- (1) Appointment Records: Series documents appointments to boards, commissions, advisory boards, or other task forces. Records may include applications, interviews, and related documentation. Minimum retention: (a) Mayor or city council appointments, permanent; (b) Other appointments, 6 years after separation; (c) Application materials not leading to an appointment, 1 year.
- (2) Legislative Tracking Records: Series documents records monitoring federal or state legislation affecting the city. Records may include copies of bills, reports, position papers, impact statements, meeting notes, and related documentation. Minimum retention: 4 years.
- (3) Proclamations: Series documents statements issued by the mayor or city manager on matters affecting the city, usually dedications, openings, and other ceremonial occasions. Minimum retention: (a) Proclamations requested by outside groups or organizations, 1 year; (b) All other proclamations, permanent.
- (4) Sister City Records: Series documents the city participation in sister programs with cities in other countries. Records may include minutes, agendas, ceremonial agreements, proclamations, exchange visit records, expense statements, audio/visual media, and related documentation. Note: In some cities, non-public groups are responsible for sister city arrangements and events. Minimum retention: (a) Ceremonial agreements, permanent; (b) Financial records, 3 years.
- (5) State of the City Addresses: Series documents annual addresses by the mayor or city manager reviewing accomplishments of the preceding year and stating goals for the next year. These records may be maintained in complete form in the council minutes. Minimum retention: Permanent.
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