General Record Category Type of Record Retention Period OAR #
Administrative Reports Records Periodic Statistical Reports Permanent until superceded or obsolete 166-475-0010(1)
Administrative Reports Records Summarized Statistical Reports Permanent until superceded or obsolete 166-475-0010(1)
Administrative Reports Records Reports From Other Units Permanent until superceded or obsolete 166-475-0010(1)
Administrative Reports Records Other Working Papers Permanent until superceded or obsolete 166-475-0010(1)
Administrative Reports Records Final Annual Reports Permanent until superceded or obsolete 166-475-0010(1)
Administrative Reports Records Related Documentation and Correspondance Permanent until superceded or obsolete 166-475-0010(1)
Administrative Rules Records Notices of Rule Making with Hearing Notices which are published in the Oregon Bulletin 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Documentation of Rule Change Hearings which may include notes, transcriptions, summaries, and tapes 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Reports to initiators of changes regarding outcome 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Final Rules 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Reports of Action to the State Administrative Rules Section including Certificates and Orders for Filing Permanent Administrative rules with the Secretary of State 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Notices of Proposed Adoption including statements on statutory authority, need/principle, documents relied upon, and statement of fiscal impact 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Lists of Proposed Fee Schedules 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Reviewer's Comments 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Administrative Review Reports 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Meeting Notes from the Secretary of State Legislative Council about OAR review meetings 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Check-Off Lists 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Test of Old Rule With Strike Outs and Changes 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Indices to OAR Revisions 10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Department of Justice Memos  10 years after repeal of the rule, destroy 166-475-0010(2)
Administrative Rules Records Related Correspondance 10 years after repeal of the rule, destroy 166-475-0010(2)
Advisory Board Records Meeting Minutes Permanent 166-475-0010(3)
Advisory Board Records Agendas Permanent 166-475-0010(3)
Advisory Board Records Reports Permanent 166-475-0010(3)
Advisory Board Records Notes 3 years 166-475-0010(3)
Advisory Board Records Working Papers 3 years 166-475-0010(3)
Advisory Board Records Audio Recordings  3 years 166-475-0010(3)
Advisory Board Records Transcriptions  3 years 166-475-0010(3)
Advisory Board Records Related documentation and correspondence Permanent 166-475-0010(3)
Agency Relations Records Reports 6 years 166-475-0010(4)
Agency Relations Records Copies of Publications 6 years 166-475-0010(4)
Agency Relations Records Minutes 6 years 166-475-0010(4)
Agency Relations Records Background Information 6 years 166-475-0010(4)
Agency Relations Records Related Documentation and Correspondence 6 years 166-475-0010(4)
Association and Organization Advisory Records Promotional Information 3 years 166-475-0010(5)
Association and Organization Advisory Records Rules and Regulations 3 years 166-475-0010(5)
Association and Organization Advisory Records Reports 3 years 166-475-0010(5)
Association and Organization Advisory Records Proposals and Planning Records 3 years 166-475-0010(5)
Association and Organization Advisory Records Workshop and Conference Records 3 years 166-475-0010(5)
Association and Organization Advisory Records Surveys and Questionnaires 3 years 166-475-0010(5)
Association and Organization Advisory Records Minutes 3 years 166-475-0010(5)
Association and Organization Advisory Records Related Documentation and Correspondence 3 years 166-475-0010(5)
Attorney General Opinions Records Opinions and Related Documentation and Correspondence 10 years  166-475-0010(6)
