An applicable General Schedule published in OAR Chapter 166, or a Special Schedule approved by the State Archivist, establishes the appropriate retention and disposition for local agency records. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. [2011 c.645 §4] University of Oregon Records Retention Schedule | UO Libraries. Upon separation from City employment, transfer any remaining original documents to the Bureau of Human . The General Records Retention Schedule (effective July 1, 2015; with revisions effective May 10, 2021) sets a . Review your affected chats before June 30, 2021 and on an ongoing basis. • The Director's Office will: o Coordinate and track employee completion of public records management training to ensure agency staff understand how records are properly managed in compliance with authorized records retention schedules; 166-150-0010 Airport . Oregon Administrative Rule, (ORS 183.310(9)) provides state and local agencies with General Records Retention Schedules. Procedure: The following schedule was compiled with reference to file retention schedules from the Oregon State Archives, statutory requirements for This General Schedule is applicable to the records of all state agencies. Scope Purpose . Legal custody of records stored in SCUA inactive records storage remains with the originating department and consequently access is limited to staff of that department and of SCUA. This Records Retention Schedule sets a minimum retention period for records described below that are created or maintained by Extension and Experiment Station Communications (EESC) per . For recorded documents, information on property owners of record, etc., contact Benton County Records at 541-766-6831. The University of Oregon Records Retention Schedules (RRS) provides timeframes, high level responsibilities, and any special handling instructions associated with records in any media (paper, digital, or other); does not prescribe a filing structure, but does supply terminology for labeling or tagging content; serves as a core procedure that . 166-150-0035 County Clerk — Elections . **Retention Schedules updated as of 2021 - Regular . Final Public Records Advisory Council (PRAC) Report. 3. ﹀ No, these retention schedules relate only to Oregon state and local governments. OREGON STATE ARCHIVES Records Retention Schedule Edition: May, 2007 4 016 Oregon Teacher of the Year Records, 1955 - [ongoing], 2.50 c.f. Division 200, City General Records Retention Schedule. 4.6. STATE AGENCY GENERAL RECORDS RETENTION SCHEDULES. This General Records Retention Schedule ("General Schedule") sets a minimum retention period for each category of record described herein per University Standard 04-010 for Records Retention at Oregon State University (effective January 2, 2019). 192.108 Retention schedules. 96% of Oregon Tech graduates gain employment or enter graduate school or professional school within six months of graduation. All City employees have the responsibility to preserve and maintain the records related to their work activities according to the applicable record retention schedule. Oregon State University ("university") subject records must be retained for no less than the minimum retention period set forth in any applicable federal or state law, in the General Schedule, or in any applicable Unit Schedule. The general retention schedule establishes a timetable (retention period) for a record's life cycle, and provides authorization for a record's ultimate disposition. 5. **Retention Schedules updated as of 2021 - Regular . Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. At a Glance Diversity, Equity and Inclusion Consumer Information University News Administration President and Leadership . All City employees have the responsibility to preserve and maintain the records related to their work activities according to the applicable record retention schedule. (link is external) . of Public Safety Standards and Training (DPSST) Section: Board on Public Safety Standards and Training, Executive Committee & Policy Committees, Subcommittees and Advisory Committees/Workgroups of the Board on . Preface to the General Records Retention Schedule. Special Records Retention Schedules are specific to the records of a particular agency, and are published in the Oregon Blue Book. Archives & Records Management provides guidance and training to help City employees understand their public recordkeeping responsibilities. The University Archivist also assists university units in developing unit-specific retention schedules where appropriate. Purpose of the Records Retention Schedule. This provides them with a lawful way to destroy or dispose of commonly occurring public records. General Records Retention Schedules in Oregon. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. General Records Retention Schedules available: State agencies; State boards and . As part of the university's responsibility to ensure the orderly retention and destruction of its records, University Records Management maintains a Records Retention Schedule (RRS) for the university. Bureau and General retention schedules will be reviewed and updated at least every five (5) years. Records Retention Schedules •Public records must be retained for a period determined by the applicable retention schedule. Columbia County 230 Strand Street, St. Helens, OR 97051 (503) 397-7210 (888) 397-7210 In accordance with Oregon public records requirements, records retention schedules describe the types of records created and maintained by Multnomah County. To establish a timetable (retention period) for a record's life cycle, and provide authorization for a record's ultimate disposition: destruction or permanent preservation. State agency records retention