1. (1) Food Handlers Registration Records: Series documents the registration of food handlers such as cooks, chefs, waiters, and cafeteria workers. Minimum retention: 1 year after expiration or non-renewal of registration.
2. (2) Franchised Service Provider Case File Records: Series documents the issuance of certificates for franchised garbage haulers providing services for medical or bio-hazard material, hazardous material, or municipal waste; special services; or recyclers. Records may include applications, bonds, maps of service area, and related documentation. Minimum retention: 3 years after expiration of franchise.
3. (3) Franchised Service Provider Financial Review Records: Series documents the annual or periodic review of financial records of franchised sanitation and waste management service providers. Records may include statistical reports on customers, materials processed, labor, financial balances, and related documentation. The report and recommendations for proposed new or changed rates are forwarded to the Solid Waste Advisory Committee and the County Board of Commissioners. Minimum retention: 8 years.
4. (4) Franchised Service Provider Performance Review Records: Series documents the periodic performance review of holders of franchised sanitation and waste management service provider certificates. Records may include complaints, inspections, reports, recommendations, and related documentation. A copy of the report is forwarded to the Solid Waste Advisory Committee. Minimum retention: 3 years after expiration of franchise.
5. (5) Land Fill Case File Records: Series documents the regulation and certification of landfills. Records may include certificates, site plans, site assessments, operations plans, regulations or material to accept, special recommendations, violations, franchise fee records, and related documentation. Records also may include a periodic review of landfills; a report which is forwarded to the Solid Waste Advisory Committee (SWAC); Oregon Department of Environmental Quality (DEQ) site plans, operational plans, and permits; correspondence with DEQ concerning compliance conditions; and land fill records monitoring ground water, surface water, land fill gas, and storm water according to federal regulations. Minimum retention: (a) Periodic review and report to SWAC, 5 years; (b) Case files for sites not chosen, 15 years; (c) Case files for all other sites, 30 years after closure.
6. (6) Ordinance Violation Records (Code Enforcement): Series documents reported violations of agency ordinance or code. Examples include environmental concerns, waste and refuse complaints, nuisances, and other non-traffic violations. Records may include citations, complaints, warrants, police reports, subpoenas, and related documentation. SEE ALSO: Building Code Compliance and Violation Records. Minimum retention: (a) Citations issued, 5 years after case closed; (b) Records of citations not issued, 1 year after date of last action.
7. (7) Private Well Water Sample Records: Series documents the analysis of water samples collected from private wells. A copy of the laboratory report may be attached to the report. Minimum retention: 1 year.
8. (8) Public Facilities Sanitation Records: Series documents the inspection and licensing of public facilities such as swimming pools; restaurants; school and daycare food services; tourist and travelers facilities; vending facilities including mobile units, commissaries, vending machines, and warehouses; and profit and non-profit temporary restaurants. Records may include applications, inspection reports, copies of the licenses issued, plan review, and related documentation. A copy of each license is forwarded to the Oregon Public Health Division. Minimum retention: (a) Temporary restaurants, 1 year after date of event; (b) Closed facilities, 2 years after closure; (c) Other facilities, 7 years.
9. (9) Regulation Violation and Challenge Records: Series documents the violations and challenges to regulations concerning franchises, haulers and collectors, and flow control. Series may include reports, complaints, inspections and assessments of the site and of records, the citation, and related documentation. Minimum retention: 5 years.
10. (10) Septic System Sanitation Records: Series documents subsurface, individual sewage disposal (septic) systems. Records may include application, building site inspection report, site map, site evaluation, construction permit and application, plot plan, approval or denial of permit, copy of permit, repair and alteration permits, and related documentation. Minimum retention: 20 years after abandonment notification.
11. (11) Special and Hazardous Waste Records: Series documents the activities of programs to handle special and hazardous waste materials such as petroleum contaminated soil, industrial wastes, manufacturing by-products and wastes, chemical spills and spill cleanup material, and medical wastes. Records may include case files for special wastes that have been accepted for disposal, and rules, ordinances, regulations, criteria, and standards adopted by the agency for the control and acceptance of special and hazardous wastes. Minimum retention: 30 years.
12. (12) Waste Management Annual Plans and Reports: Series documents annual plans, implementation goals, and identified objectives designed to meet state and regional mandates concerning landfills; disposal and transfer stations; hauling and collection of wastes; recycling including waste reduction, refuse, composting, and resource recovery; and regulations. Series also documents annual reports to state and local entities and biannual reports to the Environmental Protection Agency (EPA) documenting the program or primary functional activities and accomplishments of the office for the previous year.  Minimum retention: (a) Annual Reports, 50 years; (b) Annual Plans, 20 years.

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 4-2004, f. & cert. ef. 9-1-04