analysis date, laboratory name, #erson #erforming analysis, analytical method used, and the results of the analysis" %'inimum retention( 5 years& %7& ?'%)& C.)!"*'0 '# R' "+0+1"*'0 A#'0-$"$ R)*+& $ documenting *ater sam#les ta+en from various locations throughout the *ater system and su##ly sources for chemical and radiological tests" nformation includes location, collection date, #erson collecting sam#le, sam#le ty#e, analysis date, laboratory name, #erson conducting analysis, analytical method used, and results of the analysis" %'inimum retention( 10 years& %8& ?'%)& C+#$/!2%"+# R)2+&%$ Re#orts documenting statistics of daily *ater consum#tion" ,seful for #rediction of future flo*s and #ea+ demands" nformation may include *ater consum#tion in millions of gallons and cubic feet from treatment #lants, s#rings, artesian *ells, #um#ed *ells, and reservoirs" %'inimum retention( %a& Annual re#orts( 1ermanent %b& nformation summari6ed in annual re#ort( 1 year %c& nformation not summari6ed in annual re#ort( 10 years& %$& ?'%)& Q/'0"%- C+!20'"#% R)*+& $ Records documenting com#laints received from the #ublic about the !uality of agency #rovided *ater" nformation often includes name, address, and #hone number of com#lainant, nature of com#laint, location, descri#tion of *ater, name of #erson res#onding to com#laint, narrative of investigation, and resolution" %'inimum retention( . years after last action& %10& ?'%)& T&)'%!)#% O2)&'%"+#$ R)*+& $ 1rogram records not listed else*here in this schedule that document *ater treatment o#erations" <reated on a daily, monthly, and annual basis" ,sually consists of re#orts, logs, log sheets, and related records" /ub5ects may include amount and ty#es of chemicals used, filter rates, and others" %'inimum retention( %a& Annual re#orts( 1ermanent %b& Other records( 5 years& %11& ?'%)& T/&9" "%- R)2+&%$ Re#orts documenting the analysis of *ater sam#les to determine the level of cloudiness caused by sus#ended #articles" nformation may include date, re#ort number, analyst, time of sam#le collection, turbidity unit values for routine and chec+ sam#les, and related data" %'inimum retention( 10 years& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0@00 R"$8 M'#'1)!)#% R)*+& $ %1& C+#%&'*%+& L"'9"0"%- I#$/&'#*) V)&":"*'%"+# R)*+& $ 9etters or certificates of coverage #rovided by insurance com#anies declaring that s#ecific contractors are covered by a##ro#riate liability insurance" nformation usually includes insurance com#any name and address, issue date, e2#iration date, amount of coverage, ty#e of coverage, s#ecial #rovisions, signature of insurance com#any re#resentative, and related data" %'inimum retention( %a& f related to county or s#ecial district im#rovement #ro5ect( 10 years after substantial com#letion, %as defined by OR/ 12"1.5%.&& %b& Other records( 4 years after e2#iration& %2& C+#%&'*%+& P)&:+&!'#*) B+# R)*+& $ Records documenting the #osting of #erformance

guarantees or surety bonds by contractors #erforming *or+ for the agency" 'ay include letters, certificates, co#ies of bonds, and similar records" nformation usually includes name of individual or com#any covered, amount of coverage, effective and e2#ires dates, name of bonding agent, authori6ed signatures, and related data" %'inimum retention( %a& f related to county or s#ecial district im#rovement #ro5ect( 10 years after substantial com#letion, %as defined by OR/ 12"1.5%.&& %b& Other bond records( 4 years after e2#iration& %.& H'5'& C+!!