schedules set both minimum and maximum periods. Each campus must ensure department (s) implement the records/information retention and disposition schedules for their specific area. Retention period for Office of Record copy: 10 years after separation Retention Notes: Official personnel records maintained in BHR. The retention period is established based upon a record's administrative, fiscal, legal, historical and research value. Administrative ADM-0010 Activity and Room Scheduling and Reservation Records Records document scheduling and reservations related to use of various City facilities, activities, events, classes, and meeting . The university and its employees are responsible for the orderly retention and destruction of all records, and the preservation of records of value for administrative, legal, and research purposes. All City employees have the responsibility to preserve and maintain the records related to their work activities according to the applicable record retention schedule. Oregon State Municipal Records Retention Schedules. For the University's current schedule, please visit University Records Management. These records may be disclosed if requested under the Oregon Public Records Law or under the federal Freedom of Information Act. Series Schedule # Schedule Title Description Office of Record Retention for Office of Record Retention Notes Confidential Vital Authority. The retention schedule "prescribes minimum retention periods for public records created and maintained by the cities of Oregon." 15. ANSWER: Your responsibility for managing public records in your custody includes identifying public records, retaining records in compliance with an authorized records retention schedule, and destroying those records that have met their retention period or are defined as non-public records in ORS 192.005. It should be noted that the District Attorney in each Oregon County is an official employee of the State. Public Records Advisory Council (PRAC) Executive Summary. For help finding the proper department to ask for other City records, call the City Recorder at 541-766-6901 or e-mail your request. Reference Only - Old City Retention Schedule. a. The UO Records Retention Schedule determines which records are retained permanently and which records are kept for a limited time. Any records that are exempt from disclosure under Oregon Public Records Laws will continue to be exempt. RECORDS RETENTION GUIDELINES *7 Years Following Disposition,Termination, or Pay Off Please note that this table should only be used as a guide. It has been assimilated from several sources, including the basic IRS Regulation - 26 CFR 1. A local agency may destroy public records which have met the terms and conditions of their scheduled retention period, subject to the prior audit . Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records. Division 150, County and Special District Retention Schedule; Rule 166-150-0050, County Fair Records. Note: Due to federal or state law or policy, the Oregon Judicial Department does not provide court records or court calendar information for certain cases through this service. Many records can be requested online. 166-150-0040 County Clerk — General . They apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. University public records identified in the General Schedule, in a unit schedule, or in a federal or state law prescribing a retention period for such records, provided that subject records do not include any u niversity public records defined as non-subject records. University of Oregon Records Retention Schedule. 6. division has created a general records retention schedule applicable to cities. State agency records retention schedules set both minimum and maximum retention periods. The retention schedule addresses accounting records, building records, This provides them with a lawful way to destroy or dispose of commonly occurring public records. OREGON STATE ARCHIVES Records Retention Schedule Edition: February 2020 Organizational Placement Schedule number: 2016-0004 Agency Dept. Any records that are exempt from disclosure under Oregon Public Records Laws will continue to be exempt. It became effective on August 5, 1998, and replaces the Lane Community College Records Retention Schedule of 1979. The following general records retention schedule, officially published as Oregon 166-150-0045 County Court and Commissioners Records This General Schedule prescribes the retention periods for public records created and maintained by the institutions of the Oregon University System. All City employees have the responsibility to preserve and maintain the records related to their work activities according to the applicable record retention schedule. 166-150-0015 Assessment and Taxation Records . Unit schedule: A university unit-specific records retention schedule. b. City Records This General Schedule prescribes minimum retention periods for public records created and maintained by the cities of Oregon. (RMP) in compliance with the City Records Retention Schedule established by the State of Oregon's Archives Division and with all applicable Oregon Revised Statutes (ORS) and Oregon Administrative Rules (OAR) related to City records, and applicable federal laws. 166-150-0005 Administrative Records . In accordance with university policy, the UO Records Retention Schedule provides timeframes, high-level responsibilities, and any special handling instructions associated with records in any media (paper, digital, or other). The retention period is established based upon a record's administrative, fiscal, legal, historical and research value. Upon separation from City employment, transfer any remaining original documents to the Bureau of Human . The Records Steward will work with others in their unit to ensure timely, recurring, and proper disposal of records not subject to the records retention schedule and . Oregon Administrative Rules, Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION, Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE, 166-150-0155 - Payroll Records Page | 2 Records/Documents Statutory Source Retention Period Student Information and Demographic Records OAR Retain years ending in 0 and 5: permanent. Purpose of the Records Retention Schedule 1. 