OAR 166-200-0385
Reporting

Reporting documents the communication to the city council, mayor and citizens on activities undertaken by city employees in relation to their job.

(1)

Activity Reports — Minimum retention: 2 years.

(2)

Airport Activity Reports — Minimum retention:

(a)

Retain annual reports permanently;

(b)

All other reports, retain 2 years.

(3)

Airport Self-Inspection Reports — Minimum retention:

(a)

Reports documenting incidents, retain 2 years;

(b)

Self-inspection reports, retain 1 year;

(c)

Federal Aviation reports, retain 5 years;

(d)

All other reports, retain 6 months.

(4)

Annual Reports — Minimum retention: Permanent.

(5)

Building Activity Reports — Minimum retention:

(a)

Reports summarizing activities on an annual basis, retain permanently;

(b)

All other reports, retain 2 years.

(6)

Consumer Confidence Reports — Minimum retention: 5 years.

(7)

Emergency Management Assistance Activity Reports — Minimum retention: 3 years after annual or final expenditure report submitted.

(8)

Field Interrogation Reports — Minimum retention: 1 year.

(9)

Fire and Emergency Medical Services (EMS) Activity Reports — Minimum retention:

(a)

Reports summarizing activities on an annual basis, retain permanently;

(b)

Other reports, retain 2 years.

(10)

Fire Reports — Minimum retention: 10 years.

(11)

Injury Reports, Public Use — Minimum retention:

(a)

If claim filed, see Liability Claims Records in this section for retention;

(b)

If no claim filed, retain 3 years.

(12)

Law Enforcement Activity Reports — Minimum retention:

(a)

Annual reports and monthly reports for years in which no annual report exists, retain permanently;

(b)

Other reports, retain 2 years.

(13)

Library Reports — Minimum retention: retain 2 years.

(14)

Navigational Facilities Maintenance and Operation Reports — Minimum retention: 2 years after equipment permanently removed from service.

(15)

Notice to Airmen (NOTAM) Reports — Minimum retention: 1 year after notice removed.

(16)

Oregon State Library Annual Reports — Minimum retention: Permanent.

(17)

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

(18)

Quality Assurance Reports — Minimum retention:

(a)

Survey instruments, retain 2 years, or until summary report completed, whichever is sooner;

(b)

All other records, retain 2 years.

(19)

Secondary Contaminant Reports — Minimum retention: 10 years.

(20)

Statistical Reports — Minimum retention:

(a)

Data instruments used to compile statistics, retain until statistical report completed;

(b)

Daily and weekly reports, retain until compiled into monthly reports;

(c)

Monthly and quarterly reports, retain 1 year;

(d)

Annual reports, retain 10 years.

(21)

Urban Renewal Plans and Reports — Minimum retention: Permanent.

(22)

Water Bacteriological Quality Analysis Reports — Minimum retention: 5 years.

(23)

Water Chemical and Radiological Analysis Reports — Minimum retention: 10 years.

(24)

Water Consumption Reports — Minimum retention:

(a)

Annual reports, retain permanently;

(b)

Information summarized in annual report, retain 1 year;

(c)

Information not summarized in annual report, retain 10 years.

(25)

Water Turbidity Reports — Minimum retention: 10 years.

Source: Rule 166-200-0385 — Reporting, https://secure.­sos.­state.­or.­us/oard/view.­action?ruleNumber=166-200-0385.

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 166-200-0385’s source at or​.us