Frequently Asked Questions
Why create records retention schedules?
Oregon state and local governments produce a staggering
amount and variety of records. Some of these need to be kept
long-term for legal, fiscal, administrative, or historical
reasons. Others may be disposed of relatively quickly after
their usefulness has expired. A government's records are an
important resource both to the agency and the general
public. Information needs to be managed with the same care,
concern, and skill as any other key asset.
What are records retention schedules?
Records retention schedules are lists and descriptions of
public records. They include information about how long each
type of records should be kept (retention period) and what
should happen to it at the end of that period
(disposition).
What is a general schedule?
A general schedule applies to an entire group of state
or local government entities. Thus, a city general schedule
applies to the records of all cities in Oregon. The only
exception is if a valid "special schedule" exists for a
particular state or local government entity or an office or
record within that entity. In these cases, special schedules
override the requirements of a general schedule.
What is a special schedule?
A special schedule is written for each state agency to
describe in detail the history, programs, and records of the
agency. Special schedules set the retention requirements for
the unique program records created by each state agency.
They do not include routine administrative and financial
records. Instead, these are covered in the state agency
general schedule. By describing agency programs in an easy
to understand format, the special schedules are designed
help citizens better navigate state government. In certain
cases, limited special schedules are created for local
governments. Each special schedule expires five years after
its creation.
Are federal records covered by these retention
schedules?
No, federal records are scheduled by the National
Archives & Records Administration (NARA).
Are business records covered by these retention
schedules?
No, these retention schedules relate only to Oregon
state and local governments. However, businesses,
particularly large ones, often employ records managers to
create records retention schedules in order to efficiently
manage records and comply with government requirements.
What statutes and rules govern records retention
schedules for Oregon?
Oregon Revised Statute (ORS) 192 and Oregon Administrative Rule (OAR) 166 describe the authority and requirements related to the
creation of records retention schedules for Oregon state and
local governments.
Where can I see general records retention
schedules?
Choose from the menu on this page.
Where can I see special records retention
schedules?
Choose from the menu on this page.
Who can I contact if I have a records retention
schedule question that isn't addressed above?
Contact the records
officer for the appropriate agency for specific
questions related to a particular records retention
schedule. Records officers are usually listed
in the contact information for an agency in the Oregon
Blue Book. In local government, the county clerk and city recorder
are typically the designated records officers.
Contact the Oregon State Archives for general questions
about records retention schedules or to create a records
retention schedule for your agency.
Mary Beth Herkert
Oregon State Archives
800 Summer Street NE
Salem, OR 97310
(503) 378-5196
mary.e.herkert@state.or.us