Oregon Administrative Code

166-150-0020 Building Records (1) Building Board of Appeals Records: Series documents appeals to decisions made by agency staff regarding alternate building materials or methods of construction. Records may include staff reports, applications to appeal, minutes, exhibits, and rel…

166-150-0030 Counsel Records (1) Civil and Criminal Case Files: Series documents civil and criminal cases filed by or against the agency, and prosecution of criminal cases by district attorney’s office. Records may include complaints, summons, investigations, citations, law enfor…

166-150-0035 County Clerk — Elections Records (1) Absentee Ballot Requests: Series documents a citizen’s request for a ballot to be sent to them for the purpose of voting, or to change their current status as an absentee voter. Minimum retention: 1 year. (2) Certified Election Re…

166-150-0040 County Clerk — General Records (1) Budgets (Taxing Districts): Series documents budgets required to be filed by taxing districts within the county for the purpose of making them available for public inspection. Records may include budget overview, budget policies, or…

166-150-0045 County Court and Commissioners Records (1) Annexation Records: Series documents the annexation of areas into boundaries. Records may include staff reports, petitions, service district withdrawal records, surveys, boundary commission recommendations and judgments, cen…

166-150-0050 County Fair Records (1) Annual Fair Advertising and Promotion Records: Series documents the preparation and production of promotional materials, advertising campaigns, and public relations efforts for the annual County Fair. Series also documents categories of exhibi…

166-150-0055 County Health — Developmental Disabilities Records (1) Adult Foster Home Provider Records: Series documents the administration of a system of adult foster homes which provide care for developmentally disabled clients in residential settings. Series may include record…

166-150-0060 County Health — Mental Health Records (1) Mental Health Reports: Series documents internal reviews conducted by mental health services providers to document their activities. Records may include reports concerning quality assurance reviews and random reviews of cases…

166-150-0065 County Health — Public/Community Health Records (1) Alcohol and Drug Service Records: Series documents services provided to clients in alcohol and drug treatment programs, including residential treatment and care, outpatient services, detoxification, DUII (Driving Un…

166-150-0070 County Health — Sanitation and Waste Management Records (1) Food Handlers Registration Records: Series documents the registration of food handlers such as cooks, chefs, waiters, and cafeteria workers. Minimum retention: 1 year after expiration or non-renewal of regis…

166-150-0075 County Health — Vital Statistics Records (1) Birth Abstracts: Series documents selected information abstracted from the birth certificate. Minimum retention: 2 years. (2) Birth Records: Series documents births occurring within the county. Records contain individual c…

166-150-0080 County Juvenile Department Records (1) Delinquent Case Files, Adjudicated (Formal): Series documents cases of minors who fall under the jurisdiction of the Juvenile Department because they have committed an act which would be a criminal offense if done by an adult, a…

166-150-0085 County Museums and Historical Societies Records (1) Exhibit Records: Series documents the planning, development, installation, and maintenance of temporary and permanent on-site and off-site exhibitions, research of materials and objects, and publication of exhibits.…

166-150-0090 County Veterans Service Offices Records (1) Military Discharge Records: Series verifies and documents a veteran’s discharge from military service and eligibility for veterans’ benefits. Records consist of DD 214 forms and a manual or electronic index. Records may be …

166-150-0095 District Attorney Records It should be noted that the District Attorney in each Oregon County is an official employee of the State. Due to the status of the District Attorney position, the State Archives would recommend utilizing the State Agency General Records Rete…

166-150-0110 Financial Records (1) Accounts Payable Records: Series documents payment of agency bills for general accounts, excluding grants. Records may include reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, canceled checks or …

166-150-0120 Housing and Community Development Records (1) Community Development Project Records: Series documents the assessment, funding determination, planning, design, and construction of various homeowner improvement projects, including facilities, structures, and systems. R…

166-150-0125 Information Systems Records (1) Cybersecurity Records: Series documents the security of an agency’s information systems and network infrastructure. Records may include employee access requests, access authorizations, system access logs, documentation of security inci…

166-150-0130 Justice and Family Courts (1) Civil Case Files: Series documents cases heard in the Justice Court relating to small claims and civil filings. Records may include original charge, filing of plaintiff, hearing records, satisfaction, penalty bio-sheet, records of paymen…

166-150-0140 Library Records (1) Accession Records: Series documents the accession of all library acquisitions into the library’s holdings. Records may include accession registers and documentation of materials deaccessioned from the library collection. Minimum retention: Until s…

166-150-0155 Payroll Records (1) Deduction Authorization Records: Series documents employee application and authorization for voluntary payroll deductions, direct bank deposits, and related actions. Records may include insurance applications, enrollment cards, deduction authoriza…

166-150-0160 Personnel Records (1) Affirmative Action Records: Series documents agency compliance with the statutes and regulatory requirements of the U.S. Equal Employment Opportunity Commission. Records may include plans, updates, policy statements, reports, and related documen…

166-150-0165 Planning Records (1) Comprehensive Plan Records: Series documents the types of uses and activities allowed in particular land designations. Records may contain public hearings records, plans, amendments, staff reports, periodic review records, maps, photographs, and …

166-150-0166 Property and Facilities Management Records (1) Asset, Equipment, and Property Records: Series documents property and equipment owned and/or maintained by an agency. Records may include service and repair records, work orders, damaged or stolen asset records, asset di…

166-150-0167 Public Safety Records (1) Alarm Records: Series documents the licensing, permitting, use, testing, maintenance, and response to security alarms in the county. Records may include permits, applications, malfunction reports, maintenance reports, alarm response reports,…

