Or. Admin. Code § 166-200-0385

Current through Register Vol. 64, No. 1, January 1, 2025

Section 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.

Or. Admin. Code § 166-200-0385

OSA 2-2014, f. & cert. ef. 8-7-14; OSA 38-2018, 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