OAR 166-200-0350
Public Safety

Public Safety documents the responsibilities for law and code enforcement, fire services, emergency management and jail services. For policy related records see Policy (OAR 166-200-0325 (Policy))

(1)

9-1-1 Data Management System Records — Minimum retention: Until superseded or obsolete.

(2)

9-1-1Operational Logs — Minimum retention: 1 year.

(3)

9-1-1 System Error/Malfunction Records — Minimum retention: 2 years.

(4)

Alarm Records — Minimum retention:

(a)

Alarm licensing and permit records, retain 3 years after expiration;

(b)

All other records, retain 2 years.

(5)

Alert and Notification Records — Minimum retention: 30 days.

(6)

Animal Control Records — Minimum retention:

(a)

Dog licenses, retain 3 years after expiration;

(b)

Other records, retain 2 years.

(7)

Arrest Warrant Log Records — Minimum retention: Until superseded or obsolete.

(8)

Arrest Warrant Records — Minimum retention: Until served, recalled or cancelled by the court.

(9)

Block Home Program Records — Minimum retention:

(a)

Approved application records, retain 2 years after withdrawal from program;

(b)

Denied application records, retain 2 years.

(10)

Booking Records — Minimum retention:

(a)

Homicides, retain 20 years;

(b)

Felonies, retain 10 years;

(c)

Misdemeanors, retain 5 years.

(11)

Briefing Records — Minimum retention: 7 days.

(12)

Bulletins From Other Agencies — Minimum retention: Until superseded or obsolete.

(13)

Civil Preparedness Guidance (CPG) and State and Local Guide (SLG) Records — Minimum retention: Until superseded or obsolete.

(14)

Community Policing and Problem Solving Records — Minimum retention:

(a)

Agreements, retain 6 years after expiration;

(b)

All other records, retain 2 years.

(15)

Computer Inquiry Records — Minimum retention: Until superseded or obsolete.

(16)

Computer Validation Records — Minimum retention: 5 years or until audited by NCIC or other applicable law enforcement network, whichever is shorter.

(17)

Controlled Substance Inventory and Tracking Records — Minimum retention: 3 years, or until superseded, whichever is longer.

(18)

Crime Analysis Records — Minimum retention:

(a)

Major crime analyses or studies, retain 10 years;

(b)

All other records, retain 1 year.

(19)

Crime Prevention Community Organization Records — Minimum retention: Until superseded or obsolete.

(20)

Crime Prevention Program Records — Minimum retention:

(a)

Significant program records, retain 5 years;

(b)

Class enrollment and attendance records, retain 2 years;

(c)

All other records, retain 1 year.

(21)

Crime Prevention Security Survey Records — Minimum retention: 2 years.

(22)

Crime Prevention Vacation House Inspection Records — Minimum retention: 30 days after inspections end.

(23)

Criminal Arrest History Records — Minimum retention:

(a)

Homicides, retain 20 years;

(b)

felonies, retain 10 years;

(c)

Misdemeanors, retain 5 years.

(24)

Criminal History Dissemination Records — Minimum retention: Until case completed or suspended.

(25)

Criminal Intelligence Records — Minimum retention:

(a)

“Permanent files” as defined by OAR 137-090-0080 (File Categories), retain 5 years;

(b)

“Temporary files” as defined by OAR 137-090-0080 (File Categories), retain 1 year;

(c)

“Working files” as defined by OAR 137-090-0080 (File Categories), retain 30 working days.

(26)

Detoxification Confinement Logs — Minimum retention: 2 years.

(27)

Dispatch Incident Records — Minimum retention: 2 years.

(28)

Emergency and Disaster Incident Records* — Minimum retention: Permanent.

(29)

Emergency Exercise Records — Minimum retention: 3 years after annual or final expenditure report submitted.

(30)

Emergency Management Assistance Staff Pattern Records — Minimum retention: 3 years after annual or final expenditure report submitted.

(31)

Emergency Management Resource Lists — Minimum retention: Until superseded or obsolete.

(32)

Emergency Medical Incident Records — Minimum retention: 10 years.

(33)

Emergency Telephone Calls Continuous Audio Tapes — Minimum retention: 7 months Note: Specific recordings of incidents may warrant longer retention for legal reasons.

(34)

Enhanced 9-1-1 Service Plans — Minimum retention:

(a)

Approved plans and amendments, retain 5 years after superseded;

(b)

Preliminary plans, drafts, worksheets and supporting materials, retain until plan approved by Oregon Emergency Management.

(35)

Expunged or Sealed Records, Police — Minimum retention:

(a)

Dispose of expunged records according to the directive of the court;

(b)

Expungement orders, retain 10 years or according to the directive of the court;

(c)

Sealed records, retain 10 years or according to the directive of the court.

(36)

Fingerprint Cards — SEE ALSO Latent Fingerprint Cards in this section — Minimum retention:

(a)

Homicides, retain 20 years;

(b)

Felonies, retain 10 years;

(c)

Misdemeanors, retain 5 years;

(d)

Retain other cards until superseded or obsolete.

(37)

Fire and Emergency Medical Services Maps — Minimum retention: Until superseded or obsolete.

(38)

Fire and Security Alarm System Records — Minimum retention: Retain 2 years.

(39)

Fire Investigation Records — Minimum retention:

(a)

Records documenting fires involving loss of life, retain 75 years;

(b)

Other records, retain 10 years.

