CITY GENERAL RECORDS RETENTION SCHEDULE 166-200-0200 City Records This General Schedule prescribes minimum retention periods for public records created and maintained by the cities of Oregon. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. The schedule is a list of entries that cover the different kinds of records the university receives, generates, and maintains with guidance for handling and disposal of the records. Records Subject to Retention, as defined below, must be managed and retained for the specific periods of time set forth in the procedures that accompany this policy, in accordance with institutional or legal requirements, or for historical purposes. 500. The City of Portland record retention schedule consists of the General Schedule and Bureau-specific schedules. This General Records Retention Schedule ("General Schedule") sets a minimum retention period for each category of record described herein per University Standard 04-010 for Records Retention at Oregon State University (effective January 2, 2019). RECORDS RETENTION GUIDELINES *7 Years Following Disposition,Termination, or Pay Off Please note that this table should only be used as a guide. The University Archivist also assists university units in developing unit-specific retention schedules where appropriate. Quotes. Keep records for 7 years if you file a claim for a loss from . Oregon Institute of Technology. To provide a schedule that specifies how long the Office of the Legislative Counsel will retain office records that are subject to ORS 192.410 to 192.505. Oregon Administrative Rules Filing Requirements. Subscribe. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 . Reliable, authentic, complete records evidence decision-making and serve as primary vehicles for demonstrating compliance with policies and laws, preserving institutional memory . Local Education Agency Record Retention Schedule State Archive's Administrative Rules on the schedule for retention of general records by Schools, Districts, and ESDs. Oregon State University's Records Retention Policy (effective January 2, 2019) is University Standard 04-010. In less than an hour, your Retention Wizard software uses your input selections to assemble the research and records into a retention schedule with record types, retention periods, and supporting legal research, just like that! The HTML version is accessed by the Table of Contents, Search and the Quick Links on the right. 1.2. . To establish a timetable (retention period) for a record's life cycle, and provide authorization for a record's ultimate disposition. If you are a public employee or board member using the manual for public business, or if you are using the manual in connection with for-profit activity, we ask that . Records Transmittal Form {PDF} {Word} - Instructions. Oregon Student Records - Elem/Middle School, cumulative folder cover, year -end grade report cards, and Test Record . Accounts payable and accounts receivable ledgers and schedules. As used in division 475, Oregon University System means the Oregon State System of Higher Education as defined in Oregon Revised Statute (ORS) 352.002. To search calendars in the Supreme Court or in the Court of Appeals, follow the links below. Due to the status of the District Attorney position, the State Archives would recommend utilizing the State Agency General Records Retention Schedule for all financial records produced in county District Attorney offices. 201 Pa. Code Rule 507. The General Records Retention Schedule (effective July 1, 2015; with revisions effective May 10, 2021) sets a . Personnel Records Retention Schedule. Upon separation from City employment, transfer any remaining original documents to the Bureau of Human . Each agency program or office shall create, if appropriate, a special retention schedule for records . 350. OAR Division 300, State Agency General Records Retention Schedules; Rule 166-300-0040, Personnel Records. General Records Retention Schedules available: State agencies State boards and commissions Cities Counties and special districts Check with your local police department. Records Destruction Certificate. (1) Any records that are exempt from disclosure under Oregon Public Records Laws will continue to be exempt. Community Colleges. 101-20-210: University of Oregon Board of Trustees Meetings and Actions. Learn more about identifying and managing records on the Records Management website. Community College General Schedule: This records retention and dispostion schedule was developed by the Oregon State Archives following a long process of records inventory and analysis including extensive consultation with the community colleges. Medical Records Retention Laws by State. Minimum retention: (a) Retain minutes, constitutions, by-laws, and committee records 10 years after school year in which records were created. This applies to records including, but not limited to, adoption, juvenile, mental health, and cases that fall under the Violence Against Women Act (VAWA). University of Oregon Libraries 1501 Kincaid Street Eugene, OR 97403-1299 P: (541) 346-3053 F: (541) 346-3485. Keep records for 3 years if situations (4), (5), and (6) below do not apply to you. As per the record retention guidelines, the state-wise schedules are given so that the retention methods are verified and records are audited. University of Oregon Board of Trustees Meetings and Actions. Records Retention Schedule . Join thousands of people who receive monthly site updates. However, only some records are subject to strict preservation requirements. 5210 University of Oregon Eugene, OR 97403-5210. The University policy is to have a university-wide Records Management Program (the "Program"). Businesses should have a records retention schedule to outline the lifecycle . Research Support . Purpose of the Records Retention Schedule. rrs.uoregon.edu Disposal An important aspect of records management is disposing of records as soon as they reach the end of their retention period or are no longer useful. 6. Classified Employee Records and Data; Employee Demographic Information Data Collection; . State Medical Doctors Hospitals; Alabama: . The Bureau-specific schedules cover records that are related to specialized functions of individual City bureaus, offices or agencies. The General Schedule covers records that are commonly in use by almost all City agencies. Form 3413 - Elementary School Permanent Record Card Oregon Administrative Rules for Student Records Oregon Revised Statutes for Student Records Student Records FAQ State Agency General Records Retention Schedules. December 9, 2020. (Permanent) - High School, transcripts OAR 75 years . It serves as the core procedure related to records management at the UO, and is a key resource for identifying which records are subject to retention and their retention period. They apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. State Agencies State Boards and Commissions Cities Counties and Special Districts Schools, School Districts and ESDs Community Colleges Employers must provide a reasonable opportunity for employees to look at their personnel, time, and pay