Audit Records Audit Reports 20 years 166-475-0010(7)
Audit Records Written Responses how recommended changes will be implemented 7 years 166-475-0010(7)
Audit Records Related Documentation and Correspondence 7 years 166-475-0010(7)
Awards Records Applications 1 year 166-475-0010(8)
Awards Records Nomination Letters 1 year 166-475-0010(8)
Awards Records Eligibility Terms and Selection Criteria Permanent 166-475-0010(8)
Awards Records Recommendations 1 year 166-475-0010(8)
Awards Records Transcripts 1 year 166-475-0010(8)
Awards Records Letters of Award Notification or Denial Permanent 166-475-0010(8)
Awards Records Letters Accepting or Declining Awards 1 year 166-475-0010(8)
Awards Records Summary Lists of Winners Permanent 166-475-0010(8)
Awards Records Biographies of Winners Permanent 166-475-0010(8)
Awards Records Demonstration of Need Documentation 1 year 166-475-0010(8)
Awards Records Newspaper Clippings and Press Releases Permanent 166-475-0010(8)
Awards Records Award History and Information on Funding Sources Permanent 166-475-0010(8)
Awards Records Related Documentation and Correspondence 1 year 166-475-0010(8)
Committee Records  Agendas Permanent 166-475-0010(9)
Committee Records  Meeting Minutes Permanent 166-475-0010(9)
Committee Records  Reports Permanent 166-475-0010(9)
Committee Records  Notes 2 years 166-475-0010(9)
Committee Records  Working Papers 2 years 166-475-0010(9)
Committee Records  Related Documentation and Correspondence Permanent 166-475-0010(9)
Committee Records  All other records of Faculty Senate Committees 10 years 166-475-0010(9)
Cooperative Program Records Information on Requirement and Application Procedures Permanent 166-475-0010(10)
Cooperative Program Records Applications and Eligibility Certificates 6 years after expiration 166-475-0010(10)
Cooperative Program Records Committee Minutes Permanent 166-475-0010(10)
Cooperative Program Records Meeting Agendas Permanent 166-475-0010(10)
Cooperative Program Records Working Papers 6 years after expiration 166-475-0010(10)
Cooperative Program Records Memo of Interpretation and Understanding Permanent 166-475-0010(10)
Cooperative Program Records Fiscal Records 6 years after expiration 166-475-0010(10)
Cooperative Program Records Related Documentation and Correspondence 6 years after expiration 166-475-0010(10)
Correspondence Records Letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, information about contracts, purchases, grants, personnel, and particular projects or programs Retain as needed 166-475-0010(11)
Crisis or Disaster Records Diaries; logs; reports; photographs; notes which indicate or document what happened, when, and where; related documentation and correspondence Permanent 166-475-0010(12)
Daily Broadcast Logs Records Log sheets showing time signed on and off; any delays in broadcasting; engineer’s name; announcer’s name; technical difficulties; and digital broadcast records 2 years 166-475-0010(13)
Daily Logs Records Staff Daily Schedules, work logs, appointment information and desk calendars 1 year 166-475-0010(14)
Data Input Forms Records service requests, such as work orders and mailing orders; surveys; instructor evaluations; tests; and other forms Until input and  verified 166-475-0010(15)
Election Records Ballots, tabulations, and related documentation 1 year 166-475-0010(16)
Emergency Board Request Records Requests, schedules and agendas, exhibits, organizational charts, testimony summaries, fiscal analysis, legislative progress reports, revenue projections, reclassification plans, presentation drafts, performance measures, and correspondence. 5 years 166-475-0010(17)
Faculty Senate Records Meeting Notes/Minutes Permanent 166-475-0010(18)
Faculty Senate Records Studies Permanent 166-475-0010(18)
Faculty Senate Records Recommendations Permanent 166-475-0010(18)
Faculty Senate Records Resolutions and Enactments Permanent 166-475-0010(18)
Faculty Senate Records Reports Permanent 166-475-0010(18)
Faculty Senate Records Agendas Permanent 166-475-0010(18)
Faculty Senate Records Working Papers Permanent 166-475-0010(18)
Faculty Senate Records Related Documentation and Correspondence Permanent 166-475-0010(18)