/#"*'%"+#$ P&+1&'! R)*+& $ Records documenting #artici#ation in the Ba6ard <ommunications 1rogram as re!uired by the Oregon Occu#ational /afety and Bealth Administration %OR0O/BA&" These records may be useful as documentation for e2#osure and other claims because they include chemical content, safe handling instructions, and other facts about a #roduct at a given time in the #ast" ,sually includes #lans, re#orts, and material safety data sheets %'/)/&" nformation included in the material safety data sheets includes #roduct name, manufacturer3s address and #hone number, ha6ardous ingredients contained, ingredient descri#tion, carcinogenicity, !uantity of ingredients, fire and e2#losion data, health ha6ard data, radioactivity data, s#ill and lea+ #ressures, safe handling and use information, s#ecial use #recautions and related data" %'inimum retention( 75 years after su#erseded or obsolete& %4& H'5'& +/$ S/9$%'#*) E!20+-)& S/&()- R)*+& $ /eries documents the locations, !uantities, and individuals res#onsible for s#ecific ha6ardous chemicals housed by an agency" This record is sent to the /tate Fire 'arshal" Records include ha6ardous chemical com#ositions, lot numbers, and emergency dis#osition instructions" %'inimum retention( ,ntil su#erseded or obsolete& %5& I#*" )#% R)2+&%$ /eries documents incidents *hich result in an investigation of fraud" nformation includes corres#ondence documenting incident, investigation re#ort, and resolution-final determination" %'inimum retention( 5 years& %4& I#D/&- R)2+&%$, P/90"* U$) Records documenting in5uries sustained by non0em#loyees on county or s#ecial district #ro#erty such as #ar+s, courthouses, libraries, and administrative buildings" nformation usually includes date, time, location, and descri#tion of in5ury, name, address, #hone number, se2, and age of in5ured #erson, *itnesses, date re#orted, and related data" %'inimum retention( %a& f claim filed( /ee 9iability <laims Records %b& f no claim filed( . years& %7& I#$/&'#*) F/# C0'"!$ /eries documents re!uests for #ayment of insurance claims from insurers" Records may include Auto-9iability-1ro#erty <laim Re#orts, estimates of re#airs, accident re#orts, #olice re#orts, and corres#ondence" %'inimum retention( 5 years& %8& I#$/&'#*) P+0"*- R)*+& $ Records documenting the terms and conditions of insurance #olicies bet*een the agency and insurers" Ty#es of insurance include liability, #ro#erty, grou# em#loyee health and life, motor vehicle, *or+ers3 com#ensation, flood, and others" Records usually include #olicies, endorsements, rate change notices, agent of record, and related documents" %'inimum retention( %a& >rou# em#loyee health and life, #ro#erty, and liability insurance( 75 years after e2#iration if no claims #ending %b& Other insurance( 4 years after e2#iration if no claims #ending& %$& L"'9"0"%- C0'"!$ R)*+& $ Records documenting various ty#es of liability claims filed against the agency" These include #ersonal in5ury, #ro#erty damage, motor vehicle accident, false arrest, and others" Records often include re#orts, #hotogra#hs, summaries, revie*s, notices, audio and videota#es, transcri#tions of recorded statements, memoranda, corres#ondence, and related documents" %'inimum retention( %a& f action ta+en( 10 years after case closed, dismissed, or date of last action %b& f no action ta+en( . years& %10& L"'9"0"%- ?'"()&$ R)*+& $ )ocumenting the release of the agency from liability related to various activities that include citi6en involvement" ;2am#les include but are not limited to riding in

#olice or emergency medical services vehicles, #artici#ating in agency s#onsored runs or other activities such as recreational classes including canoeing, +aya+ing, tennis, bas+etball, and others" nformation usually includes release terms, date, signatures, and related information" %'inimum retention( . years& %11& M'$%)& M'%)&"'0 S':)%- D'%' R)*+& $ /eries documents all ha6ardous chemicals used and held by an agency" Records include ha6ardous materials safety sheets, safety instructions, and emergency instructions" %'inimum retention( ,ntil su#erseded or obsolete& %12& O**/2'%"+#'0 I#D/&- '# I00#)$$ R)*+& $ /eries documents occu#ational in5uries and illnesses, as re!uired by the Oregon Occu#ational /afety and Bealth Administration %OR0O/BA&" Records may include logs and summaries, serious in5ury re#orts, in5ury cost re#orts, and annual occu#ational in5uries and illnesses surveys" /;; A9/O @or+ers3 <om#ensation <laim Records in this section" %'inimum retention( 4 years& %1.