1. (1) Building Board of Appeals Records: Series documents appeals to decisions made by agency staff regarding alternate building materials or methods of construction. Records may include staff reports, applications to appeal, minutes, exhibits, and related documentation. Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in county records), permanent; (b) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes; (c) All other records and exhibits not pertinent to minutes, 5 years.
2. (2) Building Code Compliance and Violation Records: Series documents violations of building, electrical, sign, heating, plumbing, and related codes. Series also includes vacant property registration for jurisdictions that require it. Records may include notices of infractions, summons, complaints, compliance agreements, logs, and related documentation. SEE ALSO: Ordinance Violation Records (Code Enforcement). Minimum retention: (a) Vacant Property Registration Forms, 2 years; (b) All other records, 10 years after last action.
3. (3) Building Inspection Records: Series documents on-site, or virtual, visits by inspectors. Records may include inspection reports and comments noted as construction progresses. Minimum retention: (a) Final inspections, for the life of the structure; (b) All other inspections, 2 years.
4. (4) Building Permit Applications: Series documents applications from property owners to erect new structures, including signs, or make structural modifications to existing ones. Minimum retention: (a) If permit issued, 2 years; (b) If no permit issued, 180 days.
5. (5) Building Permits: Series documents authority granted to property owners to erect new structures, including signs, or make structural modifications to existing ones. Minimum retention: (a) Permits for completed structures, for the life of the structure; (b) Demolition permits, 10 years after demolition; (c) All other permits, 2 years after revoked or expired.
6. (6) Building Plans, Nonresidential: Series documents materials submitted by building contractors or owners applying for a permit to build commercial, industrial, or apartment structures. Records may include blueprints, drawings, and specifications (including CAD), as well as records related to temporary facilities, job cleanup, deadlines, and change orders or plan modifications submitted after permit approved. Minimum retention: (a) If permit issued and structure completed, 5 years after substantial completion [as defined by ORS 12.135]; (b) If no permit issued, 180 days; (c) If permit issued, but structure not started, completed, or permit expired, 180 days after expiration date.
7. (7) Building Plans, Publicly-Owned Structures: Series documents materials submitted by building contractors or government agencies applying for a permit to construct government buildings. Records may include blueprints, drawings, and specifications (including CAD), as well as records related to temporary facilities, job cleanup, deadlines, and change orders or plan modifications submitted after permit approved. Minimum retention: (a) If permit issued and structure completed, for the life of the structure; (b) If no permit issued, 180 days; (c) If permit issued, but structure not started, completed, or permit expired, 180 days after expiration date.
8. (8) Building Plans, Residential: Series documents materials submitted by building contractors or owners applying for a permit to build residential structures. Records may include blueprints, drawings, and specifications (including CAD), as well as records related to temporary facilities, job cleanup, deadlines, and change orders or plan modifications submitted after permit approved. Minimum retention: (a) If permit issued and structure completed, 2 years after substantial completion [as defined by ORS 12.135]; (b) If no permit issued, 180 days; (c) If permit issued, but structure not started, completed, or permit expired, 180 days after expiration date.
9. (9) Certificates of Occupancy: Series contains certificates documenting compliance with the minimum standards set by state and local laws for structures. Minimum retention: Life of the structure.
10. (10) Unsafe Building Records: Series documents the demolition, boarding, or other actions related to structures determined to be unsafe, including structures determined to be unsafe due to the manufacture of illegal drugs. Records may include documentation of related repairs or actions to remedy deficiencies, complaints, building inspection reports, letters to property owners, demolition documents, visual media, copies of contracts and payment records, and related documentation. Minimum retention: 5 years after final action.

Statutory/Other Authority

ORS 192.005–192.170

Statutes/Other Implemented

ORS 192.005–192.170 & ORS 357.805–357.895

History

OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04