Or. Admin. R. 166-200-0380

Current through Register Vol. 63, No. 9, September 1, 2024

Section 166-200-0380 - Recorder-General

Recorder is responsible for the care and management of all city records. General documents the management and care of the city's public records.

(1) Annexation Records - Minimum retention: Permanent.

(2) City Charter - Minimum retention: Permanent.

(3) City Code - Minimum retention: Permanent.

(4) Deeds to City-Owned Land - Minimum retention:

(a) Record of sale or property transfer and legal property description, retain permanently;

(b) All other records, retain until property sold and any applicable audits have been completed.

(5) Easements - Minimum retention: Permanent.

(6) Index/Finding Aid Records - Minimum retention: Until superseded or obsolete.

(7) Filing System Records - Minimum retention: 5 years after superseded or abolished.

(8) Forms Development Records - Minimum retention: Until superseded or obsolete.

(9) Microfilm Quality Control Records - Minimum retention: Same as related microfilm.

(10) Oaths of Office - Minimum retention: 6 years after most recent oath expired.

(11) Orders - Minimum retention: Permanent

(12) Ordinances - Minimum retention: Permanent.

(13) Property Dedication Records - Minimum retention: Permanent.

(14) Property Vacation Records - Minimum retention: Permanent.

(15) Records Management Records - Minimum retention:

(a) Destruction records, retain 25 years;

(b) Index/Finding Aid Records - Until superseded or obsolete;

(c) Filing System Records - 5 years after superseded or abolished;

(d) Other records, retain 5 years after superseded or obsolete.

(16) Council Resolutions - Minimum retention: Permanent.

(17) Waivers of Remonstrance - Minimum retention:

(a) If waiver has an expiration date, retain 6 years after expiration date;

(b) If waiver carries no expiration date, retain 6 years after completion of project.

Or. Admin. R. 166-200-0380

OSA 2-2014, f. & cert. ef. 8-7-14; OSA 1-2015, f. & cert. ef. 1/27/2015; OSA 37-2018, 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