& P)&$+##)0 A**" )#% I#*" )#% R)2+&%$ /eries used to re#ort em#loyee accidents to agency su#ervisors" Records may include /A F accident re#orts, accident re#orts, occu#ational in5ury re#ort and investigation, and em#loyee identification and #hysical assessment form" %'inimum retention( 10 years after case closed& %14& P&+2)&%- D'!'1) R)*+& $ Re#orts, #hotogra#hs, and other records documenting damage to agency #ro#erty such as signs, trees, #icnic tables, buildings, fountains, and fences" nformation often includes ty#e and location of #ro#erty damaged, descri#tion of damage, date and time of damage %if +no*n&, name and address of individual *ho caused damage %if +no*n&, value of damage, billing costs, and related data" %'inimum retention( %a& f litigated( see <ivil <ase Files in the <ounsel or )istrict Attorney section for retention %b& f not litigated( . years after date of last action& %15& R"$8 F'*%+& E('0/'%"+# R)*+& $ /eries is used to assess various ris+ factors for an agency and determine a##ro#riate insurance needs" Records may include studies, *or+sheets, yearly ris+ re#orts, restoration fund inventory re#orts, #olicy manuals, #ro#erty transfer re#orts, self insurance manuals, real #ro#erty re#orts, money and negotiable securities re#orts, a general ris+ survey and corres#ondence" %'inimum retention( 4 years& %14& S':)%- I#$2)*%"+# '# C+!20"'#*) R)*+& $ /eries #rovides a record of safety ins#ections and documents agency com#liance *ith state and local safety regulations" Records may include re#orts on building, fire alarm system, elevator, boiler, transit, and construction ins#ections #erformed by state and local agencies as *ell as citations received by the agency" Also includes follo*0u# actions and corres#ondence" %'inimum retention( 10 years& %17& S':)%- P&+1&'! R)*+& $ Records document the agency3s #rogram to #romote safety on agency0o*ned #ro#erty and systems" Records may include safety #olicies, #lans and #rocedures, *or+#lace safety committee records, re#orts on ins#ections conducted by the safety officer, evacuation rosters and re#orts, and related documentation and corres#ondence" /;; A9/O ;ngineering 1ro5ect Technical Records in the 1ublic @or+s Records F ;ngineering section" %'inimum retention( %a& Retain safety #olicies, #lans, and #rocedures( 5 years after su#erseded or obsolete %b& Retain ins#ection re#orts, evaluations and recommendations( 10 years %c& Retain committee minutes, e2hibits, and agendas( . years %d& Retain other records( 5 years& %18& S%'%) A**" )#% I#$/&'#*) F/# 3SAIF4 C0'"! R)*+& $ /eries documents 5ob0related in5ury and illness com#ensation claims made by agency em#loyees to the /tate Accident nsurance Fund and the resulting claim dis#osition" Records may include case histories, em#loyer3s #ayroll re#orts, /A F #remium re#orts, hearing transcri#ts, notices of claim acce#tance, in5ury re#orts, su#ervisor3s accident investigation re#orts, /A F in5ury re#ort summaries, o#inions and orders, a##eal letters, claim

ad5ustment documentation, #hysician3s re#orts, cost statements, and associated corres#ondence" %'inimum retention( 4 years after claim closure& %1$& S%'%) A**" )#% I#$/&'#*) F/# 3SAIF4 I#D/&- R)2+&%$ /eries documents the information submitted to the /tate Accident nsurance Fund about #ersonal in5uries incurred by agency em#loyees" %'inimum retention( 1 year& %20& V)."