records and obtain copies of these records upon request. Refreshed: 2021-06-08 minimum records retention schedule for circuit and district court records related to individual cases (attachment journal and index, calendar, clerk's registry, execution docket and index, index to cases, judgment docket, journal and index, record of bonds - probate, record of trials/trial book and witness fee book/ record of wills admitted to Notes receivable ledgers and schedules. The University of Oregon Records Retention Schedule lists the kinds of records subject to very specific preservation requirements. To describe the records of an agency, organization, or administrative unit. Supporting Documents Carton Tracking Log (30 KB) How to Pack Boxes for Long Term Storage (175 KB) Records Destruction Form (266 KB) This provides them with a lawful way to destroy or dispose of commonly occurring public records. according to the university records management policy, chats, like text messages and other temporary records that result from communication technologies, are generally considered "records not subject to retention," which means they can be deleted immediately or when they are no longer useful because these kinds of messages are generally more GOVERNANCE/Governance and Board Affairs. MENU. UO Libraries. tip www.courts.oregon.gov. Procedure: The following schedule was compiled with reference to file retention schedules from the Oregon State Archives, statutory requirements for The primary objective of Cadence Group's Records Retention Schedule Development Methodology is to support simplified records retention practices, so that employees can easily use, and management can easily administer, the schedule. Bank statements and canceled checks. Temporary Records Retention Schedule: The retention period for the following documents and records is 7 years unless otherwise stated. The Payroll Records section provides timesheet retention periods according to Oregon Administrative Rules (OARs). This General Schedule prescribes minimum retention periods for public records created and maintained by the community colleges. The compiled record retention schedule by the state for municipalities, special districts, state agencies, boards, and commissions, as well as general employer recordkeeping laws, is given below. Board and Commission Records. The groupings, or sections, of the RRS are based on activities the kinds of activities that generate them, not specific university departments. Many other areas offer this service. A record's ultimate disposition is either destruction or permanent preservation. Receiving/Packing lists (unless attached to invoice sent to A/P) Correspondence on contested claims. (b) Retain all other records 3 years after school year in which records were created. It is a general schedule applicable to all community colleges in Oregon. 400. . ANSWER: The City follows the State records retention schedules HERE, which list the records you create and how long you need to keep them. Skip to main content. Online records for Supreme Court . $5.00 for us to notarize your copy of own record documents. If you have any questions, suggestions, revisions, or additions regarding the schedules, please contact us at 543.0573 or recmgt@uw.edu. 014 Secretary of State's Trip Files, 2009 - [ongoing] 1 c.f. . Oregon Secretary of State, Archives Division Rule 166-300-0010 State Agency General Records Retention Schedules This General Schedule is applicable to the records of all state agencies. Personnel Records Retention Schedule. Records Control Schedule (RCS) 10-1, Item Number 6000.1, N1-15-91-6, item 1a: The University of Oregon Records Retention Schedule (UO RRS) I.01. And it's updated regularly. (CWD) records retention schedule Author: Oregon Secretary of State - Archives Subject: ODHS CWD records retention schedule Keywords: Oregon Department of Human Services Child Welfare Division records retention schedule Created Date: 8/18/2022 8:23:42 AM . Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Records Retention Schedule 2022-0003 Effective Date: August 2022 . Records Description and Analysis Form. (a) Retain publications permanently, transfer to State Archives after 3 years (b) Retain executive director quarterly progress reports 30 years, destroy (c) Retain research statistics 30 years, destroy (d) Retain report/publication records 2 years after completion of final document, destroy State Agency General Records Retention Schedule Records The 2019 Public Records and Meetings Manual is available in PDF and HTML format. General journal Permanently . This General Schedule prescribes the retention periods for public records created and maintained by the institutions of the Oregon University System. the Oregon Public Records law, applicable administrative rule, including OAR 166-300, retention . $33.00 for a copy of your own Oregon record or a response you have no Oregon record. Note: Due to federal or state law or policy, the Oregon Judicial Department does not provide court records or court calendar information for certain cases through this service. Note that retention schedules do not require the creation of a given record, nor do they necessarily list records currently available. 101-20-205: University of Oregon Senate Meetings and Actions. I.01. Records Retention Forms. - Record Retention Schedules - Records retention schedules clarifies those offices that are scheduled by the County Records Committee, permits the establishement of administrative procedures for the retention and disposition of records for those offices scheduled directly by the Supreme Court, and . REMOVE ADS. Depreciation schedules) Freight bills and bills of lading 7 years . DHS and OHA shall follow the general retention schedule for records found in OAR 166-300. Keep records for 3 years from the date you filed your original return or 2 years from the date you paid the tax, whichever is later, if you file a claim for credit or refund after you file your return. Units are responsible for retaining these documents: Purchasing worksheets. You should consult with your attorney and The retention period is established based upon a . Committed to Public Service. In accordance with Oregon public records requirements, records retention schedules describe the types of records created and maintained by Multnomah County. Oregon Administrative Rule, (ORS 183.310 (9)) provides state and local agencies with General Records Retention Schedules. Student Permanent Records Information for Registrars The Oregon State Board of Education adopts by rule standards for the creation, use, retention, custody and disclosure, including access of student education records that are consistent with the requirements of the applicable state and federal law. Oregon State Archives . In addition, the Oregon Bureau of Labor and Industries (BOLI . Page | 2 Records/Documents Statutory Source Retention Period Student Information and Demographic Records OAR Retain years ending in 0 and 5 The University Standard is available online here: 166-475-0005 . Opens In A New Window. General ledger Permanently . 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