University of Oregon

EFFECTIVE FEBRUARY 3, 2016: The UO is transferring responsibility for records management oversight, policy, and training from the Libraries to the Office of the Vice President/General Counsel. While the transition is underway, UO offices may continue to submit records management questions though this form or via e-mail to spcarref@uoregon.edu. Library staff will consult with the Office of the General Counsel as needed to address your inquiry. We anticipate the transition to be completed by Summer 2016.

University Archives: Records Retention Schedule

Functional Sections: Contracts Records

166-475-0020

This General Schedule is applicable to the Contracts records of the Oregon University System. Retention periods apply to the record 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 166-030-0026 before disposing of records.

List of Series

1. Author's and Artist's Contracts and Agreements Records

Agreements-Authors and Artists, Contracts-Authors and Artists Records document the duly executed and binding contractual agreements between the institution and authors and artists concerning subjects such as royalties, pricing agreements, and copyright. Information in individual contracts or agreements may include but is not limited to terms and conditions; provisions; amendments; exhibits and addenda; and authorizing signatures.

Record Copy: University Publications, University Archives
Retention: (a) Permanent for authors’ contracts and agreements with university presses and artists agreements; (b) 6 years after expiration for all other authors’ contracts and agreements, destroy.

2. Competitive Bid Records

Records document the evaluation and award of bids to vendors and/or agencies and provides evidence of accepted and rejected bids. Records may include but are not limited to requests for proposals, bids, and information; bid and quote lists; notices of bid opening and award; comparison summaries; spreadsheets; tabulation worksheets; bid advertising records; tally sheets; bid specifications; and vendor correspondence.

Record Copy: Office of Authorized Signature
Retention: (a) Retain successful bids 6 years after bid awarded or canceled, destroy; (b) Retain unsuccessful bids 3 years after bid awarded, destroy.

Other Copies: Units
Retention: 2 years after expiration.

3. Contracts and Agreements Records

Records document the negotiation, execution, completion, and termination of legal agreements between an agency and other parties. Records may include but are not limited to the official contract, lease, or agreement, amendments, exhibits, addenda, legal records, contract review records, and related documentation and correspondence. Records do not include property records. Note: Agencies that enter into contracts with the federal government must ensure that their contracts and agreements meet federal requirements specified in the Code of Federal Regulations.

Record Copy: Office of Authorized Signature
Retention: (a) Retain contracts or agreements documenting building construction, alterations, or repair: 10 years after substantial completion [as defined by ORS 12.135 (3)], destroy; (b) Retain all other contracts and agreements: 6 years after expiration, destroy.

NOTE: AGREEMENTS/CONTRATCS/LEASES INVOLVING EQUIPMENT ARE COVERED UNDER THE EQUIPMENT AND SUPPLIES PORTION OF THE SCHEDULES.
Other Copies: Units
Retention: 2 years after expiration, destroy.

4. Defense Base Act (DBA) Records

Accident Insurance Records document insurance coverage for institutional employees in foreign countries who are not covered by the State Accident Insurance Fund (SAIF). These records include one year contracts with a mandated insurance carrier. This series may include but is not limited to: liability claims against the institution that are both open and completed; legal files with affidavits; accident reports; estimates for repairs; police reports; suit status reports; disbursement records; settlements; and related correspondence.

Record Copy: Human Resources
Retention: 10 years after all claims are settled, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

5 . Hold Harmless, Liability Waiver and Release Records

Records document the release of the institution or administrative unit from liability related to various activities involving students, faculty, or staff. Activities may include events such as sponsored field trips and physical education classes. Records include but are not limited to hold harmless, waiver, and release forms, related documentation, and correspondence. Information includes a statement from the participant that he/she assumes personal responsibility and holds the institution or administrative unit blameless for any accident or injury that may occur while participating, information about college insurance, description of the activity, and signatures of the participant.

Record Copy: Sponsoring Unit
Retention: 6 years after the end of the event or activity for which the waiver was signed, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

6 . Insurance Fund Claims

Records document requests for payment of insurance claims from the Oregon Department of Administrative Services Risk Management Division. Records may include: Auto/Liability/ Property Claim Reports; estimates of repairs; accident reports; police reports; and correspondence. (Department of Administrative Services Risk Management Division maintains statewide record copy).

Record Copy: Business Affairs
Retention: 5 years after claim paid or denied, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

7. Insurance Policy Records

Records document insurance policies written to cover all state property, automobiles, liability, and special events. Records may include but are not limited to copies of insurance policies, riders, and endorsements; records of payment; and related documentation and correspondence.

Record Copy: Business Affairs
Retention: (a) 10 years after policy expiration for liability, motor vehicle, special event and employee group insurance policies, destroy; (b) 5 years after policy expiration for state motor vehicle insurance, non-employee medical, and bonds policies, destroy; (c) 2 years after policy expiration for fire, theft, or extended coverage policies, destroy; (d) 1 year after final claim payment for any policy with an outstanding claim against it when the Retention period expires, destroy.

8. Intramural Sports Waivers

Waivers-Insurance Records document the legally and medically informed status of students, faculty, and staff participating in intramural sports activities. This form affirms that participants have been informed that they are not covered by the institution for injury or other medical situations and have been advised to seek private insurance.

Record Copy: Club Sports
Retention: 3 years after the conclusion of the intramural sports season, destroy.

9. Real Property Records

Real Estate, Land Files Records document the real property acquired and sold by the institution. This series does not include leases. This series may include but is not limited to: purchase agreements; title abstracts; easement details; public hearing notices and minutes; county recorder’s plat descriptions; memoranda of understanding; earnest money receipts; sales agreements; property deeds; working papers; and related documentation and correspondence.

Record Copy: Business Affairs, University Archives
Retention: 6 years after property is sold, destroy.

10. Student Housing Contracts Appeals Records

Contracts-Housing, Housing Contracts-Appeals Records document the disposition of appeals made by residents who have been assessed the standard penalties for failing to follow the terms of their housing/food service contracts. These records consist of: students’ appeals stating their reasons for seeking modification of contract terms; decisions from the director of housing, including instructions for further appeal if students have additional relevant information and desire to proceed; and related documentation and correspondence.

Record Copy: University Housing
Retention: 2 years after resolution, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

11. Student Housing Contracts Records

Contracts-Housing, Student Housing Records document occupancy in all institution-administered housing — residence halls, family housing, and cooperative housing. This series may include but is not limited to residence hall/cooperative house/student family housing applications and contracts; proof of admission records; and related documentation and correspondence.

Record Copy: University Housing
Retention: 6 years after expiration of contract, destroy.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

12. Trademarks Licensing Records

Records document the legal authority for non-system agencies to use the logos and other symbols constituting the registered trademarks of the institution, such as “Benny the Beaver,” “Donald Duck” and the institutional seals/logos. The records consist of folders for each vendor or individual seeking legal use of institutional trademarks for any reason. This series may include but is not limited to: names and addresses of approved licensees; their annual gross dollar sales of Institutionally trademarked items; invoices showing royalties paid to the institution for use of the trademarks; licensing agreements; samples of the requesting licensees’ art work; and related documentation and correspondence.

Record Copy: Office of Technology Transfer
Retention: 6 years after expiration of licensing agreement, destroy.

Other Copies:
Retention: 2 years

University of Oregon Libraries
1501 Kincaid Street Eugene, OR
97403-1299
T: (541) 346-3053
F: (541) 346-3485
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