*0) A**" )#% R)*+& $ Records documenting accidents involving agency vehicles" 'ay include dis#atch re#orts *ith information such as name and address of #arties involved, date and time, com#laint, descri#tion of damage, and other data" Records may also contain motor vehicle accident re#orts *hich include the driver3s name, address, #hone number, date of birth, and driver3s license number, as *ell as #assenger and *itness names, descri#tion of events, ma+e and model of vehicle%s&, vehicle identification number, and related data" 1hotogra#hs and corres#ondence also may be #art of these records" %'inimum retention( %a& f litigated( /;; <ivil <ase Files in 9egal <ounsel section %b& f not litigated( . years& %21& ?+&8)&$' C+!2)#$'%"+# C0'"! R)*+& $ Records documenting the #rocessing of individual em#loyee claims of 5ob related in5uries or illnesses, but not those describing actual medical conditions" ncludes records satisfying the #rocedural re!uirements of the /tate @or+ers3 <om#ensation )ivision and the /tate @or+ers3 <om#ensation ?oard, as *ell as those of %de#ending on agency arrangements& the /tate Accident nsurance Fund %/A F&, #rivate insurance #roviders, or self0insurance" Records may include claim dis#osition notices, claim re#orting and status formsA in5ury re#ortsA determination ordersA insurance #remium dataA hearing re!uestsA safety citationsA ins#ection re#ortsA medical status u#dates and re#ortsA investigation re#ortsA reimbursement and #ayment recordsA and related corres#ondence and documentation" /;; A9/O ;m#loyee 'edical Records in the 1ersonnel section for records describing the 5ob related in5ury or illness and the related subse!uent medical condition of the em#loyee" These often include *or+ers3 com#ensation accident re#orts, medical re#orts, vocational rehabilitation evaluations, disability determinations and related records" %'inimum retention( %a& Records describing in5uries and illnesses( /;; ;m#loyee 'edical Records in the 1ersonnel Records section %b& Other records( 4 years after claim closed or final action& %22& ?+&8)&$' C+!2)#$'%"+# P&+1&'! R)*+& $ /eries used to #rovide a record of an agency3s occu#ational in5ury-accident claims, safety com#liance ins#ections, insurance coverage, and related reimbursement issues" Records may include claim dis#osition notices, claim re#orting-status forms, in5ury re#orts, @<) )etermination Orders, insurance #remium data, hearing re!uests, safety citations, ins#ection re#orts, medical status u#dates, investigation records, and corres#ondence" %'inimum retention( 4 years& /tat" Auth"( OR/ 1$2 /tats" m#lemented( OR/ 1$2"005F1$2"170 E Bist"( O/A 402004, f" E cert" ef" $01004A O/A .02012, f" E cert" ef" 1002$012 166-150-0@05 S/&()-+& R)*+& $ %1& B)#*. M'&8$ R)*+& $ Records document bench mar+s #laced by the ,nited /tates >eological /urvey, ,nited /tates <or#s of ;ngineers, Oregon )e#artment of Trans#ortation, a city surveyor3s office, or the <ounty /urveyor3s office to denote elevations above sea level" Records may include boo+s, ma#s, cards, and other documents" nformation contained in the records includes location, monument number, elevation, descri#tion, and related data" /eries may include hori6ontal control surveys" Records are usually filed numerically by bench mar+ number" %'inimum retention( 1ermanent& E .57 .57"805F.57"8$5

%2& C+&#)& R)$%+&'%"+# 3B)'&"#1 T&))4 R)*+& $ Records identify s#ecific characteristics of government corners and their accessories" Records may include the original descri#tion of the cornerA descri#tion of the ne* cornerA dates and names of *itnessesA field notes or diagrams of the corner, brass ca#, or accessoriesA and #hotogra#hs" %'inimum retention( 1ermanent& %.