OAR 166-200-0235
Administrative

Administrative documents the activities related to the day to day operations of the city.

(1)

City Awards and Recognitions — Minimum Retention:

(a)

Applications and submitted records, retain 5 years;

(b)

Notification of Award, retain 10 years.

(2)

Delivery Records — Minimum retention: 2 years.

(3)

Index/Finding Aid Records — Minimum retention: Until superseded or obsolete.

(4)

Mailing Lists — Minimum retention: Until superseded or obsolete.

(5)

Meeting Records, Boards, Commissions, Committee, and Governing Bodies* — Minimum retention:

(a)

Minutes* (except executive session minutes), agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in city records) permanently;

(b)

Executive session minutes, retain 10 years;

(c)

Audio or visual recordings 1 year after minutes prepared and approved;

(d)

Other records and exhibits not pertinent to minutes, retain 5 years.

(6)

Meeting Records, Staff — Minimum retention: 2 years.

(7)

Notary Public Log Book — Minimum retention: 10 years after date of commission expiration.

(8)

Organizational Records — Minimum retention: Permanent.

(9)

Participant Registration and Attendance Records — Minimum retention: 3 years.

(10)

Professional Membership Records — Minimum retention: 3 years.

(11)

Project Files — Minimum retention:

(a)

Projects that develop into city sponsored projects (i.e. public works, street improvement, capital construction, etc.) see that section of the schedule for appropriate retention;

(b)

All other projects, retain 10 years, destroy.

(12)

Publications — Minimum retention:

(a)

Routine, general informational publications retain until superseded or obsolete; 1 year;

(b)

Publications documenting special events or information with long term value, retain permanently.

(13)

Public Programs Education Records — Minimum retention: 3 years.

(14)

Registered Contractor Lists — Minimum retention: Until superseded or obsolete.

(15)

Requests and Complaints — Minimum retention: 2 years after last action.

(16)

Special Event and Celebration Records — Minimum retention:

(a)

Records documenting significant aspects of the event, retain permanently;

(b)

Other records, retain 2 years after event.

(17)

Surveys, Polls, and Questionnaires — Minimum retention:

(a)

Summary reports and abstracts, retain 3 years;

(b)

All other records, retain until summary report is completed or 3 years, whichever is sooner.

Source: Rule 166-200-0235 — Administrative, https://secure.­sos.­state.­or.­us/oard/view.­action?ruleNumber=166-200-0235.

166‑200‑0200
City Records 166‑200‑0205
Accounting — Bonds 166‑200‑0210
Accounting — Disbursements 166‑200‑0215
Accounting — Financial Reporting 166‑200‑0220
Accounting — Grants 166‑200‑0225
Accounting — Reconciliation 166‑200‑0230
Accounting — Revenue 166‑200‑0235
Administrative 166‑200‑0240
Airport 166‑200‑0245
Budgeting 166‑200‑0250
Building Records 166‑200‑0255
Communications and Distributions 166‑200‑0260
Compliance 166‑200‑0265
Contracts 166‑200‑0270
Information Management 166‑200‑0275
Legal 166‑200‑0280
Library 166‑200‑0285
Mayor/Council 166‑200‑0290
Municipal Court 166‑200‑0295
Payroll 166‑200‑0300
Permitting, Licensing and Certifying 166‑200‑0305
Personnel — Administration 166‑200‑0310
Personnel — Compensation and Classification 166‑200‑0315
Personnel — Medical 166‑200‑0320
Planning and Development 166‑200‑0325
Policy 166‑200‑0330
Professional Development 166‑200‑0335
Property Management — Hazardous Materials 166‑200‑0340
Property Management — Inventory 166‑200‑0345
Property Management — Maintenance and Disposition 166‑200‑0350
Public Safety 166‑200‑0355
Public Works — Engineering 166‑200‑0360
Public Works — Operations 166‑200‑0365
Public Works — Traffic Engineering 166‑200‑0370
Public Works — Wastewater and Water Treatment 166‑200‑0375
Recorder — Elections 166‑200‑0380
Recorder — General 166‑200‑0385
Reporting 166‑200‑0390
Risk Management — Claims 166‑200‑0395
Risk Management — Safety 166‑200‑0400
Scheduling 166‑200‑0405
Security
Last Updated

Jun. 8, 2021

Rule 166-200-0235’s source at or​.us