Or. Admin. Code § 166-300-0017 - Board and Commission Records
(1)
Appeal
and Review Records: Series documents reviews of decisions made by the
board or commission or appeals to the board or commission concerning decisions
made by state agencies, local governments, or special districts. Records may
include narrative history or description of case, minutes and testimony,
exhibits, reports and findings of fact, final orders, opinions, conclusions, or
decisions, audio and video recordings, working files, hearing schedules and
lists of participants, and related documentation. Retention:
(a)
Retain case files 25 years after
case closed, destroy;
(b)
Retain working files until case is closed, destroy;
(c)
Retain audio and video recordings 5
years or until transcribed, whichever comes first,
destroy.
(2)
Board and Commission Formation and Organizational Records: Series
documents the formation and organization of the board or commission. Records
may include by-laws, position and policy statements, mission and goal
statements, rules and regulations, work plans, and related documentation.
Retention: Retain permanently, transfer to State Archives after 10
years.
(3)
Board and
Commission Meeting Records: Series documents the official proceedings of
the board, commission, council, or other similarly named group subject to
public meeting requirements. Records may include agendas, minutes, meeting
notices, items for board action, contested case hearings schedules, committee
reports, exhibits, and related documentation. Records may also include audio
and video recordings of meetings used to prepare summaries.
Retention:
(a)
Retain
minutes permanently, transfer to State Archives after 10
years;
(b)
Retain
audio and video recordings 1 year after minutes approved, destroy, if no
minutes approved recordings are treated as minutes;
(c)
Retain all other records 5 years,
destroy.
(4)
Board and Commission Reports and Studies: Series documents
findings, assessments, recommendations, research activities, studies,
accomplishments, goals, and other activities of the board or commission.
Records may include project evaluation reports, public surveys, program or plan
summaries, progress or performance reports, biennial, annual, or monthly
reports, workload studies, photographs, monitoring reports, needs assessment
studies, project outlines and schedules, administrative histories, statistics,
working papers and drafts, and related documentation. Note: Reports and studies
may be considered publications and may be subject to Oregon State Library
depository requirements described in ORS
357.090. Retention:
(a)
Retain final reports and studies 10
years, destroy;
(b)
Retain working papers, background documentation, and draft material 3
years after final document produced or longer if required by statute or
regulation, destroy.
(5)
Commodity Assessment
Records: Series documents the assessment of fees to handlers, growers,
and processors of agricultural products to fund the production and market
research, educational, and promotional activities of the agricultural commodity
commission. Records include the amount produced or processed and the
commission's assessment per unit of production. Records also include the report
sent to the United States Census Bureau on a quarterly basis of the assessment
amounts collected from the growers and processors. Retention: Retain 10
years, destroy.
(6)
Commodity Promotion Records: Series documents the activities of
the agricultural commodity commission to promote the marketing and sale of
agricultural commodities. Records may include circulars, advertisements,
seminar reports, trip records, promotional statistical reports, marketing
budgets, special events records, press releases, and related documentation.
Retention:
(a)
Retain trip
records, marketing budgets, and press releases 10 years,
destroy;
(b)
Retail
all other records permanently, transfer to State Archives after 10
years.
(7)
Complaint and Investigation Records, Establishment: Series
documents non-judicial investigations of complaints brought against
establishments, alleging violation of laws and administrative rules that govern
operation of the establishment. Records may include description of complaint,
case files, legal notices and orders, hearing records, audio and video
recordings and transcripts, license and certificate records, exhibits,
investigative reports, working notes and files, investigation committee
records, minutes and agendas, and related documentation.
Retention:
(a)
Retain
records for unsubstantiated complaints or complaints not leading to
investigation 3 years, destroy;
(b)
Retain all other records 10 years
after investigation is closed, destroy.
(8)
Complaint and Investigation
Records, Individual: Series documents non-judicial investigations of
complaints brought against licensed and unlicensed individuals alleging
professional practice violations and any resulting disciplinary actions. Types
of complaints may include alleged violations of laws, rules or ethical
standards, negligence, practicing outside scope of activities to which the
individual is licensed, title violations, breach of confidentiality, and
incompetence. Records may include investigation records, complaint forms,
narrative description of complaint, complaint log, complaint disposition,
hearings and appeals records, audio and video recordings, disciplinary actions
such as suspension or revocation, and related documentation.
Retention:
(a)
Retain
records for unsubstantiated complaints or complaints not leading to
investigation 3 years, destroy;
(b)
Retain audio and video recordings
involved in investigations 4 years or until transcribed, whichever comes first,
destroy;
(c)
Retain
all other records 25 years after investigation is closed,
destroy.
(9)
Crop Production and Acreage Records: Series documents the number
of acres devoted to production of an agricultural commodity and the amount of
production. Records may include crop production register, acreage survey, and
related documentation. Retention: Retain 5 years,
destroy.
(10)
Education Program Review Records: Series documents the review of
public and private educational programs, including college and university
certification programs, to determine if licensure requirements, continuing
education standards, or teacher certification requirements are being met.
Records may include reports from the college about faculty, students, and
curriculum, catalogs, self-study evaluations, lists of accredited schools,
course listings and descriptions, program descriptions and literature, seminar
and workshop agendas, and related documentation. Retention: Retain 5
years, destroy.
(11)
Examination and Administration Records: Series documents the
administration of license examinations by the licensing board, by an outside
examination service, or by a national board. Records may include examination
order sheets, sign-in sheets, draft and final copies of exams, sample exams
with answers, examination booklets, and related documentation. SEE ALSO:
Licensing Records, Establishment; and Licensing Records, Individual.
Retention: Retain 10 years, destroy.
(12)
Incomplete License Application
Records: Series documents the application process that was initiated by
an establishment or individual but never completed by the applicant. Records
may include incomplete, pending, inactive, withdrawn, or denied status
applications. Retention: Retain 1 year, destroy.
(13)
Inspection Records,
Establishment: Series documents inspections of establishments to ensure
compliance with laws and administrative rules that govern operation of the
establishment. Records may include inspection ledgers, completed inspection
forms, advertisements, contracts, corporation history, inspection reports,
equipment checks, and related documentation. Retention: Retain 5 years
after most recent inspection, destroy.
(14)
Licensing Records,
Establishment: Series documents the application process and licensure
history of establishments regulated by state law and administrative rule.
Records may include license and certificate records, applications, inspection
reports, background investigations, staff resumes, reports, lists of licensed
establishments, and related documentation. Retention:
(a)
Retain cemetery, crematory,
mortuary, and immediate disposition facility records permanently, transfer to
State Archives after administrative need ends;
(b)
Retain other establishments'
records 5 years after license expires, is revoked, or becomes inactive,
destroy.
(15)
Licensing Records, Individual: Series documents the process of
licensing individuals who have met the professional standards of the applicable
licensing board. Series may include applications, renewal notices, copies of
licenses or temporary permits, certificate of education or college transcripts,
verification of national or out-of-state licensure, examination scores, license
audit records, verification of work and supervisory experience, resumes,
continuing education records, and related documentation. Retention:
Retain records 5 years after license has lapsed, is revoked, or becomes
inactive, destroy.
Notes
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
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