Or. Admin. Code § 166-300-0045 - Risk Management Records
(1)
Communicable Disease Contact Tracing Records: Series documents the
movement of employees, volunteers, and visitors at government sponsored
activities or government facilities, not otherwise covered by Visitor Logs, or
liability waivers. Includes documentation for any disease for which there is a
public health risk and need to track. Records may include screening
information, sign-in sheets, contact information such as names and addresses,
and related documentation. Note: Agencies may be required to transfer tracing
data to Oregon Health Authority (OHA) or County Public Health departments in
the event of an epidemic or pandemic. For records documenting individual cases
of communicable disease among employees, see Employee Medical Records.
Retention:
(a)
Retain
logs involved in an active contact tracing event 30
days or until resolution of event, whichever is longer,
destroy;
(b)
Retain
all other logs 30 days, destroy.
(2)
Emergency Response Plans and
Procedures Records: Series documents the development, testing,
implementation, and updating of agency plans and procedures for operations
during and following an emergency or disaster. Records may include disaster
preparedness and business resumption plans, procedures to follow in response to
specific situations, and related documentation. Retention: Retain until
superseded or obsolete, destroy.
(3)
Employee Hazard Exposure
Records: Series documents an employee's exposure to hazardous conditions
such as chemicals, toxic substances, blood-borne pathogens, biological agents,
bacteria, viruses, fungi, radiation, noise, dust, heat, cold, vibration,
repetitive motion, or other dangerous work-related conditions. Records may
include hearing test records, radiation measurement records, blood test or
other laboratory results, incident reports, first-aid records, X-rays,
workstation air sampling reports, and related documentation. SEE ALSO: Employee
Medical Records. Retention:
(a)
Retain noise exposure measurement records 2 years (29 CFR
1910.95), destroy;
(b)
Retain audiometric test records
until employee separation (29 CFR 1910.95),
destroy;
(c)
Retain all
other hazard exposure records 30 years after employee separation (29 CFR
1910.1020),
destroy.
(4)
Incident Report Records: Series documents employee or non-employee
accident and injury incidents that occur in the workplace, regardless of
whether the incident results in a claim. Records may include incident reports,
occupational injury report and investigation records, employee identification
and physical assessment forms, and related documentation. SEE ALSO: Employee
Hazard Exposure Records. Retention:
(a)
If incident results in a claim
transfer to appropriate claim file;
(b)
If no claim results retain 10
years, destroy;
(c)
If
incident involves employee hazard exposure retain 30 years after employee
separation (29 CFR
1910.1020), destroy.
(5)
Insurance Fund Claim
Records: Series documents requests for payment of insurance claims from
Department of Administrative Services Risk Management Division. Records may
include Auto/Liability (Tort)/Property Claim Reports, estimates of repairs,
accident reports, police reports, and related documentation. The Department of
Administrative Services Risk Management Division maintains the statewide record
copy. Retention: Retain 4 years after claim paid or denied,
destroy.
(6)
Occupational Injury and Illness Records: Series documents
occupational injuries and illnesses which occur in the workplace and provides
information required by the Oregon Occupational Safety and Health
Administration (OR-OSHA). Records may include logs and summaries of recordable
occupational injuries and illnesses, OSHA Form 200, supplementary records and
OSHA Form 301, serious injury reports, injury cost reports, annual occupational
injury and illness summaries and other surveys, and related documentation.
Retention: Retain 5 years following the year to which they relate,
destroy.
(7)
Risk
Factor Evaluation Records: Series documents the assessment of various
risk factors for an agency and may also be used to identify hazards and risks
for use in emergency preparedness and response planning. Records may include
worksheets, annual Department of Administrative Services Risk Management
Division reports and supplemental information, insurance coverage and premium
data, restoration fund inventory reports, policy manuals, property transfer
reports, self-insurance manuals, real property reports, money and negotiable
securities reports, general risk surveys, and related documentation.
Retention: Retain 4 years, destroy.
(8)
Safety Compliance and Inspection
Records: Series documents an agency's compliance with state and local
safety regulations, determined as a result of a complaint or through periodic
safety inspections by OR-OSHA, State Fire Marshal, and other state or local
agency inspectors. Records may include inspection reports on buildings
(including inspections of fire alarm and security systems, elevators, and
boilers), complaints, citations, notices of penalties, correction orders,
follow-up actions, extension notices, variance records, and related
documentation. Retention: Retain 10 years, destroy.
(9)
Safety Program Records:
Series documents an agency'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.
Retention:
(a)
Retain
safety policies, plans, and procedures 5 years after superseded,
destroy;
(b)
Retain
inspection reports and workplace safety committee minutes, agendas, reports,
evaluations, and recommendations 10 years, destroy;
(c)
Retain all other safety program
records 5 years, destroy.
(10)
State Accident Insurance Fund
(SAIF) Claim Records: Series documents job-related injury and illness
compensation claims made by agency employees to the State Accident Insurance
Fund and the resulting claim disposition. Records may include injury reports
(WCD Form 801), notices of claim acceptance or denial, determination orders,
medical reports, notices of closure, employer's payroll reports, agency's copy
of Workers Compensation Board hearing transcripts, Board Orders, claim
disposition agreement documents, agency investigation reports, appeal letters,
vocational rehabilitation records, legal documents, and related documentation.
Retention: Retain 6 years after final disposition of claim,
destroy.
