1. (1) Budgets (Taxing Districts): Series documents budgets required to be filed by taxing districts within the county for the purpose of making them available for public inspection. Records may include budget overview, budget policies, organization charts, budget detail reports, and summary schedules. SEE ALSO: Budgets (Adopted) Records. Minimum retention: (a) County budget, permanent; (b) Other taxing district budgets, 2 years.
2. (2) County Charter: Series documents the constitution, bylaws, and all amendments to agency charters approved by voters or the State Legislature. Records may include original charter, amendments, and related records. Minimum retention: Permanent.
3. (3) County Code: Series documents codified ordinances passed by the county. Minimum retention: Permanent.
4. (4) Declaration of Oregon Registered Domestic Partnership Records: Series documents declaration of Oregon registered domestic partnerships. Records may include (Oregon Public Health Division, Center for Health Statistics) Record of Domestic Partnership and related documentation. Minimum retention: Permanent.
5. (5) Deed Instruments, Recorded: Series documents conveyance or encumbrance of an interest in real property. Records may include deeds; condominiums, plats, and partition plats; leases, contracts, easements, covenants, conditions, restrictions, options, and affidavits. SEE ALSO: Deed Instruments, Unrecorded; and Deeds to Agency-Owned Land. Minimum retention: Permanent.
6. (6) Easements, Recorded: Series documents recorded grants by property owners to the agency for use of private property for public uses. Records may include maps or other exhibits. SEE ALSO: Easements, Unrecorded; and Temporary Access/Construction Easement Records. Minimum retention: Permanent.
7. (7) Fee Records: Series documents billing and collection of fees or assessments for instruments received for recording. SEE ALSO: Billing Rate Establishment Records. Minimum retention: 3 years.
8. (8) Filed but Not Recorded Records: Series documents records that are required to be filed but not recorded with the county clerk. Records may include quarantine orders, lost property notices, affidavits of publication, failed or rejected petitions, meeting notices, and hearing notices. Minimum retention: 2 years.
9. (9) General Index (Direct and Indirect): Series documents the statutory requirement to create a direct and indirect index of recorded instruments at least once per year. Minimum retention: Permanent.
10. (10) Lien Instruments: Series documents orders or warrants assessing a civil penalty issued by state or federal agencies or others. Records may include other liens such as construction liens, chattel liens, and hospital liens which may not be included in the County Clerk Lien Record. Minimum retention: (a) County Clerk Lien Record, permanent; (b) Other Statutory Lien Records, 10 years.
11. (11) Marriage Records: Series documents licenses issued and solemnization of marriages. Records may include (Oregon Public Health Division, Center for Health Statistics) Record of Marriage, Consent to the Marriage of a Minor, Affidavit that there is no Parent or Guardian in Oregon, Waiver of Waiting Period, and related documentation. Also may include the copy of the marriage license if the County Clerk performed the ceremony. Minimum retention: Permanent.
12. (12) Miscellaneous Recordings (Not Authorized by Statute): Series documents recordings of various instruments not authorized by statute. Examples of records currently filed in this series include: not notarized earnest money agreements, personal documents, legal instruments, and other miscellaneous writings. Minimum retention: (a) Records created prior to 1965, permanent; (b) All other records, 10 years.
13. (13) Mortgage Instruments: Series documents conveyance of lands to secure the payment of a debt. Records may include mortgages, trust deeds, weatherization liens, senior citizen tax deferrals, Uniform Commercial Code (UCC) filings, and related documentation. Minimum retention: Permanent.
14. (14) Municipal Corporation Claims: Series documents description of property in which a municipal corporation claims assessment liens for local improvement. Minimum retention: 6 years after satisfaction.
15. (15) Oaths of Office: Series contains signed oaths taken by various elected and appointed officials before discharging duties of office. Minimum retention: 6 years after most recent oath expired.
16. (16) Orders: Series documents orders issued by the agency. Records may include provisions of county code, adoption or amendment of rules, declarations, and executive orders. Minimum retention: Permanent.
17. (17) Property or Goods Finders Records: Series documents requirement that a person who finds money or goods valued at $250 or more must give notice in writing to the County Clerk. Minimum retention: 2 years.
18. (18) Property Value Appeals Board Meeting Records: Series documents the proceedings of the Property Value Appeals Board (formerly the Board of Property Tax Appeals). Records may include copies of appointment orders, oaths of office, verifications of training, delegations of legal counsel, affidavits of publication, records of appointment of board appraisers, agendas, presented evidence, authorizations to represent, defective petition notices, copy of hearing notice mailed to petitioner, recommendations and orders made by the board, and meeting minutes. Minimum retention: 6 years.
19. (19) Public Recordings (Authorized by Statute): Series documents recordings of various instruments authorized by statute for the purpose of making a public record. This series may be referred to as the Book of Records. Minimum retention: Permanent.
20. (20) Records Management Records: Series documents the authorized retention, scheduling, inventory, and disposition of agency public records. Records may include records retention schedules, inventory worksheets, schedule authorizations, procedure guidelines, transmittals, destruction authorizations, reports, and related documentation. Minimum retention: (a) Destruction records, 25 years; (b) Index/Finding aid records, until superseded or obsolete; (c) Filing System records, 5 years after superseded or abolished; (d) All other records, 5 years after superseded or obsolete.
21. (21) Special District Records: Series documents the formation, merger, operation, and dissolution of special districts within the county. Records may include ordinances, orders, formation records, annexations, maps, petitions, and assessments required to be filed in the Office of County Clerk. Minimum retention: Permanent.
22. (22) Undeliverable Recorded Instruments: Series documents recordings returned as undeliverable. Minimum retention: 1 year.

Statutory/Other Authority

ORS 192.005–192.170 & ORS 357.805–357.895

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 1-2014, f. & cert. ef. 2-25-14
OSA 4-2004, f. & cert. ef. 9-1-04