166-150-0170 Public Works — General Records (1) Aerial Images: Series documents aerial photography depicting topographical and physical features of a particular geographic area. Records may include photographic negatives, original prints, digital images, or other photographic for…

166-150-0185 Public Works Records — Traffic Engineering and Maintenance Records (1) Bridge and Culvert Maintenance and Repair Records: Series documents maintenance and repairs on bridges and culverts, including pedestrian and bicycle bridges. Records may include summaries, report…

166-150-0200 Risk Management Records (1) Contractor Liability Insurance Verification Records: Series documents letters or certificates of coverage provided by insurance companies declaring that specific contractors are covered by appropriate liability insurance. Minimum retention…

166-150-0205 Surveyor Records (1) Corner Restoration (Bearing Tree) Records: Series documents specific characteristics of government corners and their accessories. Records may include the original description of the corner; description of the new corner; field notes or diagrams o…

166-150-0215 Vector Control Records (1) Aerial Spray Report Records: Series documents the acreage sprayed by air, the amount of chemical used to spray, and the cost of air time and materials used. Minimum retention: 3 years. (2) Field/Operational Data Maps: Series documents maps …

166-200-0410 Definitions and Applicability (1) Definitions. (a) as used in these Division 200 rules: (A) “City” means any incorporated city or town as defined in ORS 221.010 (B) “Series” has the meaning given the term “record series” in OAR 166-005-0010. (b) OAR 166-005-0010 and …

166-200-0415 Administrative Records (1) Activity Reports: Series documents activities and accomplishments of the city on a monthly or annual basis. Records may include employee/volunteer activity reports and building activity reports. SEE ALSO: Grant Records for reports documenti…

166-200-0420 Airport Records (1) Airport Certification Records: Series documents certifications, licenses, or permits from the Federal Aviation Administration (FAA) or other federal or state agencies issued to municipal airports. Records may include any documentation bearing dire…

166-200-0425 Building Records (1) Building Board of Appeals Records: Series documents appeals to decisions made by city staff regarding a specific property. Records may include staff reports, applications to appeal, minutes, exhibits, and related documentation. Minimum retention:…

166-200-0430 City Recorder/City Clerk - Elections Records (1) Certified Election Results: Series documents election results for General, Primary, Emergency, and Special Elections. Records may include abstract of votes or record of elections as reported to the city by the county e…

166-200-0435 City Recorder/City Clerk - General Records (1) Annexation Records: Series documents the annexation of areas into municipal boundaries. Records may include staff reports, petitions, service district withdrawal records, surveys, boundary commission recommendations and …

166-200-0440 Financial Records (1) Accounts Payable Records: Series documents payment of city bills for general accounts, excluding grants. Records may include reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, canceled checks or wa…

166-200-0445 Information Systems Records (1) Cybersecurity Records: Series documents the security of a city’s information systems and network infrastructure. Records may include employee access requests, access authorizations, system access logs, documentation of security inciden…

166-200-0450 Legal Records (1) Civil and Criminal Case Files: Series documents civil and criminal cases filed by or against the city, and prosecution of criminal cases by the city attorney’s office. Records may include complaints, summons, investigations, citations, law enforceme…

166-200-0455 Library Records (1) Accession Records: Series documents the accession of all library acquisitions into the library's holdings. Records may include accession registers and documentation of materials deaccessioned from the library collection. Minimum retention: Until s…

166-200-0460 Mayor/Council Records (1) Appointment Records: Series documents appointments to boards, commissions, advisory boards, or other task forces. Records may include applications, interviews, and related documentation. Minimum retention: (a) Mayor or city council appointme…

166-200-0465 Municipal Court Records (1) Appeals Records: Series documents records related to municipal court decisions appealed to higher courts. Records may include copies of original citations, reports, driving records, evidence, original dispositions of cases, judgment orders…

166-200-0470 Payroll Records (1) Deduction Authorization Records: Series documents employee application and authorization for voluntary payroll deductions, direct bank deposits, and related actions. Records may include insurance applications, enrollment cards, deduction authoriza…

166-200-0475 Personnel Records (1) Affirmative Action Records: Series documents city compliance with the statutes and regulatory requirements of the U.S. Equal Employment Opportunity Commission. Records may include plans, updates, policy statements, reports, and related documenta…

166-200-0480 Planning Records (1) Comprehensive Plan Records: Series documents the types of uses and activities allowed in particular land designations. Records may contain public hearings records, plans, amendments, staff reports, periodic review records, maps, photographs, and …

166-200-0485 Property and Facilities Management Records (1) Asset, Equipment, and Property Records: Series documents property and equipment owned and/or maintained by a city. Records may include manuals and specifications, service and repair records, work orders, damaged or stole…

166-200-0490 Public Safety Records (1) Alarm Records: Series documents the licensing, permitting, use, testing, maintenance, and response to security alarms in the city. Records may include permits, applications, malfunction reports, maintenance reports, alarm response reports, f…

166-200-0495 Public Works - General Records (1) Aerial Images: Series documents aerial photography depicting topographical and physical features of a particular geographic area. Series may include photographic negatives, original prints, digital images, or other photographic form…

166-200-0500 Public Works - Traffic Engineering and Maintenance Records (1) Bridge and Culvert Maintenance and Repair Records: Series documents maintenance and repairs on city bridges and culverts. Records may include summaries, reports, logs, and related records usually compiled…

166-200-0505 Risk Management Records (1) City Vehicle Accident Records: Series documents accidents involving city vehicles. Records may include dispatch reports, motor vehicle accident reports, photographs, and related documentation. Minimum retention: (a) If litigated, see Civil…