Or. Admin. Code § 166-200-0265 - Contracts

Contracts document the solicitation, negotiation and purchasing goods and services for cities and employees.

(1) Collective Bargaining - Minimum retention:

(a) Contracts and minutes, retain 75 years after contract expires;

(b) Other records, retain 6 years after contract expires.

(2) Competitive Bid Records - Minimum retention:

(a) Accepted city improvement bids 10 years after substantial completion [as defined by ORS 12.135(3)];

(b) All other accepted bids 6 years after bid awarded or canceled;

(c) Rejected bids and bid exemptions, retain 2 years.

(3) Contracts and Agreements - Minimum retention:

(a) Collective bargaining contract records, retain 75 years after contract expires;

(b) Construction contract records, retain 10 years after substantial completion;

(c) All other contract records, retain 6 years after expiration.

(4) Franchise Records - Minimum retention: 6 years after expiration.

(5) Insurance Policy Records - Minimum retention:

(a) Group employee health and life, property, and liability insurance, retain 75 years after expiration if no claims pending;

(b) All other insurance records, retain 6 years after expiration if no claims pending.

(6) Lease Records - Minimum retention:

(a) Leases denied or not completed, retain 2 years;

(b) All other leases, retain 6 years after expiration.

(7) Rental and Loan Records - Minimum retention: 3 years.

Notes

Or. Admin. Code § 166-200-0265

OSA 2-2014, f. & cert. ef. 8-7-14; OSA 14-2018, minor correction filed 11/28/2018, effective 11/28/2018

Statutory/Other Authority: ORS 192 & 357

Statutes/Other Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895