Or. Admin. Code § 166-200-0345

Current through Register Vol. 63, No. 11, November 1, 2024

Section 166-200-0345 - Property Management-Maintenance and Disposition

Property Management is responsible for the inventory, general maintenance and disposition of agency properties. Maintenance and Disposition documents the maintenance and disposition of equipment and property owned by the city.

(1) Backflow Prevention Device Test Records - Minimum retention: 10 years.

(2) Bridge and Culvert Maintenance and Repair Records - Minimum retention:

(a) Records with engineering stamps documenting structural maintenance or repairs, retain 2 years after bridge or culvert permanently removed from service;

(b) All other records, retain 2 years.

(3) Bridge Inspection Records - Minimum retention: 2 years after bridge removed from service.

(4) Computer System Maintenance Records - Minimum retention:

(a) Records related to system or component repair or service, retain for the life of the system or component;

(b) Records related to regular or essential records backups, retain 1 year after superseded or obsolete.

(5) Equipment Calibration Records - Minimum retention: Life of the equipment.

(6) Equipment Issued Records - Minimum retention: Until superseded or obsolete.

(7) Equipment Maintenance and Repair Records - Minimum retention: 3 years after disposition of equipment.

(8) Facilities and Grounds Inspection Records - Minimum retention: 2 years.

(9) Facilities and Grounds Maintenance and Repair Records - Minimum retention:

(a) Records requiring engineering stamps, retain 2 years after life of structure;

(b) All other records, retain 2 years.

(10) Hydrant Records - Minimum retention:

(a) Retain location and specification records until hydrant permanently removed from service;

(b) Retain maintenance, test and repair records 2 years.

(11) Maintenance Request/Complaint Records - Minimum retention: 2 years after last action.

(12) Property Disposition Records - Minimum retention: 3 years after disposition of property.

(13) Radar Equipment Certification and Maintenance Records - Minimum retention: 2 years after disposition of equipment.

(14) Sewer and Storm Drainage Maintenance and Repair Records - Minimum retention:

(a) Records requiring engineering stamps, retain 2 years after life of structure;

(b) All other records, retain 2 years.

(15) Sewer Smoke Test Records - Minimum retention: 10 years.

(16) Sewer Television/Videoscan Inspection Records - Minimum retention:

(a) Written reports, retain 1 year after the life of the sewer line;

(b) Videotapes, retain 1 year after written report submitted.

(17) Street and Road Condition Inventory Records - Minimum retention: 5 years after annual audit report issued.

(18) Street Maintenance and Repair Records - Minimum retention:

(a) Records requiring engineering stamps, retain 10 years after substantial completion;

(b) All other records, retain 2 years.

(19) Street Surface Maintenance Records - Minimum retention: 3 years after annual audit report issued.

(20) Streetlight Inventory Records - Minimum retention: Until superseded or obsolete

(21) Streetlight Maintenance and Repair Records - Minimum retention: 3 years after annual audit report issued.

(22) Technical Manuals, Specifications, and Warranties - Minimum retention:

(a) Manuals, retain until disposition of vehicle or equipment;

(b) Warranties, retain until expiration.

(23) Traffic Control Equipment Maintenance and Repair Records - Minimum retention:

(a) Traffic signal records, retain 2 years after equipment permanently removed from service;

(b) Traffic sign records, retain 2 years.

(24) Utility Meter Installation, Maintenance, and Repair Records - Minimum retention: 5 years.

(25) Valve Maintenance Records - Minimum retention:

(a) Location and specification records, retain until valve permanently removed from service;

(b) Maintenance and repair records, retain 2 years.

(26) Water Line Maintenance and Repair Records - Minimum retention:

(a) Records requiring an engineering stamp, retain 2 years after water line permanently removed from service;

(b) All other records, retain 2 years.

Or. Admin. Code § 166-200-0345

OSA 2-2014, f. & cert. ef. 8-7-14; OSA 30-2018, minor correction filed 11/28/2018, effective 11/28/2018

Statutory/Other Authority: ORS 192 & 357

Statutes/Other Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895