& C+/#%- R+' R)*+& $ Records document the official descri#tion of county roads determined by surveying and ma##ing county roads and city streets *hich are e2tensions or segments of county roads" Records include road surveyor field notes, field boo+s, ma#s, and road registers" nformation may include legal descri#tion of the roadA road name and numberA #lans and #rofilesA and may also include records of the #etition and resolution #rocess and reference to corner and road monuments" %'inimum retention( 1ermanent& %4& L'# D"("$"+# P0'%$ 1lats are used to create the title identity to a #iece of land and may include subdivision, #artition, condominium, or cemetery #lats" Records include ma# and accom#anying survey narrative, #ro#erty descri#tion, declaration by o*ner, dedication of streets to #ublic use, and a##roval by #ublic bodies" Records may also include #lat and #artition chec+ing files *hich include subdivision guarantees, closure sheets, fee chec+s and recei#ts, findings, and decisions" Records may also include #ost monumentation records including de#osits, re!uests for release of funds and interior corner monumentation documents" The #lats are #roduced by registered #rofessional land surveyors" The original is filed *ith the <ounty <ler+ and generally a true and e2act co#y is filed *ith the <ounty /urveyor" %'inimum retention( %a& Final Acce#ted 1lats 1ermanent %b& All other #lat records( . years& %5& R)*+& $ +: S/&()- R)*+& $ identify land boundaries and disclose the finding, establishment, or restoration of survey corners or monuments" Records include ma#s and accom#anying survey narrative and descri#tion of corners" The surveys are #roduced by registered #rofessional land surveyors and then revie*ed, acce#ted, and filed by the <ounty /urveyor" Records may be called ?earing Tree Records or /urvey 'a#s and may include donation land claims and other federal land grant surveys such as >9O %>eneral 9and Office& or ?9' %?ureau of 9and 'anagement& surveys" Records may also include the >lobal 1ositioning /ystem %>1/& and other surveys #roduced *ith ne* technologies and re!uired to be filed *ith the <ounty /urveyor" %'inimum retention( 1ermanent& %4& R):)&)#*) M'2$ 'a#s may include co#ies of high*ay, railroad, to#ogra#hical, flood #lain, and other ma#s used for reference" %'inimum retention( Retain until su#erseded or obsolete& %7& S/&()- F")0 R)*+& $ Records include detailed field notes and other records related to surveys done for boundary *or+, local im#rovement districts, s#ecial re!uests, and other #ur#oses such as dams, canals, and #o*er lines" Field records may include investigative surveys made of crime or accident scenes at the re!uest of la* enforcement officialsA notes on traverses, boundary and right0of0*ay location, construction %including levels, cuts, and grades&, and other informationA as *ell as s+etches related to the survey" %'inimum retention( %a& ?oundary and right0of0*ay location records( 1ermanent %b& All other records( 10 years after substantial com#letion of #ro5ect& /tat" Auth"( OR/ 1$2 E /tats" m#lemented( OR/ 1$2"005 0 1$2"170 E .57"805 Bist"( O/A 402004, f" E cert" ef" $01004A O/A 202008, f" E cert" ef" 50.0008 166-150-0@10 T&)'$/&)&;C+#%&+00)& %1& B'#*&+:% B+# R)*+& $ )ocuments long0term #ro#erty o*ner financing of assessments levied for county im#rovements" 'ay include a##lications for installment financing, recei#ts of #ayment of #ro#erty assessment, and foreclosure records" %'inimum retention( %a& ?ond Recei#ts( 2 years %b& All other records( t*o years after final #ayment, redem#tion, sale, or action& 0 .57 .57"8$5

%2& B'#8 T&'#$'*%"+# R)*+& $ Records documenting the current status and transaction activity of agency funds held at ban+s" 'ay include account statements, de#osit and *ithdra*al sli#s, chec+s, and related records" nformation includes ban+ and account numbers, transaction dates, beginning balance, chec+ or de#osit amount, document numbers, ad5ustments, descri#tion of transaction, ending balance, and related data" /;; A9/O the Financial Records section" %'inimum retention( . years& %.