- (1) Civil and Criminal Case Files: Series documents civil and criminal cases filed by or against the agency, and prosecution of criminal cases by district attorney’s office. Records may include complaints, summons, investigations, citations, law enforcement reports, driving records, subpoenas, motions, pleadings, judgments, and related documentation. SEE ALSO: Liability Claim Records. Minimum Retention: 10 years after case closed, dismissed, or date of last action.
- (2) Dispute Resolution Records: Series documents personnel disputes resolved through mediation or arbitration instead of pursuing action through the court system. Records may include pleadings, investigation reports, dispositions, and related documentation. SEE ALSO: Personnel Records section. Minimum retention: 3 years.
- (3) Land Use Board of Appeals (LUBA) Case Files: Series documents land use decisions made by the agency that have been appealed to and reviewed by the Land Use Board of Appeals. Records may include staff reports, land use orders, pleadings, briefs, and related documentation. SEE ALSO: Board of Commissioners or County Court Meeting Records. Minimum retention: 10 years after final decision.
- (4) Legal Opinions: Series documents opinions and /or interpretations issued by agency counsel to elected officials, bureaus, commissions, other agencies or bodies, and internal departments. Minimum retention: (a) Formal opinions, permanent; (b) Informal opinions, 10 years.
- (5) Tort Claim Records: Series documents notices given to the agency of potential suits against it, and the agency response to such notices. Note: ORS 30.275 defines limitations and time frames required for tort claims and actions surrounding them. Minimum retention: 3 years after claim closed.
- (6) Victim/Witness Assistance Program Records: Series documents the administration of victim/witness assistance programs. Records may include reports, activity logs, expense statements, records documenting state action, and related documentation. Minimum retention: 5 years.
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