Freedom of Information (FOIA)/Public Records Written correspondence inquiries from the public received by the University approved requests 5 year; denied requests 5 years after last action 166-475-0010(19)
Freedom of Information (FOIA)/Public Records Written and dated responses issued by the University approved requests 5 year; denied requests 5 years after last action 166-475-0010(19)
Freedom of Information (FOIA)/Public Records Notes and memoranda made in drafting responses to these inquiries approved requests 5 year; denied requests 5 years after last action 166-475-0010(19)
Freedom of Information (FOIA)/Public Records Initials of official approving release of information approved requests 5 year; denied requests 5 years after last action 166-475-0010(19)
Gifts Records Award Guidelines 5 years 166-475-0010(20)
Gifts Records Letters and agreements of gifts Permanent 166-475-0010(20)
Gifts Records Copies of Request Instruments and wills from individuals or estates Permanent 166-475-0010(20)
Gifts Records Financial statements and reports, including records of fund disbursements 5 years 166-475-0010(20)
Gifts Records Related Documentation and Correspondence Permanent 166-475-0010(20)
Grievance Records Notices of grievance 3 years after resolution 166-475-0010(21)
Grievance Records Informal discussion notes 3 years after resolution 166-475-0010(21)
Grievance Records Grievance responses 3 years after resolution 166-475-0010(21)
Grievance Records Formal hearing notes (including audio files) 3 years after resolution 166-475-0010(21)
Grievance Records Final summary statements 3 years after resolution 166-475-0010(21)
Grievance Records Appeals documentation  3 years after resolution 166-475-0010(21)
Grievance Records Related Documentation and Correspondence 3 years after resolution 166-475-0010(21)
Institutional Accreditation Records Self-evaluation reports Permanent 166-475-0010(22)
Institutional Accreditation Records Final reports sent to accreditation organization Permanent 166-475-0010(22)
Institutional Accreditation Records Statistical data Permanent 166-475-0010(22)
Institutional Accreditation Records Working papers Permanent 166-475-0010(22)
Institutional Accreditation Records NASC evaluation report Permanent 166-475-0010(22)
Institutional Accreditation Records Related Documentation and Correspondence Permanent 166-475-0010(22)
Institutional Addresses and Statements Records Final copies Permanent 166-475-0010(23)
Institutional Addresses and Statements Records Audio or video recordings of the speech presentation Permanent 166-475-0010(23)
Institutional Addresses and Statements Records Drafts 5 years 166-475-0010(23)
Institutional Addresses and Statements Records Source materials 5 years 166-475-0010(23)
Institutional Addresses and Statements Records Working Papers 5 years 166-475-0010(23)
Institutional Cooperation and Relations Records Copies of budget reports 6 years 166-475-0010(24)
Institutional Cooperation and Relations Records Activity Reports Permanent 166-475-0010(24)
Institutional Cooperation and Relations Records Proposals Permanent 166-475-0010(24)
Institutional Cooperation and Relations Records Planning documents Permanent 166-475-0010(24)
Institutional Cooperation and Relations Records Agreements and memoranda of understanding 6 years 166-475-0010(24)
Institutional Cooperation and Relations Records Publicity and newspaper clippings Permanent 166-475-0010(24)
Institutional Cooperation and Relations Records Policy statements Permanent 166-475-0010(24)
Institutional Cooperation and Relations Records Working papers 6 years 166-475-0010(24)
Institutional Cooperation and Relations Records Related Documentation and Correspondence 6 years 166-475-0010(24)
Institutional Planning Records Instructions from the president; provosts; and/or vice provost explaining the nature and purpose of the requested strategic planning effort Permanent 166-475-0010(25)
Institutional Planning Records Internal planning committee materials 20 years 166-475-0010(25)
Institutional Planning Records Statement of objectives and goals as developed by college or unit chairs and administrators Permanent 166-475-0010(25)
Institutional Planning Records proposals Permanent 166-475-0010(25)
