- (1) Civil and Criminal Case Files: Series documents civil and criminal cases filed by or against the city, and prosecution of criminal cases by the city attorney’s office. Records may include complaints, summons, investigations, citations, law enforcement reports, driving records, subpoenas, motions, pleadings, judgments, and related documentation. SEE ALSO: Liability Claim Records. Minimum retention: 10 years after case closed, dismissed, or date of last action.
- (2) Civil Forfeiture and Asset Seizure Files Records: Series documents cases involving seizure of assets for civil forfeiture. Records may include police reports, City Attorney notes, legal pleadings and notices, descriptions and pictures of property and/or cash, and Asset Forfeiture Oversight Advisory Committee forms and reports. Minimum retention: 5 years after case resolution.
- (3) Dispute Resolution Records: Series documents personnel disputes resolved through mediation or arbitration instead of pursuing action through the court system. Records may include pleadings, investigation reports, dispositions, and related documentation. SEE ALSO: Personnel Records. Minimum retention: 3 years.
- (4) Land Use Board of Appeals (LUBA) Case Files: Series documents land use decisions made by the city that have been appealed to and reviewed by the Land Use Board of Appeals. Records may include staff reports, land use orders, pleadings, briefs, and related documentation. Minimum retention: 10 years after final decision.
- (5) Legal Opinions: Series documents opinions and/or interpretations issued by the city attorney to elected officials, bureaus, commissions, and other agencies or bodies. Minimum retention: (a) Formal opinions, permanent; (b) Informal opinions, 10 years.
- (6) Tort Claim Records: Series documents notices given to the city of potential suits against it, and the city response to such notices. Note: ORS 30.275 defines limitations and time frames required for tort claims and actions surrounding them. Minimum retention: 3 years after claim closed.
- (7) Victim/Witness Assistance Program Records: Series documents the administration of victim/witness assistance programs. Records may include reports, activity logs, expense statements, records documenting state action, and related documentation. Minimum retention: 5 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 3-2025, adopt filed 07/03/2025, effective 07/03/2025