OAR 166-150-0170
Public Works Records — Engineering
(1)
Aerial Photographs: Color and black and white photographs and negatives documenting topographical and physical features of a particular geographic area. Useful for planning and land management purposes. Information often includes date, location, frame sequence numbers, and other descriptive information. (Minimum retention: Permanent)(2)
Bench Mark Records: Bench marks placed by the agency or the United States Geological Survey to denote elevations above sea level. Records may include books, maps, cards, and other documents. Information includes location monument number, elevation, description, and related data. Usually filed numerically by bench mark number. (Minimum retention: Permanent)(3)
Bridge Inspection Records: Records related to bridge inspections required by the United States Department of Transportation 23 CFR 650.305. Inspections generally are done every two years. Records may include reports prepared in accordance with federal standards, photographs, correspondence and significant related documents. May also include bridge inventory records described in 23 CFR 650.311. (Minimum retention: 2 years after bridge removed from service)(4)
Engineering Project Technical Records: Records related to the planning, design, and construction of various agency improvement projects, including facilities, structures, and systems. Examples include those documenting both assessable and non-assessable improvements such as but not limited to streets, sidewalks, traffic lights, street lights, bikeways, water lines and wells, water and wastewater treatment facilities, buildings, and sewers. May be useful for litigation, reference, or budget planning. Records often include impact statements, feasibility studies, plans, amendments, policy and procedure manuals, field test and laboratory reports, inspector reports, change orders, status reports, and related records. (Minimum retention: 10 years after substantial completion, as defined by ORS 12.135 (Action for damages from construction, alteration or repair of improvement to real property)(3))(5)
Maps, Plans, and Drawings: Maps, plans, and drawings created by the agency or contracted specifically for the agency. These include various types of maps such as system schematic, as built, topographic, planemetric, orthophoto, resource, and others. System schematic maps represent locational and other information about major systems such as water and sewer. Other maps are often derived from aerial photographs and represent physical features such as building footprints, edge of pavement, and contours. Series also includes as built plans, drawings, and details documenting agency engineering and construction projects. (Minimum retention: (a) Final versions: Permanent (b) Working maintenance maps: Until superseded or obsolete (c) Non-agency created maps: Until superseded or obsolete)(6)
Master Plans Records: Documenting the present and projected needs of the agency for water, sewer, storm drainage, street, bikeway, and other systems. Often includes an implementation schedule for construction. Records often include plans, reports, evaluations, cost analyses, drawings, and significant related documents. Subjects may include rates, inventory evaluations, system rehabilitation or replacement, distribution of services, and others. (Minimum retention: Permanent)(7)
Right-of-Way Permit Records: Permits issued for private use or construction on public right-of-ways such as streets, sidewalks, and adjacent land. Examples of activities may include house moving, and block parties and other uses. Information can include owner’s name, address, and phone number, contractor’s name, address, and phone number, location and description of activity, permit conditions, fee amount, date, signatures, and related data. (Minimum retention: (a) Construction related records: 10 years after substantial completion (as defined by ORS 12.135 (Action for damages from construction, alteration or repair of improvement to real property)(3)) of project (b) Retain other records: 2 years after expiration, revocation, or discontinuance of use)(8)
Wetlands Conservation Planning Records: Records documenting the identification, delineation and management of wetlands on agency property or right-of-ways. May include plans, amendments, annual reports, consultant reports, and significant related records. Wetlands conservation plans include descriptions, maps, inventories, and assessments of wetlands, as well as mitigation plans, policies, specifications, and monitoring provisions for managing wetlands. See ORS 196.678 (Wetland conservation plans) for further description. (Minimum retention: Permanent)(9)
Wetlands Removal and Fill Permits Records: documenting agency application and receipt of permits regulating the removal or fill of material from wetlands on agency property or right-of-ways. Permits are issued by the Oregon State Division of Lands for up to five years before renewal is required. Includes applications, permits, and significant related records. Applications may include maps, project plans, spoils disposal plans, public use and need analyses, impact studies, and related records. Permits may include approvals and any attached conditions. (Minimum retention: 30 years)
Source:
Rule 166-150-0170 — Public Works Records — Engineering, https://secure.sos.state.or.us/oard/view.action?ruleNumber=166-150-0170.