Institutional Planning Records strategic planning reports Permanent 166-475-0010(25)
Institutional Planning Records surveys, activity reports 20 years 166-475-0010(25)
Institutional Planning Records informational materials 20 years 166-475-0010(25)
Institutional Planning Records Working Papers 20 years 166-475-0010(25)
Institutional Planning Records Related Documentation and Correspondence 20 years 166-475-0010(25)
Institutional Survey and Reporting Records HEGIS and IPEDS completed forms for salary, tenure and fringe-benefit of full time instructional faculty Permanent 166-475-0010(26)
Institutional Survey and Reporting Records Financial statistics of institutional of higher education (IPEDS-F-1) Permanent 166-475-0010(26)
Institutional Survey and Reporting Records Finance FY (G50-14P-F) Permanent 166-475-0010(26)
Institutional Survey and Reporting Records Salaries of full time instructional faculty (G50-14P-SA) Permanent 166-475-0010(26)
Institutional Survey and Reporting Records IPEDS total institutional activity (G50-14P-EA) Permanent 166-475-0010(26)
Institutional Survey and Reporting Records Institutional Characteristics form (G50-14P-IC) Permanent 166-475-0010(26)
Institutional Survey and Reporting Records Enrollment in occupationally specific programs (G50-14P-IF) Permanent 166-475-0010(26)
Institutional Survey and Reporting Records Completions for the year reports (program ICR) Permanent 166-475-0010(26)
Institutional Survey and Reporting Records AAUP (MEA-22) Permanent 166-475-0010(26)
Institutional Survey and Reporting Records Degrees and other formal awards conferred (NC form 2300-2.1A) Permanent 166-475-0010(26)
Institutional Survey and Reporting Records Fall enrollment in institutions of higher education (NC form 2300-2.3A) Permanent 166-475-0010(26)
Institutional Survey and Reporting Records OCCD degrees granted in post secondary institutions in Oregon reports Permanent 166-475-0010(26)
Institutional Survey and Reporting Records Degrees awarded by Oregon's degree granting colleges and Universities reports AAUP summary reports Permanent 166-475-0010(26)
Institutional Survey and Reporting Records Related working papers and correspondence 10 years 166-475-0010(26)
Intramural Sports Program Records Rosters 5 years after superseded for program records; 2 years for individual student records 166-475-0010(27)
Intramural Sports Program Records Applications 5 years after superseded for program records; 2 years for individual student records 166-475-0010(27)
Intramural Sports Program Records Enrollment records 5 years after superseded for program records; 2 years for individual student records 166-475-0010(27)
Intramural Sports Program Records Activity records 5 years after superseded for program records; 2 years for individual student records 166-475-0010(27)
Intramural Sports Program Records Related correspondence 5 years after superseded for program records; 2 years for individual student records 166-475-0010(27)
Lectures and Lecture Series Records Lecture committee notes Permanent 166-475-0010(28)
Lectures and Lecture Series Records Memoranda and planning materials Permanent 166-475-0010(28)
Lectures and Lecture Series Records Information on funding 10 years 166-475-0010(28)
Lectures and Lecture Series Records Financial support and honoraria records  10 years 166-475-0010(28)
Lectures and Lecture Series Records Patron information 10 years 166-475-0010(28)
Lectures and Lecture Series Records Programs and announcements Permanent 166-475-0010(28)
Lectures and Lecture Series Records Information on catering arrangements 10 years 166-475-0010(28)
Lectures and Lecture Series Records News releases Permanent 166-475-0010(28)
Lectures and Lecture Series Records Recordings and transcripts Permanent 166-475-0010(28)
Lectures and Lecture Series Records Photographs Permanent 166-475-0010(28)
Lectures and Lecture Series Records Video recordings Permanent 166-475-0010(28)
Lectures and Lecture Series Records Related Documentation and Correspondence 10 years 166-475-0010(28)
Legal Case Records Affirmative action conflicts resulting in major policy modification Permanent 166-475-0010(29)
