1. (1) City Vehicle Accident Records: Series documents accidents involving city 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 the Legal section for retention; (b) If not litigated, 10 years.
2. (2) 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].
3. (3) Contractor Performance and Surety Bond Records: Series documents the posting of performance guarantees or surety bonds by contractors performing work for the city, 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 city improvement project, 10 years after substantial completion [as defined by ORS 12.135]; (b) All other bond records, 6 years after expiration.
4. (4) 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.
5. (5) Hazard Communications Program Records: Series documents city 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 Minimum retention: 30 years after superseded or obsolete.
6. (6) Injury Reports, Public Use: Series documents injuries sustained by non-employees on city property such as parks, swimming pools, libraries, and senior centers. Minimum retention: (a) If claim filed, see Liability Claim Records in this section for retention; (b) If no claim filed, 3 years.
7. (7) Insurance Policy Records: Series documents the terms and conditions of insurance policies between the city 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.
8. (8) Liability Claim Records: Series documents various types of liability claims filed against the city for personal injury, property damage, motor vehicle accident, false arrest, and others. 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.
9. (9) Liability Waiver Records: Series documents the release of the city from liability related to various activities that include citizen involvement including participating in city sponsored activities.  Minimum retention: 3 years.
10. (10) Mitigation Program Records: Series documents the establishment and maintenance of the city mitigation program, plans, and procedures. Records may include mitigation plans and strategies, policies, procedures, seismic surveys and structural upgrade records of city 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.
11. (11) 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 OR-OSHA logs and summaries, claims summary reports, status reports, financial reports, and related documentation. SEE ALSO: Workers' Compensation Claim Records; and Employee Medical Records. Minimum retention: 6 years.
12. (12) Property Damage Records: Series documents damage to city 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 Legal section for retention; (b) If not litigated, 10 years after date of last action.
13. (13) Risk Factor Evaluation Records: Series documents the assessment of various risk factors for a city. 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.
14. (14) Safety Program Records: Series documents the city's program to promote a safe work environment for its employees. 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. Minimum retention: (a) Safety policies, plans, and procedures, 5 years after superseded; (b) Inspection reports, evaluations, and recommendations, 10 years; (c) All other records, 3 years.
15. (15) Workers' Compensation Claim Records: Series documents the processing of individual employee claims of job-related injuries or illnesses. Records may include claim disposition notices, claim reporting and status forms, injury reports, determination orders, insurance premium documentation, 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 and the related subsequent medical condition of the employee, see Employee Medical Records in the Personnel section; (b) All other records, 6 years after claim closed or final action.

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