OAR 166-150-0180
Public Works Records — Public Utilities
(1)
Utility Account Change Records: Records documenting routine information changes to customer accounts. Includes name, address, and similar change orders for current and final accounts. (Minimum retention: 2 years)(2)
Utility Application/Disconnect Records: Applications completed by customers requesting water, sewer, power, garbage, or other agency provided services. Information usually includes customer’s name, address, and phone number, meter information, date, and approval signatures. (Minimum retention: 3 years)(3)
Utility Billing Adjustment Records: Records documenting adjustments to customer water, sewer, power, garbage, or other agency provided service billings for debits, credits, refunds, returned checks, and related reasons. Information usually includes customer’s name and address, type of adjustment, justification, amount changed, authorizing signatures, and other data. (Minimum retention: 3 years)(4)
Utility Customer Security Deposit Records: Records documenting customer payment of a security deposit to receive water, sewer, power, garbage, or other services. Information usually includes date, amount of deposit, customer’s name, address, and account number, date account closed, refund date, amount of deposit confiscated, reason for confiscation, and related data. (Minimum retention: 3 years after refund or last action)(5)
Utility Installation and Connection Records: Records documenting the connection of specific properties to water, sewer, power, or similar systems. Does not apply to temporary stoppages or disconnections service. May include applications, permits, and similar records. Information often includes applicant’s name and address, permit number, fee charged, service level, type of structure, pipe size, meter size and number, and related data. (Minimum retention: 2 years after physical disconnection)(6)
Utility Line Location Request Records: Records documenting requests and agency action to locate underground lines in the vicinity of a construction site. Information often includes name of person requesting location; planned and actual date and time of location; notations of water, sewer, storm drains, and other line locations; name and signature of person locating lines; and related data. (Minimum retention: 2 years)(7)
Utility Meter Installation, Maintenance and Repair Records: Records documenting the installation, maintenance, and repair of agency operated water and power meters. May include logs, summaries, and similar records usually compiled from daily work records on a monthly or quarterly basis. Information often includes address, narrative of work completed, personnel completing work, dates, and related data. (Minimum retention: 5 years)(8)
Utility Meter Test and Calibration Records: Records documenting the testing and calibration of agency operated water and power meters for accuracy. May include logs, reports, lists, charts, and similar records. Information can include address, test and calibration results, repairs needed, comments, and related data. (Minimum retention: Life of the equipment)(9)
Utility Service Bill Remittance Stubs: Bill stubs received with payments for water, sewer, power, garbage, and other agency provided services. These document receipt and posting of customer payments. Information usually includes account number, name, service address, payment received, and receipt date and number. (Minimum retention: 3 years)(10)
Utility Service Billing Register Records: Documenting transactions on the water, sewer, power, garbage, or other agency provided service account of each customer. Useful for reference to assure accurate customer billings. Information often includes customer’s name, service address, meter reading, water or power usage, utility changes, payments, adjustments, prior balance due, current balance due, and related data. (Minimum retention: 3 years)(11)
Utility Service Meter Books Records: Documenting the readings of customer water or power meters by agency employees for billing purposes. Information usually includes name of meter reader, meter reading, date read, account number, billing code, final reading, reason for turnoff, meter changes, and related data. (Minimum retention: 3 years)
Source:
Rule 166-150-0180 — Public Works Records — Public Utilities, https://secure.sos.state.or.us/oard/view.action?ruleNumber=166-150-0180.