Legal Case Records Salary disputes resulting in major policy modification Permanent 166-475-0010(29)
Legal Case Records Differences in interpretation of contract language resulting in major policy modification Permanent 166-475-0010(29)
Legal Case Records Affirmative action NOT resulting in major policy modification 6 years after final decision 166-475-0010(29)
Legal Case Records Salary disputes NOT resulting in major policy modification 6 years after final decision 166-475-0010(29)
Legal Case Records Differences in interpretation of contract language NOT resulting in major policy modification 6 years after final decision 166-475-0010(29)
Legislative Relations Records OUS Bill review and tracking forms 2 years 166-475-0010(30)
Legislative Relations Records Bill tracking reports 2 years 166-475-0010(30)
Legislative Relations Records Notes 2 years 166-475-0010(30)
Legislative Relations Records Copies of pending or approved legislation 2 years 166-475-0010(30)
Legislative Relations Records Working Papers 2 years 166-475-0010(30)
Legislative Relations Records Related Documentation and Correspondence 2 years 166-475-0010(30)
Lobbyist Records Lobbyist registration statement forms 5 years after last activity 166-475-0010(31)
Lobbyist Records Lobbyist termination form 5 years after last activity 166-475-0010(31)
Lobbyist Records Lobbyist expenditure report forms 5 years after last activity 166-475-0010(31)
Lobbyist Records Oregon Government standards & practices commission's guide to lobbying in Oregon 5 years after last activity 166-475-0010(31)
Lobbyist Records Lobbyist listings and salary information and related documentation 5 years after last activity 166-475-0010(31)
Notary Public Records OUS may retain log books by agreement with the notary public after their separation from OUS employment 7 years after date of commission expiration 166-475-0010(32)
OUS and OSHBE Relations Records Minutes Permanent 166-475-0010(33)
OUS and OSHBE Relations Records Agendas Permanent 166-475-0010(33)
OUS and OSHBE Relations Records Budget reports Permanent until superceded or obsolete 166-475-0010(33)
OUS and OSHBE Relations Records Dockets Permanent until superceded or obsolete 166-475-0010(33)
OUS and OSHBE Relations Records Notes 1 year 166-475-0010(33)
OUS and OSHBE Relations Records Activity Reports Permanent until superceded or obsolete 166-475-0010(33)
OUS and OSHBE Relations Records Proposals Permanent until superceded or obsolete 166-475-0010(33)
OUS and OSHBE Relations Records Fee booklets Permanent until superceded or obsolete 166-475-0010(33)
OUS and OSHBE Relations Records Newsletters Permanent until superceded or obsolete 166-475-0010(33)
OUS and OSHBE Relations Records Memos 1 year 166-475-0010(33)
OUS and OSHBE Relations Records Related Documentation and Correspondence 1 year 166-475-0010(33)
Policies and Procedures Records Mission and policy statements Retain final policy and/or procedure permanently 166-475-0010(34)
Policies and Procedures Records Planning documents outlining responsibilities and goals 1 year after policy and/or procedure adopted 166-475-0010(34)
Policies and Procedures Records Organizational charts 1 year after policy and/or procedure adopted 166-475-0010(34)
Policies and Procedures Records Publications preparation guidelines 1 year after policy and/or procedure adopted 166-475-0010(34)
Policies and Procedures Records Emergency procedures 1 year after policy and/or procedure adopted 166-475-0010(34)
Policies and Procedures Records Job descriptions 1 year after policy and/or procedure adopted 166-475-0010(34)
Policies and Procedures Records Guides for office procedures which often include completed samples of all forms 1 year after policy and/or procedure adopted 166-475-0010(34)
Policies and Procedures Records Handbooks 1 year after policy and/or procedure adopted 166-475-0010(34)
Policies and Procedures Records Desk manuals 1 year after policy and/or procedure adopted 166-475-0010(34)
Policies and Procedures Records Related Documentation and Correspondence 1 year after policy and/or procedure adopted 166-475-0010(34)
Professional Accreditation Records Self-evaluation reports Permanent 166-475-0010(35)
Professional Accreditation Records Final reports sent to accreditation organization Permanent 166-475-0010(35)
