1. (1) Certified Election Results: Series documents election results for General, Primary, Emergency, and Special Elections. Records may include abstract of votes or record of elections as reported to the city by the county elections office, and certification by County Clerk. Minimum retention: Permanent.
2. (2) City Candidate or Ballot Measure Election Filings: Series documents all necessary papers required to be filed by a candidate or governing body for primary, general, emergency, and special elections. Records may include petitions of nomination, declarations of candidacy, certifications of nomination, filing forms for city and county voters' pamphlet, notices of measure election, and withdrawals of candidates. Minimum retention: 4 years.
3. (3) Election - Initiative, Referendum, and Recall Records: Series documents the initiative, referendum, and recall process by which voters propose laws and amendments to the State Constitution, refer an act of the Legislature or other governing body to a vote of the electorate, or recall a public official. Records may include petitions, signature sheets, summaries of signature verification, text of proposed law, amendment, or response from public official. Minimum retention: (a) Signature verification records for all petitions, 6 years; (b) Signature sheets, if measure approved, 6 years after election; (c) Signature sheets, if measure not approved, 90 days after election or 90 days after signature submission deadline; (d) Petition records if qualified to ballot, permanent; (e) Petition records if not qualified to ballot, 6 years.
4. (4) Election Legal Notices and Publications: Series documents required pre-election legal notices by the city. Records may include publication of ballot title and notice of election. Minimum retention: 4 years.
5. (5) Poll Books, Pre-1931: Series documents issuance of ballots to eligible voters in an election. Records may include oaths of Election Board members and certificates of registration. Minimum retention: Permanent.
6. (6) Voters Pamphlet Records: Series documents the compilation, publication, and distribution of the City Voters' Pamphlet for primary, general, and statewide special elections. Minimum retention: (a) 1 copy of Voter Pamphlet, permanent; (b) Pamphlet preparation records, 4 years after election.

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 3-2025, adopt filed 07/03/2025, effective 07/03/2025