1.2 The University shall maintain a records retention schedule for University Public Records COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE. Help us improve! 4.7. The CSU's Records Retention and Disposition policy ensures campuses and the Chancellor's Office comply with legal and regulatory requirements and implement operational best practices. Published on January 2017 | Categories: Documents | Downloads . This provides them with a lawful way to destroy or dispose of commonly occurring public records. Retention schedules are an administrative tool that describes groups of records, provides information on their characteristics, and ultimately provides the legal justification for the destruction or long-term preservation of public records and information. Text. Retention period for Office of Record copy: 10 years after separation Retention Notes: Official personnel records maintained in BHR. 166-150-0030 Counsel . retention periods, and ensure that records are destroyed according to their authorized retention period; Business and Technology Solutions - Exec Assist and designated IT staff Document the destruction of public records and retain that documentation according to the authorized records retention schedule found in OAR chapter 166-300. 6001-1, The Guide of Record Retention Requirements in the Code of Federal Regulations, as well as by reviewing and analyzing numerous record retention schedules. Oregon University System Records As used in division 475, Oregon University System means the Oregon State System of Higher Education as defined in Oregon Revised Statute (ORS) 352.002. Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895. Records Subject to Retention, as defined below, must be managed and retained for the specific periods of time set forth in the procedures that accompany this olicy, in p accordance with institutional or legal requirements, or for historical purposes. The State Archivist shall approve all special retention schedules. Due to the status of the District Attorney position, the State Archives would recommend utilizing the State Agency General Records Retention Schedule for all financial records produced in county District Attorney offices. Oregon State Municipal Records Retention Schedules. To describe the records of an agency . Policy Statement 1.1. This applies to records including, but not limited to, adoption, juvenile, mental health, and cases that fall under the Violence Against Women Act (VAWA). They apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. •Retention schedules are set by the State Archivist within the Secretary of State's Office. •Example: Oregon Public Health Advisory Board Meeting Records: (a) Retain meeting minutes, agendas It serves as the core procedure related to records management at the UO, and is a key resource for identifying which . Each agency program or office shall create, if appropriate, a special retention schedule for records that fall outside the general retention schedule. Oregon Administrative Rules (OAR) Division 166, Chapter 450 contains the Records Retention Schedule for Oregon Community Colleges. 1. This Records Retention Schedule sets a minimum retention period for records described below that are created or maintained by International Scholar and Faculty Services (ISFS) per University Policy 04-010 for Records Retention at Oregon State University. General Records Retention Schedules published as Oregon Administrative Rule provide state and local agencies with the lawful authority to destroy or otherwise dispose of commonly occurring public records. The Oregon State Board of Education adopts by rule standards for the creation, use, retention, custody and disclosure, including access of student education records that are consistent with the requirements of the applicable state and federal law. A record's ultimate disposition is either destruction or permanent preservation. Oregon State University's Records Retention Policy (effective January 2, 2019) is University Standard 04-010. Refreshed: 2021-06-08 This General Schedule prescribes minimum retention periods for public records created and maintained by the cities of Oregon. Oregon Administrative Rule, (ORS 183.310(9)) provides state and local agencies with General Records Retention Schedules. The retention period is established based upon a record's administrative, fiscal, legal, historical and research value. Retention schedules. When authorized by this university standard, a university employee, volunteer, agent, or unit may destroy or otherwise dispose of a . 166-300-0010 State Agency General Records Retention Schedules This General Schedule is applicable to the records of all state agencies. Reverse Directory for the Old City Retention Schedule. General Records Retention Schedules available: State agencies; State boards and . Retention Schedules. Click here to file a public records request online. The Records Steward is responsible for working with University Records Management to create a records inventory and maintain a regular log of records that have been destroyed. 