Series Descriptions

Series Title (Agency Series #): Description, Retention (Legal Citation)

Adopt a Road Program Records (TR03-008): Documents the program to allow groups to work in the Adopt-A-Road Program, an anti-litter campaign that allows citizens to work in partnership with the county by "adopting" a segment of roadway and agreeing to keep it clean. Records include applications, release forms, permits, work schedules, and related documentation. Information is documented in both electronic databases and in paper records.­
Retention: Retain 3 years after last group activity. (2003-0036/003, Expires: 02/01/2009)­    

Correspondence, Ephemeral (TR03-009): Series documents communications received or sent which do not contain significant information about  programs, fiscal status, or routine operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.­
Retention: Retain until read. (MOAR 166-150-0005(8))­    

Correspondence, General (TR03-010): Series documents communications received or sent which do not contain significant information about the Right of Way program.  Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments.­
Retention: Retain 1 year. (MOAR 166-150-0005(8))­  

Correspondence, Program (TR03-011): 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 10 years. (MOAR 166-150-0005(8))­    

Deed Records (TR03-016): Recorded evidence of agency ownership of public lands and right-of-ways. Exhibits may include maps and legal descriptions, title transfers, and significant related correspondence. Information typically includes a description of property, signatures of previous owner and agency representative, and date of transfer.­
Retention: If recorded in Book of Records: retain 3 years after property no longer owned by the county; other records: retain permanently. (MOAR 166-150-0105(3,4))­  

Dunthorpe/Riverdale Sewer Permits (TR03-001): Permit process that allows residents of the Dunthorpe/Riverdale sewer district, which is managed by the county,  to connect to the sewer system. Records include permit applications, site plans or drawings, correspondence, and related documentation. Information is documented in both electronic databases and in paper records.­ Retention: Permit: retain permanently; all other records: retain 2 years after physical disconnection. (MOAR 166-150-0180(5))­    

Film/Video Permits (TR03-004): Permit process used when there is any type of production involving filming or a photo shoot. Records include permit application, indemnity agreement, insurance requirements form, correspondence, and related documentation. Information is documented in both electronic databases and in paper records.­
Retention: Retain 3 years after permit expiration. (MOAR 166-150-0005(22))­    

Land Acquisition Project Records (TR03-012): Records documenting acquisitions of real property by the division.  Records may include offer letters, options, agreements of short duration, staff reports, appraisal reports and reviews, inspection reports, letters of transmittal, summaries, and related records.­ 
Retention: Retain permanently. (MOAR 166-150-0105(12))­    

Oregon Utility Notification Center Notices (TR03-007): Documents OUNC notices sent to the Right of Way program requesting some sort of locate service under the one-call program. Records include notification and related documentation. May also include notes indicating that locate has been completed.­
Retention: Retain 2 years. (2003-0036/002, Expires: 02/01/2009)­  

Property Condemnations (TR03-013): [...]­    
Retention: ??? (none)­  

Real Property Management Records (TR03-014): Records documenting the use, maintenance, and description of real property owned by the division. Records include property exchange records, leases and rental agreements, excess property sale records, land purchase background documentation, land donation background documentation, road fund property background documentation, sewer notices, and related records.­
Retention: Retain 3 years after property is no longer owned by the division. (none)­   

Relocation Assistance Records (TR03-015): Records documenting division tangible assistance to persons needing to relocate due to various projects. Records include last resort housing records, moving benefit records, relocation housing benefit records, relocation planning records, and related correspondence and background documentation.­
Retention: [??] (none)­    

Sidewalk Permits (TR03-003): Permit process used when applicant is constructing, removing and/or replacing any curb, sidewalk and/or approach within a county right of way. Records include permit applications, site plans or drawings, correspondence, and related documentation. Information is documented in both electronic databases and in paper records.­
Retention: Retain 10 years. (MOAR 166-150-0185(11))­    

Special Event Permits (TR03-005): Permit process used for events such as marches, block parties, house movings, parades or athletic events. Records include permit application, indemnity agreement, insurance requirements form, correspondence, and related documentation. Information is documented in both electronic databases and in paper records.­ 
Retention: Retain 2 years after permit expiration. (MOAR 166-150-0170(7))­    

Truck Permits (TR03-006): Permit process used to allow overweight and/or oversize trucks to travel on county and dedicated roads. Records include application, copy of previous permit (if applicable), and related documentation. Information is documented in both electronic databases and in paper records. Permits are valid for one year or in the case of trip permits for the duration of the trip.­ 
Retention: Retain 2 years after expiration or revocation. (2003-00036/001, Expires: 02/01/2009)­   

Utility Permits (TR03-002): Permit process used when applicant is constructing, operating or maintaining a pole line, buried cable or pipe line within county right of way. Also used to permit miscellaneous structures, trees, vegetation, fences, and non-commercial signs within county right of way. Records include permit applications, site plans or drawings, correspondence, and related documentation. Information is documented in both electronic databases and in paper records. ­
Retention: Utility permits: retain permanently; other permits: retain 10 years. (MOAR 166-040-1500(18))­