Professional Accreditation Records Statistical data 2 accreditation cycles 166-475-0010(35)
Professional Accreditation Records Working Papers 2 accreditation cycles 166-475-0010(35)
Professional Accreditation Records Accreditation organization evaluation report Permanent 166-475-0010(35)
Professional Accreditation Records Related Documentation and Correspondence 2 accreditation cycles 166-475-0010(35)
Professional Membership Records Applications for membership 6 years 166-475-0010(36)
Professional Membership Records Certification of membership 6 years 166-475-0010(36)
Professional Membership Records Documentation of activities 6 years 166-475-0010(36)
Professional Membership Records Related correspondence 6 years 166-475-0010(36)
Radio and Television License Records FCC applications 10 years after expiration of license 166-475-0010(37)
Radio and Television License Records Licenses and contracts 10 years after expiration of license 166-475-0010(37)
Radio and Television License Records Related correspondence 10 years after expiration of license 166-475-0010(37)
Signature Authorizations Records Date, name, sample signature, position data, remarks and conditions 6 years after authorization expires 166-475-0010(38)
Special Activity Records Arrangement documentation 3 years 166-475-0010(39)
Special Activity Records Working Papers 3 years 166-475-0010(39)
Special Activity Records Questionnaires 3 years 166-475-0010(39)
Special Activity Records Survey forms 3 years 166-475-0010(39)
Special Activity Records Study designs Permanent 166-475-0010(39)
Special Activity Records Reports Permanent for final report; 3 years for all others 166-475-0010(39)
Special Activity Records Related Documentation and Correspondence 3 years 166-475-0010(39)
Special Event Records Materials on planning and arrangements Permanent 166-475-0010(40)
Special Event Records Reports Permanent 166-475-0010(40)
Special Event Records Promotional and publicity materials Permanent 166-475-0010(40)
Special Event Records Press releases and news clippings Permanent 166-475-0010(40)
Special Event Records Photographs Permanent 166-475-0010(40)
Special Event Records Video recordings Permanent 166-475-0010(40)
Special Event Records Presentation materials and handouts Permanent 166-475-0010(40)
Special Event Records Schedules of speakers and activities Permanent 166-475-0010(40)
Special Event Records Registration and attendance lists 2 years 166-475-0010(40)
Special Event Records Participant evaluations 2 years 166-475-0010(40)
Special Event Records Related Documentation and Correspondence 2 years 166-475-0010(40)
Staff Meeting Records Meeting notes/minutes Permanent 166-475-0010(41)
Staff Meeting Records Reports Permanent 166-475-0010(41)
Staff Meeting Records Working Papers 4 years 166-475-0010(41)
Staff Meeting Records Agendas Permanent 166-475-0010(41)
Staff Meeting Records Related Documentation and Correspondence 4 years 166-475-0010(41)
Vehicle Use Authorization and Request Records Private vehicle safety certification forms 1 year after superseded or obsolete 166-475-0010(42)
Vehicle Use Authorization and Request Records Private vehicle certificate lists 1 year after superseded or obsolete 166-475-0010(42)
Vehicle Use Authorization and Request Records Driver authorizations for students and non-employees 1 year after superseded or obsolete 166-475-0010(42)
Vehicle Use Authorization and Request Records Related Documentation and Correspondence 1 year after superseded or obsolete 166-475-0010(42)
Visiting Scholar Program Records Advertisements 4 years 166-475-0010(43)
Visiting Scholar Program Records Applicant data Permanent 166-475-0010(43)
Visiting Scholar Program Records Arrangements and schedules 4 years 166-475-0010(43)
Visiting Scholar Program Records Publicity and newspaper clippings Permanent 166-475-0010(43)
Visiting Scholar Program Records Presentation transcripts or published works Permanent 166-475-0010(43)
Visiting Scholar Program Records Scholars activities documentation including audio recordings Permanent 166-475-0010(43)
Visiting Scholar Program Records Related Documentation and Correspondence 4 years 166-475-0010(43)