(11)
Vehicle
Accident Records: Series documents accidents involving state-owned
vehicles. Records may include state claim forms, photographs, accident reports,
repair estimates, and related documentation. The Department of Administrative
Services maintains the statewide record copy of the Claim Form. SEE ALSO:
Insurance Fund Claim Records. Retention: Retain 4 years,
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
State regulations are updated quarterly; we currently have two versions available. Below is a comparison between our most recent version and the prior quarterly release. More comparison features will be added as we have more versions to compare.
(1)Emergency Response Plans and Procedures Records document the development, testing, implementation, and updating of agency plans and procedures for operations during and following emergency or disaster. Records may include but are not limited to disaster preparedness and business resumption plans, procedures to follow in response to specific situations, and correspondence. (Retention: Retain until superseded or obsolete, destroy).
(2)Hazard Exposure Records Records document an individual employee's exposure to hazardous conditions such as chemicals, toxic substances, blood-borne pathogens, biological agents, bacteria, virus, fungus, radiation, noise, dust, heat, cold, vibration, repetitive motion, or other dangerous work related conditions. These records are not personnel records and should be maintained in an Employee Medical File. Records may include but are not limited to hearing test records, radiation measurement records, blood test or other laboratory results, incident reports, first-aid records, X-rays, work station air sampling reports, and correspondence. SEE ALSO Employee Medical Records in the Personnel Records section. (Retention:
(a) Retain noise exposure measurement records: 2 years (29 CFR 1910.95), destroy;
(b) Retain audiometric test records: until employee separation (29 CFR 1910.95), destroy;
(c) Retain all other hazard exposure records: 30 years after employee separation (29 CFR 1910.1020), destroy).
(3)Incident Reports Records document employee or non-employee accident and injury incidents that occur in the workplace. Incidents may or may not result in a claim. Records may include but are not limited to incident reports, occupational injury report and investigation records, employee identification and physical assessment forms, and related documentation and correspondence. SEE ALSO Hazard Exposure Records in this section. (Retention:
(a) If incident results in a claim: transfer to appropriate claim file;
(b) If no claim results: retain 10 years, destroy;
(c) If incident involves employee hazard exposure: retain 30 years after employee separation (29 CFR 1910.1020), destroy).
(4)Insurance Fund Claim Records Records document requests for payment of insurance claims from Department of Administrative Services, Risk Management Division. Records may include but are not limited to Auto/Liability (Tort)/Property Claim Reports, estimates of repairs, accident reports, police reports, and correspondence. The Department of Administrative Services, Risk Management Division maintains the statewide record copy. (Retention: Retain 4 years after claim paid or denied, destroy).
(5)Occupational Injury and Illness Records Records documents occupational injuries and illnesses which occur in the workplace and provides information required by the Oregon Occupational Safety and Health Administration (OR-OSHA). Records may include but are not limited to logs and summaries of recordable occupational injuries and illnesses, OSHA Form 200, supplementary records and OSHA Form 101, serious injury reports, injury cost reports, annual occupational injury and illness summaries and other surveys, and correspondence. (Retention: Retain 5 years following the year to which they relate, destroy).
(6)Risk Factor Evaluation Records Records document the assessment of various risk factors for an agency to determine appropriate insurance needs. They may also be used to identify hazards and risks for use in emergency preparedness and response planning. Records may include but are not limited to worksheets, annual Department of Administrative Services, Risk Management Division reports and supplemental information, insurance coverage and premium data, restoration fund inventory reports, policy manuals, property transfer reports, self insurance manuals, real property reports, money and negotiable securities reports, general risk surveys, and correspondence. (Retention: Retain 4 years, destroy).
(7)Safety Compliance and Inspection Records Records document the agency 's compliance with state and local safety regulations which is usually determined as a result of a complaint or through periodic safety inspections by OR-OSHA, State Fire Marshal, and other state or local agency inspectors. Records may include but are not limited to inspection reports on buildings (including inspections of fire alarm and security systems, elevators, and boilers), complaints, citations, notices of penalties, correction orders, follow-up actions, extension notices, variance records, and related documentation and correspondence. (Retention: Retain 10 years, destroy).
(8)Safety Program Records Records document the agency 's program to promote a safe work environment for its employees. Records may include but are not limited to safety policies, plans and procedures, workplace safety committee records, reports on inspections conducted by the safety officer, evacuation rosters and reports, and related documentation and correspondence. (Retention:
(a) Retain safety policies, plans, and procedures: 5 years after superseded, destroy;
(b) Retain inspection reports and workplace safety committee minutes, agendas, reports, evaluations, and recommendations: 10 years, destroy;
(c) Retain all other safety program records: 5 years, destroy).
(9)State Accident Insurance Fund (SAIF) Claim Records Records document job-related injury and illness compensation claims made by agency employees to the State Accident Insurance Fund and the resulting claim disposition. Records may include but are not limited to injury reports (WCD Form 801), notices of claim acceptance or denial, determination orders, medical reports, notices of closure, employer's payroll reports, Workers Compensation Board hearing transcripts, Board Orders, claim disposition agreement documents, agency investigation reports, appeal letters, vocational rehabilitation records, legal documents, and correspondence. (Retention: Retain 6 years after final disposition of claim, destroy).
(10)Vehicle Accident Records Records document accidents involving state-owned vehicles. Records may include but are not limited to state claim form, photographs, accident reports, repair estimates, and memoranda. The Department of Administrative Services, Risk Management Division maintains the statewide record copy of the Claim Form. (Retention: Retain 4 years, destroy).
Notes
Stat. Auth.: ORS 192 & ORS 357
Stats. Implemented: ORS 192.005 - ORS 192.170 & ORS 357.805 - ORS 357.895