1. (1) Agency Asset, Equipment, and Property Records: Series documents property and equipment owned and/or maintained by an agency. Records may include manuals and specifications, service and repair records, work orders, damaged or stolen asset records, asset disposition records, risk, real property, and transfer reports, money and negotiable securities reports, general risk surveys, lease agreements, and warranties. Retention: (a) Retain equipment maintenance records 1 year after equipment disposed of, destroy; (b) Retain all other records 4 years, destroy.
2. (2) Asset Inventory Records: Series documents the capitalized and expendable assets of the agency. Examples of capitalized assets may include buildings, real estate, infrastructure assets, vehicles, equipment, furniture, and information technology. Examples of expendable assets include office supplies and other small office purchases. This series applies to routine property control inventories. Retention: (a) Retain records of capitalized assets 3 years after disposal or replacement of asset, destroy; (b) Retain records of expendable assets 3 years, destroy.
3. (3) Building Records: Series documents the original construction or remodeling of state-owned or leased facilities. Records may include original blueprints and floor plans, as-builts, electrical, plumbing, and HVAC plans, documentation of remodeling and major repairs, engineering blueprints, and documentation of all work that alters the structure’s floor plan, stability, or systems. SEE ALSO: Information System Wiring Records. Retention: (a) Retain records for state-owned facilities for the life of the structure, destroy; (b) Retain records for leased facilities 6 years after expiration of lease, destroy.
4. (4) Chemical Inventories: Series documents chemicals in use by an agency for purposes of maintaining safety standards (29 CFR 1910). SEE ALSO: Master Material Safety Data Records. Retention: Retain 30 years, destroy.
5. (5) Hazardous Substance Employer Survey Records: Series documents the locations and quantities of hazardous chemicals and the individuals responsible for the handling of specific hazardous chemicals housed by an agency. This survey is required by the State Fire Marshal pursuant to ORS 453.317. The State Fire Marshal maintains the statewide record copy. Retention: Retain until superseded or obsolete, destroy.
6. (6) Master Material Safety Data Records: Series documents all hazardous chemicals currently used and held by an agency. Records may include hazardous materials safety data sheets, safety instructions, and emergency instructions. Retention: Retain until superseded or chemical no longer in use, destroy.
7. (7) Pesticide Application Records: Series documents the application of pesticides to agency buildings or grounds as required by the Oregon Department of Agriculture (ODA) under ORS 634. Records may include pesticide applicator license information and records relating to the agency’s use of the specific pesticide. Retention: Retain 3 years after report submitted to ODA, destroy.
8. (8) Vehicle Records: Series documents the purchase, maintenance, and disposition of an agency’s fleet vehicles. Records may include purchase records, maintenance and repair records, vehicle registration logs, gas card issuance logs, gas slips, and related documentation. SEE ALSO: Vehicle Accident Records. Retention: (a) Retain daily vehicle inspection records 3 years, destroy; (b) Retain all other records 2 years after disposition of vehicle, destroy.

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 2-2025, amend filed 05/29/2025, effective 05/29/2025
OSA 5-2002, f. & cert. ef. 10-14-02
OSA 1-1999, f. & cert. ef. 2-4-99, Renumbered from 166-304-0010
OSA 9-1998, f. & cert. ef. 12-30-98
OSA 3-1996, f. 4-9-96, cert. ef. 4-15-96
OSA 2-1995, f. & cert. ef. 5-25-95