& B+# E72)# "%/&) R)2+&%$ Records documenting all information relating to the e2#enditures of bond #roceeds, including the bond #rinci#le and interest" Also includes earning #rocess of investments, chec+s issued and related information" /;; A9/O the Financial Records section" %'inimum Retention( . years& %4& B+# $ '# C+/2+#$, P'" R)*+& $ documenting #aid bonds and cou#ons issued for ca#ital im#rovements financed by #ro#erty ta2 levies, s#ecial assessments, and utilities user #ayments" )ebt ty#es include general obligation, s#ecial assessment, *ater and se*er, ta2 allocation, and others" The #aid %canceled or redeemed& bonds and cou#ons are received from #aying agents and include bond number, maturity date, series number, interest #ayable date, dollar amount, sale conditions, and related information" /eries includes related information contained in official transcri#ts" /;; A9/O the Financial Records section" %'inimum retention( . years& %5& B+# $ I$$/) R)1"$%)&$ Registers or similar records documenting all agency bond issues and related information" ,seful for ensuring accurate information about the overall indebtedness of the agency" nformation often includes bond number, date #aid, #lace of #ayment, maturity date, date registered, and related data" /;; A9/O the Financial Records section" %'inimum retention( . years after final #ayment& %4& I#()$%!)#% R)*+& $ Records documenting and trac+ing various investments made by the agency" Often contains ban+ statements documenting investment information, 5ournal entries, confirmations of #urchase of ,"/" Treasury ?ills, confirmations of de#osit in local investment #ool, and de#osit sli#s, corres#ondence, and memoranda related to s#ecific investments" /;; A9/O the Financial Records section" %'inimum retention( . years& %7& R)()#/) S.'&"#1 R)*+& $ ;vidence of recei#t and administration of federal and-or state revenue sharing funds including those from state li!uor and cigarette ta2es" ,sed to trac+ ho* funds are s#ent, for budgeting future funds and for other uses" 'ay include transmittals, affidavits of #ublication, #lanned and actual use re#orts, su##orting documentation used to !ualify for revenue sharing funds, and related records" %'inimum retention( . years& %8& T'7 T/&#+()& R)*+& $ )ocuments amounts #aid to each ta2ing district based on the Ta2 <ollection and )istribution schedule calculated by the Ta2 <ollector" ncludes date of distribution, district name, and amount distributed" 'ay also include #ercentage of collection and distribution, year of ta2, and ad5ustments" /;; A9/O the Financial Records section" %'inimum retention( 4 years& %$& T&/$% F/# R)*+& $ Records documenting be!uests to the agency or funds held in trust by the agency for s#ecific #arties" ,sed to determine trust fund s#ending for re#orting to trustees" 'ay include *ills, other legal documents, e2#enditure records, chronologies, resolutions establishing trust funds by the agency, records documenting sub5ect matter a##roved for #urchase, ac!uisition lists, and related records" /ome records may have historic value" /;; A9/O the Financial Records section" %'inimum retention( Records not du#licated else*here in agency records( . years after trust fund closed& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 166-150-0@15

V)*%+& C+#%&+0 R)*+& $ %1& A)&"'0 S2&'- R)2+&%$ Re#orts documenting the acreage s#rayed by air, the amount of chemical used to s#ray, and the cost of air time and materials used" ncludes #ounds used #er acre, date and time, area ma#s, #lane rate, #ilot, a##lication cost, total cost, invoice number, and o#erator" %'inimum retention( . years& %2& C.)!"*'0 I#()#%+&- R)*+& $ Records documenting chemicals stored and used by Hector <ontrol for use in their rodent and mos!uito control #rograms" Records include asset transfer forms, #roduct inventories, chemical use records, ac!uisition records, corres#ondence, and related records" %'inimum retention( . years %OR/ 4.4"144&& %.& F")0 T)*.#"*"'#$ D'"0- R)2+&%$ Records documenting #est breeding sources and daily *or+ #erformed by the field technician" These re#orts include co#ies of to#ogra#hic ma#s and other data collected by field technicians %'inimum retention( . years& %4& F")0 ;O2)&'%"+#'0 D'%' M'2$ 'a#s documenting #est breeding sources, in order to determine locations for field technicians" These ma#s are u#dated yearly, and de#ict all +no*n #est breeding sources *ithin the geogra#hic areas" %'inimum retention( . years& %5& F"$. S%+*8"#1 P)&!"