Series Descriptions

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

Bench Marks Records (SUR1-005): Records document bench marks placed by the United States Geological Survey, United States Corps of Engineers, Oregon Department of Transportation, a city surveyor's office, or the County Surveyor's office to denote elevations. Records may include books, maps, cards, and other documents. Information included in the records includes location, monument number, elevation, description, and related data. Series may include horizontal control surveys. Records are usually filed numerically by bench mark number.
Retention: Retain permanently. (MOAR 166-150-0205(1))­  

Corner Survey Records (SUR1-001): Series documents the establishment and/or restoration of survey corners or monuments by the county surveyor or registered land surveyors. Records include corner books, bearing tree books, maps, corner survey field books, and related indexes. Information includes description of corners; existing markers; descriptions of new markers and any changes to the locations; property owners; township, range, and section numbers; donation land claim information; date the new markers were set; and surveyor's signature. Information is maintained in a variety of formats including paper, reel microfilm, aperture cards, and digitized images and information in the county survey geographic information system (GIS).­
Retention: Retain permanently. (MOAR 166-150-0205(2,5,7))­  

Correspondence, Ephemeral (SUR1-010): Series documents communications received or sent which do not contain significant information about county surveyor programs, fiscal status, or routine agency 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 (SUR1-011): Series documents communications received or sent which do not contain significant information about county surveyor programs.  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, Policy and Historical (SUR1-012): 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 County Surveyor's Office. Includes letters sent and received, memoranda, notes, reports, studies, and other records. All correspondence dated 1920 or earlier are considered Policy and Historical Correspondence and shall be retained permanently.­
Retention: Retain permanently. (MOAR 166-150-0005(8))­  

Correspondence, Program (SUR1-013): 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 166-103-0005(11))­  

County Road Records (SUR1-002): Records document the official description of county roads determined by surveying and mapping county roads and city streets which are extensions or segments of county roads. Records include road surveyor field notes, field books, maps, and road registers. Information may include legal description of the road; road name and number; plans and profiles; and may also include records of the petition and resolution process and reference to corner and road monuments. A detailed inventory of county road survey records is maintained at http://arcweb.sos.state.or.us/county/cpmult/roadsurv.html.­
Retention: Retain permanently. (MOAR 166-150-0205(03))­  

Employee Time Records (SUR1-009): Records documenting hours worked, leave hours accrued, and leave hours taken by division employees. Information usually includes employee name and social security number, hours worked, type and number of leave hours taken, total hours, dates, and related data.­
Retention: Retain 4 years. (MOAR 166-150-0155(3))­  

Land Division Plats (SUR1-004): Plats are used to create the title identity to a piece of land and may include subdivision, partition, condominium, or cemetery plats. Records include map and accompanying survey narrative, property description, declaration by owner, granting of easements, dedication of streets to public use, and approval of public bodies. The plats are produced by registered professional land surveyors. The original is filed with the County Records Center and generally a true and exact copy is filed with the County Surveyor. Information is maintained in a variety of formats including paper, polyester film (mylar), reel microfilm, aperture cards, and digitized images and information in the county survey geographic information system (GIS). Several indexes, including a paper reception index and a computerized plat index, exist. A detailed inventory of land division records is maintained at http://arcweb.sos.state.or.us/county/cpmult/landsub.html.­
Retention: Retain permanently. (MOAR 166-150-0205(4))­  

Land Division Plats Working Records (SUR1-007): Series used to record progress on subdivisions until the final plats are completed. Records include preliminary plats (often without interior monumentation), subdivision guarantees, closure sheets, fee payment records, filings, title reports, field checks, changes, correspondence, and related documentation.
Retention: Retain 5 years after field check completed. (2001-00032/001, Expires: 01/02/2007)­  

Reference Maps (SUR1-006): Maps may include copies of highway, railroad, topographical, flood plain, and other maps used for reference. Examples include USGS topographic quadrangles and FEMA maps.­
Retention: Retain as needed. (OAR 166-150-0170(5))­  

Survey Field Records (SUR1-003): Records include detailed field notes and other records related to surveys done for boundary work, local improvement districts, special requests, and other purposes such as dams, canals, and power lines. Filed records may include investigative surveys made of crime or accident scenes at the request of law enforcement officials; notes on traverses, boundary, and right-of-way location, construction (including levels, cuts, and grades), and other information; as well as sketches related to the survey. Records may also include post monumentation records including deposits, requests for release of funds, and interior corner  monumentation documents. Includes indexes. A detailed inventory of survey field records is maintained at http://arcweb.sos.state.or.us/county/cpmult/surv.html.­
Retention: Boundary records, right-of-way location records, and ALL records dated 1920 or earlier: retain permanently; other records retain 10 years after substantial completion. (MOAR 166-150-0205(7); MCHI)­  

Survey Reviews (SUR1-008): Records document the process used to verify that filed surveys comply with state statutes and accepted practices prior to their recording. Records include redline copy of survey (final copy until recorded), review checklist, survey review, fee payment records, and related documentation. ­
Retention: Retain 5 years after survey recorded. (2001-00032/002, Expires: 01/02/2007)­