(40)

Incident Case File Indexes — Minimum retention: Until superseded or obsolete.

(41)

Incident Case Files — Minimum retention:

(a)

Cases involving crimes with no statute of limitations, retain 75 years after case closed;

(b)

Protective custody files, retain until minor’s age of majority or emancipation;

(c)

All other cases, retain until statute of limitations expires.

(42)

Informant Case Files — Minimum retention: Until superseded or obsolete.

(43)

Inmate Accountability Records — Minimum retention: 1 year.

(44)

Inmate Case File Indexes — Minimum retention: Until superseded or obsolete.

(45)

Inmate Case Files — Minimum retention: 5 years.

(46)

Inmate Meal Records — Minimum retention: 6 months.

(47)

Inmate Medical Records — Minimum retention: 7 years.

(48)

Inmate Telephone and Mail Logs — Minimum retention: 1 year.

(49)

Impounded and Abandoned Vehicle Records — Minimum retention: Retain records not included in Incident Case File, 2 years after disposition of vehicle.

(50)

Inspection and Occupancy Records — Minimum retention: Retain current and previous inspection reports or 10 years, whichever is longer.

(51)

Internal Investigations Case Files — Minimum retention:

(a)

Investigations resulting in termination, retain 10 years after employee separation;

(b)

Investigations resulting in disciplinary action or exoneration, retain 3 years after resolution;

(c)

Unfounded investigations, retain 3 years.

(52)

Juvenile Offender/Victim Restitution Records — Minimum retention: 5 years after last action, or youth reaches age of majority, whichever is longer.

(53)

Juvenile Temporary Custody Records — Minimum retention: 3 years.

(54)

Latent Fingerprint Cards — SEE ALSO Fingerprint Cards in this section — Minimum retention:

(a)

Cases involving crimes with no statute of limitations, retain 75 years after case closed;

(b)

All other cases, retain 1 year after statute of limitations expires.

(55)

Lost and Found Property Records — Minimum retention: 2 years after disposition.

(56)

Maps, Police — Minimum retention: Until superseded or obsolete.

(57)

Master 24 Hour Audio Tapes — Minimum retention: 7 months.

(58)

Master Name Index Records — Minimum retention: Until superseded or obsolete.

(59)

Master Street Address Guide (MSAG) Maintenance Forms — Minimum retention: 2 years.

(60)

Mug Shots — Minimum retention:

(a)

Retain homicides 20 years;

(b)

Retain felonies 10 years;

(c)

Retain misdemeanors 5 years.

(61)

Neighborhood Dispute Resolution Records — Minimum retention:

(a)

Case records, retain 5 years after last action;

(b)

All other records, retain 2 years.

(62)

Officer Notes — Minimum retention: 2 years.

(63)

Officer Weapon Registration Records — Minimum retention: Until superseded or obsolete.

(64)

Patrol Car Video Files — Minimum retention:

(a)

Tapes used as evidence, retain until case reaches final disposition;

(b)

Tapes used for internal investigations, retain until investigation ends;

(c)

All other tapes, retain 30 days.

(65)

Pawn Broker and Second Hand Dealer Reports — Minimum retention: 2 years.

(66)

Peer Court Records — Minimum retention:

(a)

Case records, retain 5 years after final disposition of case, or youth reaches age of majority, whichever is longer;

(b)

Participant guidelines and instructions, retain until superseded or obsolete;

(c)

All other records, retain 2 years.

(67)

Photo Radar Records — Minimum retention:

(a)

Photo Radar Logs, retain 3 years;

(b)

Photo radar citations issued, retain 2 years;

(c)

Photo radar citations not issued, retain 30 days.

(68)

Polygraph Records — Minimum retention:

(a)

Case involving crimes with no statute of limitations, retain 75 years after case closed;

(b)

All other cases, retain 1 year after statute of limitations expires.

(69)

Premise Information Records — Minimum retention: 2 years, or until renewed, superseded, or expired, whichever is sooner.

(70)

Property and Evidence Control and Disposition Records — Minimum retention:

(a)

Cases involving crimes with no statute of limitations, retain 75 years after case closed;

(b)

All other cases, retain 1 year after statute of limitations expires.

(71)

Property Registration Records — Minimum retention: Until registration is expired, superseded, or obsolete.

(72)

State Fire Marshal Exemption Records — Minimum retention: 2 years after denial, revocation, or expiration of exemption.

(73)

Teletype Messages — Minimum retention: Retain messages not warranting inclusion in Incident Case Files, or other record series 30 days.

(74)

Towed Vehicle Records — Minimum retention: 1 year.

(75)

Traffic and Other Citation Logs — Minimum retention: 1 year.

(76)

Traffic and Other Citations — Minimum retention: 3 years.

(77)

Traffic Violation Warning Records — Minimum retention: 1 year.

(78)

Used Firearm Transfer Records — Minimum retention: 1 year.

(79)

Youth Prevention and Intervention Records — Minimum retention:

(a)

Until court ordered expunction (ORS 419A.262 (Expunction proceeding));

(b)

If case is not expunged: 5 years after last action, or youth reaches age of majority, whichever is longer.

Source: Rule 166-200-0350 — Public Safety, https://secure.­sos.­state.­or.­us/oard/view.­action?ruleNumber=166-200-0350.

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 166-200-0350’s source at or​.us