1. (1) Civil Case Files: Series documents cases heard in the Justice Court relating to small claims and civil filings. Records may include original charge, filing of plaintiff, hearing records, satisfaction, penalty bio-sheet, records of payment, correspondence, motions, judgments, orders, and petitions. Minimum retention: (a) Records prior to 1940, permanent; (b) Records after 1940, 6 years as long as there is no outstanding judgment.
2. (2) Couples Counseling/Mediation Client Files: Series documents the counseling and mediation process for couples experiencing marital problems or who have formally filed for separation or dissolution. Records may include information on couples’ history, financial information, session notes, reports to the Court, if applicable, and summarizations of any agreements reached by the couple through mediation. Minimum retention: 6 years after completion of counseling/mediation sessions or dissolution of marriage.
3. (3) Criminal Case Files: Series documents cases heard in the Justice Court relating to misdemeanors, criminal felonies arraigned and if in custody, and violations. Records may include original charge, filing of plaintiff, hearing records, satisfaction, penalty bio-sheet, records of payment, correspondence, motions, judgments, orders, and petitions. Minimum retention: (a) Records prior to 1940, permanent; (b) Records after 1940, 6 years as long as there is no outstanding judgment.
4. (4) Dockets: Series documents the tracking of cases through the Justice Court. Minimum retention: (a) Records prior to 1940, permanent; (b) Records after 1940, 6 years as long as there is no outstanding judgment.
5. (5) Marriage Records: Series documents licenses issued and solemnization of marriages by the Justice Court. 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. The official copy of the marriage license is filed with the county clerk. Minimum retention: (a) Clerk’s copy, permanent; (b) Court copy, 1 year after filed with the clerk; (c) Licenses issued but not filed, 1 year.
6. (6) Parent Education Client Files: Series documents the classes for parents who file for divorce or separation or changes in custody or visitation. Records may include payment history, class attendance information, and copy of completion certificate. Minimum retention: 6 years after class completion.
7. (7) Search Warrant Records: Series documents an official order issued by the Justice Court to legally search private property to aid in the investigation of law enforcement officials. Minimum retention: 2 years after warrant served or recalled by the court.
8. (8) Traffic Citation Records: Series documents the full payment of traffic fines in court. Records may include citations and receipts. Minimum retention: 3 years after citation paid in full.
9. (9) Youth and Family Mediation Case Records: Series documents mediation provided to families and youths for conflict resolution. Records may include family and youth backgrounds and histories, any criminal histories, mediator session and case notes and reports, and court reports if applicable. Minimum retention: Until youth(s) reach 21 years of age.

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