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Index/Finding Aid Records — Minimum retention: Until superseded or obsolete.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Mailing Lists — Minimum retention: Until superseded or obsolete.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Routine, general informational publications retain until superseded or obsolete; 1 year;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Registered Contractor Lists — Minimum retention: Until superseded or obsolete.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.
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