Or. Admin. Code § 166-010-0018 - State Records Center
The State Records Center accepts records for storage under the following conditions:
(1) Only state
agencies with approved records retention schedules can store records at the
State Records Center.
(2) Official
custody of the records transferred to the State Records Center remains with the
state agency from which they were received or its legal successor.
(3) Prior approval is required for state
agencies to transfer public records to the State Records Center. These
transfers will be completed according to procedures, criteria and standards
established by the State Archivist which are available on request.
(4) Requests from the depositing state agency
for records or information stored at the state Records Center shall be made by
mail or fax, and only by authorized personnel. Phone requests are not
accepted.
(5) Deliveries to state
agencies of public records as requested will be made as follows:
(a) Deliveries will be made through the
Central Mail Service of the Department of Administrative Services to state
agencies served by that Department.
(b) Postal service will be used for
deliveries to state agencies which are not served by the Central Mail Service
at the expense of the depositing agency.
(c) Under special circumstances, the agency
may make prior arrangements with the staff of the State Records Center to go to
the State Records Center to pick up their request.
(5) A state agency may request or authorize
the loan or return of public records in its official custody from the State
Records Center as follows:
(a) Loans of
individual files or boxes may be made and a follow-up system for loaned public
records will be observed.
(b) All
requests for loan or return of public records in the State Records Center must
originate from authorized personnel of the state agency which has official
custody of the public records.
(c)
A state agency must authorize in writing the State Records Center to loan or
transfer public records in its official custody to another agency.
(6) Storage fees for the State
Records Center are based on a biennial assessment and are listed in the State
Price List.
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895
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