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: Institutional Services Records

166-475-0075

This General Schedule is applicable to Institutional Services 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. Authorization Code Ordering and Assignment Forms

Records document the assignment of long distance authorization codes to institution employees. This series consists of authorization code ordering and assignment forms which list an activity code; user/function name; account number; FRL code; and authorization code number for each employee assigned a code.

Record Copy: Telecommunications Services
Retention: 2 years after superseded or revoked, destroy.

Other Copies: Units
Retention: Until all information on the form is superseded or becomes obsolete, destroy.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.

2. Automatic Call Distribution Vector Records

Records document the technical programming for each automatic call distribution (ACD) account on campus. This programming, known as vector instructions, electronically routes phone calls coming in to a given phone number account, known as a split, to available phones or message systems. This series also contains the names of staff members and extension numbers that are appropriate to each account. This series may include but is not limited to vector instructions sheets; announcement scripts; lists of supervisor extensions of each split; lists of ACD member extensions of each split; and related documentation and correspondence.

Record Copy: Telecommunications Services
Retention: 2 years, destroy.

3. Bicycle Licenses/Permits Records

Records document the registration of bicycles on campus. This series includes registration cards completed by institution students, faculty, and staff for use of bicycles on campus. Information on the cards includes owner/user names; student or staff ID number; addresses; telephone numbers; bicycle frame serial numbers; bicycle models; and permit numbers.

Record Copy: Public Safety
Retention: 2 years after superseded or revoked, 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.

4. Calling Card Records

Credit Card Order Forms Records document the assignment to and use of calling cards issued to institution employees. This series may include but is not limited to credit card order forms; account change documentation; and related documentation and correspondence.

Record Copy: Telecommunications Services
Retention: 2 years after superseded or revoked, destroy.

Other Copies: Units
Retention: Until all the information on the form is superseded or becomes obsolete.

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. Child and Youth Program Participant Records

Records document the participation of children and youth in programs sponsored by the institution, including 4H programs. The series may include but is not limited to applications; enrollment records; progress reports and assessments; immunization records; parental consent forms; activity records; lists of attendees; and related correspondence.

Record Copy: Program administrator
Retention: 3 years, destroy.

Other Copies: Units
Retention: 2 years, 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. Child Care Facility Client Records

Records document enrollment, admission, attendance, and activities of children at child care facilities operated by OUS institutions and documents compliance with applicable state agency requirements. Records may include but are not limited to applications for admission; emergency notification forms; attendance records including sign-in sheets; authorizations to administer medications; records documenting permission to obtain emergency medical treatment; records documenting permission to participate in field trips or other activities; immunization records; learning and motor skills assessments; and release forms. The series may also include a record of suspected or reported child abuse and accident reporting including narratives, notes, record of contact with state Child and Family Services representatives and law enforcement officials; records verifying staff training in child abuse recognition; and accident reporting forms.

Record Copy:
Retention: 3 years after participant leaves program, 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. Child Care Facility Food/Nutrition Service Program Records

Records document the administration of child care food programs which provide meals to children at institution child care facilities operated by OUS institutions. Typically, application is made annually to the U.S. Department of Agriculture for assistance in running food service programs. Records may include but are not limited to meal production records, menus, and attendance forms; applicants income statements; enrollment rosters; operational reports; nutrition program reviews; food supply inventories; sanitation inspection reports; and related documentation and correspondence.

Record Copy:
Retention: 4 years, 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.

8. Child Care Facility License Records

Records document the licensing of school child care facilities by the Oregon Child Care Division or other licensing agencies. Records may include but are not limited to sanitation inspections, fire safety reports, fire and other emergency drill records, staff development and training records, staff criminal history checks, staff qualification forms, time sheets, staff first aid cards, staff driving records, staff orientation records, official license, Child Care Division inspection reports and certification and related correspondence.

Record Copy:
Retention: (a) Staff first aid cards, licenses, certifications, and inspections, 2 years after superseded, expiration, or obsolete, destroy; (b) All other records, 2 years, 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.

9. Department of Motor Vehicles (DMV) Lists

Records document ticketed vehicles to owners who have not satisfied parking citations. This series contains computer reports from the Oregon Department of Motor Vehicles. Information in the reports may include but is not limited to car license plate number; name of registered owner; address of owner; and related data elements.

Record Copy: Public Safety
Retention: Until superseded or obsolete, 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.

10. Events Administration Records

Catering and Housing Special Events Records, Catering Event Evaluation Records, Conference Registration Records Records document facilities, services and other accommodations provided by the institution for events on campus. Records may include facilities reservation agreements; room reservation lists; customer and room occupancy lists; catering services orders; purchase and supply records; financial and billing records; customer evaluations; summary reports; and related correspondence.

Record Copy: University Housing, Erb Memorial Union, Event Organizers
Retention: (a) 6 years after expiration for agreements, destroy; (b) 2 years for all other records, destroy.