%$ R)*+& $ documenting the distribution of fish to county residents for mos!uito larvae control" 1ermits are re!uired by the /tate )e#artment of Fish and @ildlife and governed by OAR 4.5000700420" 1ermits sho* reci#ient3s name and address, shi##ing location, number transferred, and authori6ing signatures" Also includes an annual list of stoc+ing done" %'inimum retention( %a& /toc+ing list( retain 5 years %b& Other records retain 10 years& %4& P)$% B&)) "#1 S"%) M+#"%+&"#1 R)*+& $ Records documenting Hector <ontrol3s monitoring of sites li+ely to breed mos!uitoes and other #ests" Records include breeding site master list, storm drain master list, daily chec+ing record, monthly chec+ing summary, larvae and mos!uito sam#ling records, and related records" %'inimum retention( 1ermanent& %7& P)$% C+!20'"#%$ R)*+& $ documenting citi6en com#laints about #ests, Hector <ontrol3s res#onse, s#raying, etc" <ommon com#laints include sites li+ely to breed mos!uitoes and other #ests, rats on #ro#erty, se*er brea+s, dog feces, and illegal dum#ing" Records include standard com#laint form, ins#ector assignment form, rechec+ form, hearing officer order, notice of violation, notice of civil #enalty assessment, abatement notice, hearing notice, ins#ector3s re#ort, #hone messages, evidence %usually #hotogra#hs&, and related records" nformation includes ty#e of com#laint, com#lainant3s name and address, descri#tion of com#laint, date of com#laint, ins#ection date, ins#ector3s name, and descri#tion of com#laint resolution" %'inimum retention( 5 years& %8& P)$%"*" ) A220"*'%"+# R)*+& $ Records documenting the a##lication of #esticides to agency buildings or grounds as re!uired by the Oregon )e#artment of Agriculture %O)A&" Records may include but are not limited to #esticide a##licator license information, lists of #esticides used, amount of #esticides used, dates of a##lication, a##licator notes, and *or+ orders" %'inimum retention( 2 years after re#ort submitted to O)A, destroy& %$& P)$%"*" ) A# A220"*'%"+# E=/"2!)#% T)*.#"*'0 I#:+&!'%"+# R)*+& $ documenting #ro#er use of #esticides and their chemical ma+eu#" ncludes technical information sheets issued by manufacturers, a##lication and use information, e!ui#ment s#ecifications, re#orts and articles about the use of certain #esticides, and related corres#ondence" %'inimum retention( .0 years& %10& P)$%"*" ) U$) P0'#$ ,sed to fulfill state )e#artment of Fish and @ildlife re!uirements concerning the a##lication of #esticides" 1lan sho*s ty#e%s& of #esticide a##lications, area of a##lication%s&, #ro#osed date of a##lication%s&, reasons for use, #redicted environmental im#act, and related

information" %'inimum retention( 1ermanent& %11& S2)*":") A#"!'0 P)&!"% R)*+& $ Records documenting #ermits issued for certain animals %bees, e2otic animals, domesticated animals, and livestoc+&" Records include co#y of annual #ermit, a##lication, and co#ies of fee recei#ts" 'ay also include com#laint, notice of violation, ins#ection records, and related corres#ondence" %'inimum retention( %a& Retain fee records( . years %b& Retain all other records( 4 years after #ermit revo+ed or non0rene*al& /tat" Auth"( OR/ 1$2 E .57 /tats" m#lemented( OR/ 1$2"005 01$2"170 E .57"805 0 .57"8$5 Bist"( O/A 402004, f" E cert" ef" $01004 The official co#y of an Oregon Administrative Rule is contained in the Administrative Order filed at the Archives )ivision, 800 /ummer /t" :;, /alem, Oregon $7.10" Any discre#ancies *ith the #ublished version are satisfied in favor of the Administrative Order" The Oregon Administrative Rules and the Oregon ?ulletin are co#yrighted by the Oregon /ecretary of /tate" Terms and <onditions of ,se