The General Schedule is applicable to the institutional service
records of community colleges. Retention periods apply to the official copy of
all public records, regardless of medium or physical format, created or stored
by the above specified agencies. Please note the exceptions to this General
Schedule listed in OAR 166-030-0027 before disposing of records.
(1)Mail, Copy, and Print Services
Account Records: Records document the processing and clearing of
accounts for mail, copy, and print services. Records may include but are not
limited to account summaries of outgoing postage charged to departments;
periodic reporting of charges to college accounts for printing and copy
services; payment of charges; and related documentation. Records may be
referred to the business office for collection and servicing of accounts.
(Minimum retention: Copy machine accounts: three years; Other accounts: one
year).
(2)Postal and Shipping
Records: Records document the mailing, shipping, and receipt of items by
the U. S. Postal Service, UPS, Federal Express, and other private carriers.
Records may include but are not limited to delivery receipts; receipt
verification notebooks; incoming and outgoing certified, registered, insured,
or express mail records; outgoing and upkeep records; and related
documentation. (Minimum retention: three years).
(3)Work Orders Records: Records
document requests and authorizations for needed services and/or repairs to
college property and equipment. Records may include but are not limited to copy
center, printing, photography, microfilming requests and work orders; telephone
service and installation requests and change orders; maintenance and repair
authorizations; and related correspondence and documentation. (Minimum
retention: one year).