Other Copies: Units
Retention: 1 year, destroy.

11. Facsimile (Fax) Records

Records document the sending and receiving of fax messages for institution business purposes. This series may include but is not limited to logs of messages sent and received and fax cover sheets.

Record Copy: Telecommunications, Units
Retention: (a) 1 month for fax cover sheets, destroy (b) 1 year for logs, destroy.

12. Food Handlers Registration Records

Records document the registration of food handlers such as cooks, chefs, waiters, and cafeteria workers. Information contained in the records may include name, address, phone number, and signature of food handler; place of employment; current communicable diseases; result of examination; and other related data.

Record Copy: University Housing
Retention: 1 year after expiration, 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.

13. Identification Cards Records

Records document the issuance of identification cards to university students, staff and faculty. Records may include: signature cards; monthly detail reports; and related correspondence.

Record Copy: Photo ID Office
Retention: (a) Until not valid for signature cards, destroy; (b) 5 years all other records, 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.

14. Key Issuance Records

Records document key assignments and deposits (if applicable) for institutional faculty, staff, students, and others using the institution’s facilities. The series may include but is not limited to key pinning sequence records; key issue approval forms; return forms; key inventories; hall directors’ sign out forms; deposit books; bank statements; refund forms; key logs; and related documentation and correspondence.

Record Copy: Public Safety
Retention: 1 year after key is checked in, destroy.

Other Copies: Units
Retention: Until key is turned in, 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.

15. Menus

Records document approved menus to be cycled on a monthly basis in each food service location. It is also used for cost planning and ordering of food and supplies. Information on the individual menus may include but is not limited to the foods to be served and the dates, times and locations of service.

Record Copy: University Housing
Retention: 3 years, destroy.

Other Copies: Kitchens
Retention: 1 year, destroy.

16. Oregon Liquor Control Commission Records

Liquor License Records Records document annual and temporary event licensing by the Oregon Liquor Control Commission for dispensing and serving alcoholic beverages. The series may also be used to document the training certification of employees. This series may include but is not limited to applications for licensing; applications for server permits; purchase orders for training costs; and related documentation and correspondence.

Record Copy: University Housing, Erb Memorial Union
Retention: 4 years after termination of license and server permit, destroy.

Other Copies: Units
Retention: 1 year after termination of license and server permit, destroy.

17. Parking Citations Records

Records document the regulation of on-campus parking. This series may include but is not limited to citations; appeal petitions; and related documentation and correspondence.

Record Copy: Public Safety
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.

18. Parking Permits Records

Records document the issuance of permits for on-campus parking. This series may include but is not limited to annual permit cards; registration cards; temporary permits; parking permit reports; and related documentation and correspondence.

Record Copy: Public Safety
Retention: 2 years, 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.

19. Postal and Shipping Records

Records document items that are mailed by the department via UPS, U.S. Postal Service, Federal Express, or another carrier. Records may be used for billing and/or tracking. These records include printing and mailing shipping forms; parcel mailing order forms; postage forms; and related correspondence.

Record Copy: Printing and Mailing Services
Retention: 3 years, destroy.

Other Copies: Units
Retention: 1 year, destroy.

20. Quality Control Inspection Records

Records document the quality of services provided by a unit. This series may include but is not limited to narrative reports; inspection forms; and related documentation and correspondence.

Record Copy: Units
Retention: 2 years, destroy.

21. Sanitation Records

Records document the inspection and tracking of sanitation standards of facilities such as swimming pools, food courts, day-care food services, commissaries, and warehouses. Series may include inspection reports, any deficiencies, inspection score, date and time of inspection, and signatures; copies of the licenses issued; temperature logs and other related data. Series may include plan reviews.

Record Copy: Units
Retention: 6 years, destroy.

22. Telephone Complaints/Fraud Records

Records document the investigation of complaints of telephone misuse, primarily regarding student telephones and long distance bills that are reportedly not legitimate charges. This series may include but is not limited to memos; notes; copies of long distance bills; and related documentation and correspondence.

Record Copy: Telecommunications Services
Retention: 5 years after resolution, destroy.

23. Utility Locate Requests

Records document the notification of persons anticipating digging on campus property who need to know the locations of underground utility lines. Request information may include but is not limited to the date and location of the work; miscellaneous instructions; contact person; and related documentation and correspondence.

Record Copy: Telecommunications Services
Retention: 2 years, destroy.

24. Work Orders Records

Records document requests and authorizations for needed services and/or repairs to institutional property and equipment. It may also be used as a cost reference for future jobs. This series may include but is not limited to: copy center work orders; printing orders; photographic work orders; display preparation orders; microfilming orders; telephone service/installation requests and change orders; maintenance and repair authorizations; library materials preparation authorizations; and related documentation and correspondence.

Record Copy: Unit performing service
Retention: 4 years, destroy

Other Copies: Unit requesting services
Retention: 2 years, destroy.