166-150-0020 Building . All City employees have the responsibility to preserve and maintain the records related to their work activities according to the applicable record retention schedule. This requires that rec ords be appropriately disposed of (for example, destroyed, transferred to the State Archives) when the retention period has been met. You should consult with your attorney and insurance carrier when establishing a record retention policy. the authorized records retention schedule found in OAR chapter 166 Division 300. EFFECTIVE JANUARY 15, 2020: The UO is transferring responsibility for records management oversight, policy, and training from the Libraries to the Office of the Vice President/General Counsel. 166-300-0010 State Agency General Records Retention Schedules . (Record Group 95) 1870-1998 Overview of Records Locations Table of Contents 95.1 Administrative History 95.2 General Records of the Forest Service and its Predecessors 1882-1988 95.2.1 Records of the Office of the Chief of the Forest Service 95.2.2 Records of staff offices 95.2.3 Records of organizations that included Forest Service representatives 95.2.4 Miscellaneous records Required Action. The Oregon Public Records Law directs the State Archivist to establish administrative rules regarding the retention and disposition of state and local government public records (ORS 192.105). We offer tools and recommend practices to ensure that the City's public records - both paper and electronic - are maintained in compliance with legal retention requirements and follow records management principles of preservation, access, security . General Records Retention Schedules available: State agencies; State boards and . Each state agency or political subdivision shall maintain a public record or accurate copy of a public record in accordance with a retention schedule authorized under ORS 192.018 or 192.105, without regard to the technology or medium used to create or communicate the record. To provide a schedule that specifies how long the Office of the Legislative Counsel will retain office records that are subject to ORS 192.410 to 192.505. Refreshed: 2021-06-08 If functions within a Bureau change significantly or if the makeup or nature of a Bureau's records change significantly, the Bureau's retention schedule (or the affected parts of it) will be revised within one year to reflect those changes. Annotations 1. Oregon Administrative Rule, (ORS 183.310(9)) provides state and local agencies with General Records Retention Schedules. However, businesses, particularly large ones, often employ records managers to create records retention schedules in order to efficiently manage records and comply with government requirements. 166-150-0025 Community Corrections Records . ORS 192.105; ORS 192.108. General Records Retention Schedules in Oregon. This is a reference tool for use in navigating between the old OARs and the ones adopted Summer 2014. The retention period is established based upon a record's administrative, fiscal, legal, historical and research value. The schedule outlines which records are subject to specific retention requirements and when . DHS and OHA shall follow the general retention schedule for records found in OAR 166-300. This handbook offers some guidance by providing a suggested time-frame to maintain records. 192.108. University Standard 04-010 for Records Retention at Oregon State University. City General Records Retention Schedule A Digest of OAR Chapter 166 Applicable to Oregon Cities Table of Contents Introduction and Overview ... 3 This requires that records be appropriately disposed of (for example, destroyed, transferred to the State Archives) when the retention period has been met. The retention period is established based upon a record's administrative, fiscal, legal, historical and research value. It is a general schedule applicable to all community colleges in Oregon. The schedule is to be used Records Retention Schedule . The retention period is established based upon a record's administrative, fiscal, legal, historical and research value. Note that retention schedules do not require the creation of a given record, nor do they necessarily list records currently available. General Records Retention Schedules in Oregon. Stats. If you have a chat that contains a substantive decision or approval, or content otherwise subject to the University's Records Retention Schedule, you will need to create a record that supersedes the chat and store it in a more durable storage location.For more information, see the FAQ and the Creating a . 1.2. This records retention schedule authorizes the destruction/transfer of the public records of the Department of Corrections (DOC) relating to the unique functions of managing all state-operated adult correctional facilities and supervising adult offenders in facilities and who live in the community. Retain all others 5 years General Personnel Records Personnel records for school district, ESD, and community college employees OAR Retain employment applications Public Records Requests General Information. Each state agency or political subdivision shall maintain a public record or accurate copy of a public record in accordance with a retention schedule authorized under ORS 192.018 (Written policies on use, retention and ownership of public records) or 192.105 (State Archivist authorization for . It is Marion County's policy to respond to public records requests in an orderly, consistent and reasonable manner in compliance with Oregon's Inspection of Public Records Law (ORS 192.311 to 192.478), which provides members of the public the right to inspect and copy public records that are not otherwise exempt from public disclosure. Disaster Preparedness Manual. Unit may destroy or dispose of a 10 years after separation retention Notes: Official personnel records in. 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