1. (1) Exhibit Records: Series documents the planning, development, installation, and maintenance of temporary and permanent on-site and off-site exhibitions, research of materials and objects, and publication of exhibits. Records may include exhibit contracts, design and installation records, permanent and temporary exhibit inventory listings, exhibit catalogs, art catalogs, photographs, exhibit scheduling records, brochures, research records, price lists, and related documentation. SEE ALSO: Asset, Equipment, and Property Records. Minimum retention: (a) Brochures, exhibit catalogs, installation photographs and slides, and inventory lists, permanent; (b) All other records, 10 years after exhibit ends or is removed.
2. (2) Loans and Collections Insurance Records: Series documents insurance coverage as part of risk management for museum collections and loan objects. Records may include insurance policies, riders, certificates of insurance, damage and loss claims, reports, and related documentation. Minimum retention: (a) Damage loss and claim records, 5 years after claim paid and resolved; (b) All other records, 5 years after superseded or expired.
3. (3) Museum and Historical Society Annual Reports: Series documents the primary functional activities and accomplishments of the museum and historical society for the previous year. Minimum retention: Permanent.
4. (4) Museum and Historical Society Board Member Personnel Records: Series documents the appointment or election and subsequent personnel actions for board members. Records may include appointment letters, resumes, applications, personnel action forms, job descriptions, and employee data sheets. Minimum retention: 10 years after final term expires.
5. (5) Museum and Historical Society Board of Directors Records: Series documents the activities and decisions of the board responsible for governing museum and historical society operations or for advising its operations. Records may include minutes, agendas, audio and video recordings, Board Committee records, constitution and by-laws, intergovernmental agreements, organization charts, and draft and approved budgets. Minimum retention: (a) Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in agency records), permanent; (b) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes; (c) Exhibits not pertinent to minutes, 5 years.
6. (6) Museum and Historical Society Committee Records: Series documents the activities, decisions, and reports of staff committees that oversee or advise programs or functions of the museum and historical society. Records may include committee agendas, minutes, proposed budgets, reports, and related documentation. Minimum retention: 10 years.
7. (7) Museum and Historical Society Copyright and Reproduction Records: Series documents the activities, policies, and procedures related to copyright ownership and reproduction of museum owned objects and publications, and of the museum’s use of items owned by other organizations. Series also documents agreements with other parties for private or commercial use, reproduction, publication and sale of written materials and photographs of museum owned objects and publications. Records may include reproduction, resale, and publication policies and procedures, contracts and agreements, use restriction forms, photograph release forms, photographic service request forms, requests for permission to reproduce or publish photographs or documents, fee schedules, work orders for purchase of printed materials, and related documentation. Minimum retention: (a) Fee schedules and work orders, 3 years; (b) All other records, 5 years after superseded or expired.
8. (8) Museum and Historical Society Development Program Records: Series documents administration of the museum and historical society development program for the raising of funds and other resources for support of the organization and its programs through cultivation of individual, corporate, government and foundation support, special events, and the pursual of grants. Records may include publicity and promotion records, reports, budgets, grant records, fund raising event and project records, records of gifts in kind and financial donations, mailing lists, bulk mailing records, and related documentation. Minimum retention: (a) Endowment records, 10 years after funds disbursed and account audited; (b) All other records, 5 years.
9. (9) Museum and Historical Society Director’s Records: Series documents the administrative activities of the museum director such as executive leadership of the organization, financial and personnel management, policy development, budget development and approval, public contact, and lobbying. Records may include correspondence, memos, policies, statistical and narrative reports, draft budgets, and financial reports. Minimum retention: 5 years.
10. (10) Museum and Historical Society Member Records: Series documents administration of the museum and historical society’s membership program and the status of its membership. Records may include publicity and promotion records, individual member records, membership rosters, reports, membership drive records, mailing lists, bulk mailing records, and related documentation. Minimum retention: (a) Individual member records, 5 years after membership ends; (b) Address changes, until entered and verified; (c) All other records, 5 years.
11. (11) Museum and Historical Society Research Inquiry and Response Records: Series documents research requests received and responses provided by museum staff.  Minimum retention: 1 year.
12. (12) Permanent Collection Records: Series documents the accession, use, care, maintenance, storage, and disposition of objects in the permanent collection. Series also provides a record of deaccession of objects no longer in the collection. Records may include acquisition and deaccession policies and procedures, appraisal and authenticity records, accession and catalog worksheets, catalog records, accession records, deaccession records, deeds of gift, donor records, temporary custody receipts, inventory and location records, condition/conservation records, photographs of objects, collections use records, library shelf lists and finding aids, and related documentation. Minimum retention: (a) Catalog worksheets, until entered in catalog records and verified; (b) Inventory and location records, until superseded or obsolete; (c) Temporary custody receipts, until accessioned, or disposition of object; (d) All other records, permanent.
13. (13) Temporary Loan Records: Series documents the processing and documentation of incoming objects loaned from outside sources and objects being loaned out from the permanent collection. Records may include policies and procedures, loan requests and agreements, facilities reports, insurance records, descriptions of objects received or loaned out, inspection and conditions reports, acknowledgments and receipts, lender lists, photographs and video recordings of objects, inventory listings, deeds of gift, packing and shipping records, damage reports, and related documentation. Records may also include U.S. and foreign customs forms. Minimum retention: (a) Policies, procedures, and facility reports, 2 years after superseded or obsolete; (b) All other records, 5 years after object returned or insurance claim paid.

Statutes/Other Implemented

ORS 192.005–192.170 & 357.805–357.895

History

OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 3-2012, f. & cert. ef. 10-29-12
OSA 4-2004, f. & cert. ef. 9-1-04