1. (1) Contractor Liability Insurance Verification Records: Series documents letters or certificates of coverage provided by insurance companies declaring that specific contractors are covered by appropriate liability insurance. Minimum retention: 10 years after substantial completion [as defined by ORS 12.135].
2. (2) Contractor Performance and Surety Bond Records: Series documents the posting of performance guarantees or surety bonds by contractors performing work for the agency, or residents for situations involving code violation correction assurances. Records may include letters, certificates, copies of bonds, checks, and related documentation. Minimum retention: (a) If related to county or special district improvement project, 10 years after substantial completion [as defined by ORS 12.135]; (b) All other bond records, 6 years after expiration.
3. (3) Employee Bond Records: Series documents the posting of fidelity, performance, or position bonds to guarantee the honest and faithful performance of elected officials, individual employees, or groups of employees. Minimum retention: 6 years after expiration.
4. (4) Hazard Communications Program Records: Series documents participation in the Hazard Communications Program as required by the Oregon Occupational Safety and Health Administration (OR-OSHA). Records may include plans, reports, and material safety data sheets (MSDS). Minimum retention: 30 years after superseded or obsolete.
5. (5) Hazardous Substance Employer Survey Records: Series documents the locations, quantities, and individuals responsible for specific hazardous chemicals housed by an agency. This record is sent to the State Fire Marshal pursuant to ORS 453.317. Records may include hazardous chemical compositions, lot numbers, and emergency disposition instructions. Minimum retention: Until superseded or obsolete.
6. (6) Incident Reports: Series documents incidents which result in an investigation of fraud. Records may include investigation report, correspondence documenting the incident, and resolution/final determination. Minimum retention: 5 years.
7. (7) Injury Reports, Public Use: Series documents injuries sustained by non-employees on agency property such as parks, courthouses, libraries, and administrative buildings. Minimum retention: (a) If claim filed, see Liability Claim Records; (b) If no claim filed, 3 years.
8. (8) Insurance Fund Claims: Series documents requests for payment of insurance claims from insurers. Records may include Auto/Liability/Property Claim Reports, estimates of repairs, accident reports, police reports, and related documentation. Minimum retention: 5 years after claim paid or denied.
9. (9) Insurance Policy Records: Series documents the terms and conditions of insurance policies between the agency and insurers. Records may include policies, endorsements, rate change notices, agent of record, and related documentation. Minimum retention: (a) Group employee health and life, property, and liability insurance, 75 years after expiration if no claims pending; (b) All other insurance records, 6 years after expiration if no claims pending.
10. (10) Liability Claim Records: Series documents various types of liability claims filed against the agency. Records may include reports, photographs, summaries, reviews, notices, audio and video recordings, transcriptions of recorded statements, memoranda, and related documentation. SEE ALSO: Civil and Criminal Case Files. Minimum retention: (a) If action taken, 10 years after case closed, dismissed, or date of last action; (b) If no action taken, 10 years.
11. (11) Liability Waiver Records: Series documents the release of the agency from liability related to various activities that include citizen involvement including participating in agency sponsored activities. Minimum retention: 3 years.
12. (12) Mitigation Program Records: Series documents the establishment and maintenance of agency mitigation programs, plans, and procedures. Records may include mitigation plans and strategies, policies, procedures, seismic surveys and structural upgrade records of agency facilities, project reports, hazard mitigation grant records, and related documentation. Minimum retention: (a) Adopted plans, permanent; (b) All other records, for the life of the structure.
13. (13) Occupational Injury and Illness Records: Series documents occupational injuries and illnesses, as required by the Oregon Occupational Safety and Health Administration (OR-OSHA). Records may include logs and summaries, serious injury reports, injury cost reports, annual occupational injuries and illnesses surveys, and related documentation. SEE ALSO: Workers’ Compensation Claim Records; and Employee Medical Records. Minimum retention: 6 years.
14. (14) Personnel Accident Incident Reports: Series documents reports of employee accidents to agency supervisors. Records may include SAIF accident reports, accident reports, occupational injury report and investigation, and employee identification and physical assessment form. Minimum retention: 10 years after case closed.
15. (15) Property Damage Records: Series documents damage to agency property such as signs, trees, picnic tables, buildings, fountains, and fences. Records may include reports, photographs, and related documentation. SEE ALSO: Incident Case Files for related vandalism records; and Flood Plain Permit Records. Minimum retention: (a) If litigated, see Civil and Criminal Case Files in the Counsel section for retention; (b) If not litigated, 10 years after date of last action.
16. (16) Risk Factor Evaluation Records: Series documents the assessment of various risk factors for an agency. Records may include surveys, safety audit and inspection reports, real property reports, policy manuals, insurance coverage analyses, and related documentation. Minimum retention: (a) Records documenting the formation or change of policy, permanent; (b) All other records, 5 years.
17. (17) Safety Inspection and Compliance Records: Series provides a record of safety inspections and documents agency compliance with federal, state, and local safety regulations. Records may include reports on building, fire alarm system, elevator, boiler, transit, and construction inspections performed by state and local agencies, as well as citations received by the agency, and related documentation. Minimum retention: 10 years.
18. (18) Safety Program Records: Series documents the agency’s program to promote safety on agency-owned property and systems. Records may include safety policies, plans and procedures, workplace safety committee records, reports on inspections conducted by the safety officer, evacuation rosters and reports, and related documentation. SEE ALSO: Engineering Project Technical Records. Minimum retention: (a) Safety policies, plans, and procedures, 5 years after superseded or obsolete; (b) Inspection reports, evaluations, and recommendations, 10 years; (c) All other records, 3 years.
19. (19) Vehicle Accident Records: Series documents accidents involving agency vehicles. Records may include dispatch reports, motor vehicle accident reports, photographs, and related documentation. Minimum retention: (a) If litigated, see Civil and Criminal Case Files in Counsel section; (b) If not litigated, 10 years.
20. (20) Workers’ Compensation Claim Records: Series documents the processing of individual employee claims of job related injuries or illnesses, but not those describing actual medical conditions. Records may include claim disposition notices, claim reporting and status forms, injury reports, determination orders, insurance premium data, hearing requests, safety citations, inspection reports, medical status updates and reports, investigation reports, reimbursement and payment records, and related documentation. Minimum retention: (a) Records describing injuries and illnesses, see Employee Medical Records in the Personnel Records section; (b) All other records, 6 years after claim closed or final action.

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 3-2012, f. & cert. ef. 10-29-12
OSA 4-2004, f. & cert. ef. 9-1-04