Series Title (Agency Series #): Description, Retention (Legal Citation)
Activity Reports, General (F01-001): Daily, weekly, monthly, or similar reports other than annual reports documenting the activities of employees. Useful for compiling annual reports, planning and budgeting, monitoring work progress and other purposes. Usually tracks type of activity, employees and/or volunteers involved, time spent on activity, work completed, and related information in narrative or statistical form.
Retention: Retain 2 years. (OAR 166-150-0005(2))
Annual Audit Reports (F01-002): Records documenting annual audits of the financial position of the agency conducted by external auditors in accordance with statutory requirements described in ORS 297.405 through 297.555. Subjects include accounting principles and methods, the accuracy and legality of transactions, accounts, etc., and compliance with requirements, orders, and regulations of other public bodies pertaining to the financial condition or operation of the agency. Information includes accountant's summary, combined financial statements, schedules, balance sheet details, comments, recommendations, and related data.
Retention: Retain permanently. (OAR 166-150-0110(4))
Budget Preparation Records (F01-003): Records documenting the preparation of department budget requests presented to the specified governing body. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 2 years. (OAR 166-150-0110(9))
Calendars And Scheduling Records (F01-004): Records documenting and facilitating routine planning, scheduling, and similar actions related to meetings, appointments, trips, visits, and other activities. Includes calendars, appointment books, notes, telephone messages, diaries, and similar records.
Retention: Retain 1 year. (OAR 166-150-0005(6))
Computer System Program Documentation (F01-005): Records providing documentation for electronic data processing systems and networks. Includes operating software instructions, listings of computer codes and programs, records layouts, flow charts, line listings, variance reports, output samples, program design specifications, program language, console logs, format statements, user reports, program backup, significant related correspondence, and similar records and information.
Retention: Retain 2 years after system removed from service. (MOAR 166-150-0125(2))
Correspondence, Financial (F01-006): Correspondence, memoranda, and similar records which add significant information about the financial status of the agency. May be useful for audits or for recovering money owed to the agency. Includes letters sent and received, memoranda, notes, and related records.
Retention: Retain 3 years. (MOAR 166-150-0005(8))
Correspondence, Policy And Historical (F01-007): Correspondence, memoranda, and similar records which state or form the basis of policy, set important precedents, or record historic events related to the organization or operation of the agency. Includes letters sent and received, memoranda, notes, reports, studies, and other records. Also see other correspondence series for records that do not document policy or historical events.
Retention: Retain permanently. (OAR 166-150-0005(8))
Correspondence, Program (F01-008): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of the office. Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions.
Retention: Retain for the same period as the program or functional record series to which it relates. (OAR 166-150-0005(8))
Correspondence, Ephemeral (F01-009): Correspondence, memoranda, and similar records of a transitory or housekeeping nature which do not add significant information to the program or primary functional responsibility of the office. Includes letters sent and received, memoranda, notes, transmittals, acknowledgements, holiday notices, community affairs notices, charity fund drive records, parking space assignment lists, routine requests for information or publications, thank you notes, and similar records.
Retention: Retain until read. (OAR 166-150-0005(8))
Forms Development Records (F01-011): Records documenting the development or revision of forms and preprinted documents by or for the agency. Useful in developing and preparing new versions of forms. Includes sample forms, revisions, form logs or listings, proposals, authorizations, illustrations, and significant related records.
Retention: Retain until superseded or obsolete. (OAR 166-150-0125(6))
Legislative Tracking Records (F01-012): Series used to monitor legislation which may have an impact on an agency's current operations or policies. Records include concept statements, proposals, bill logs, fiscal/organizational impact analysis papers, copies of bills, testimony summaries, committee reports, agendas, and correspondence.
Retention: Retain 2 years. (OAR 166-150-0005(12))
Mailing Lists (F01-013): Lists compiled to facilitate billing, community outreach, and other functions of the agency. Information usually includes name of individual or group, address, name and title of contact person, phone number, comments, and similar data.
Retention: Retain until superseded or obsolete. (OAR 166-150-0005(14))
Meeting Records, Staff (F01-014): Records documenting meetings within government which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items. Some records may merit inclusion in other record series with longer retention periods if the subject matter adds significant information to that series.
Retention: Retain 2 years. (OAR 166-150-0005(16))
Organizational Records (F01-015): Records documenting the arrangement and administrative structure of the agency. Includes charts, statements, studies, and similar records. May also include studies to determine the merit and feasibility of reorganization plans, as well as other major studies related to the administrative hierarchy.
Retention: Retain 2 years after superseded or obsolete. (OAR 166-150-0005(20))
Planning Records (F01-016): Series documents long-range plans and the development of an agency's mission statement and work objectives. Records include strategic plans, mission statements, preliminary drafts, work notes, and related correspondence.
Retention: Retain 20 years. (OAR 166-150-0005(23))
Policy Statements And Directives (F01-017): Series documents review, assessment, development, and authorization of an agency's policies and procedures. Records may include authorizing bulletins and advisories, mission and goal statements, manuals, and final policy statements and directives. Information often includes policy and procedure numbers, revision dates, subject identification, narrative description, authorization information, and effective date. Retention: Retain 20 years after superseded. (OAR 166-150-0005(25))
Press Releases (F01-018): Prepared statements, announcements, news conference transcripts, and similar records issued to the news media. Subjects include the adoption of new programs, termination of old programs, policy shifts, changes in the status of elected officials or senior administrative personnel, and others. Also may include news releases announcing routine events or actions carried out within the scope of existing policies.
Retention: Policy and historic news releases - retain permanently; other releases - retain 2 years. (OAR 166-150-0005(18))
Public Notice Records (F01-019): Records documenting compliance with laws requiring public notice of governmental activities. Subjects include assessments, elections, land use changes, public meetings and hearings, sale of property, and others. Records include public or legal notices, certificates, affidavits of publication, and similar documents.
Retention: Retain 3 years. (OAR 166-150-0005(29))
Surveys, Polls, And Questionnaires (F01-020): Records documenting the measurement of customer opinion by or for the agency related to various issues, actions, and concerns. May include surveys, polls, questionnaires, summaries, abstracts and significant related records. Examples of summaries include studies which incorporate the significant results of customer opinion surveys, abstracts of questionnaires designed to determine the skills and interests of citizens volunteering for agency service, and other records which distill survey data into summary form.
Retention: Retain 3 years. (OAR 166-150-0005(42))
Travel Records (Employee) (F01-021): Records documenting requests, authorizations, reimbursements, and other actions related to employee travel. Includes expense reports and receipts, vouchers, requests, authorizations, and related documents. Retention applies to private vehicle usage as well. Information often includes estimated costs, prepayments, final costs, destination, method of transportation, travel dates, approval signatures, and related data. Retention: Retain 3 years. (MOAR 166-150-0110(24))
Work Orders (F01-022): Records documenting requests and authorizations, according to existing contracts, agreements, or procedures, for needed services. May include copy center work orders, printing orders, telephone service and installation requests, repair authorizations, and similar records.
Retention: Retain 3 years. (OAR 166-150-0005(42))