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: SAFETY AND SECURITY RECORDS

166-475-0105

This General Schedule is applicable to Safety and Security 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. Accident and Injuries Records

SAIF Claims, Worker's Compensation Claims Records Records document claims made by institution employees to the SAIF (State Accident Insurance Fund) Corporation for occupational injuries, accidents, or illnesses; insurance coverage and related reimbursement issues; and safety analysis and compliance inspections. This record series does not include accidents or incidents which involve hazardous substance or radiation exposure. This series may include but is not limited to report of accident forms; SAIF Worker’s and Employer’s Report of Occupational Injury or Disease form (463.801); Occupational Safety and Health Administration (OSHA) Form 300; OSHA Form 101; incident logs; employer payroll reports; hearing transcripts; notices of claim disposition; determination orders; opinions and orders; appeal letters; claim adjustment documentation; medical reports; cost statements; and related documentation and correspondence.

Record Copy: Human Resources
Retention: 6 years after final disposition of claim, destroy.

Other Copies: Environmental Health and Safety, Units
Retention: 6 years after final disposition of claim, 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. Annual Vehicle Inspection Records

Records document the safety of institutionally owned automobiles, vans, trucks, and other motorized vehicles. This series includes but is not limited to annual motor vehicle inspection reports and related forms; documentation; and correspondence.

Record Copy: Unit responsible
Retention: 2 years after the vehicle is disposed of, destroy.

3. Asbestos Records

Records document a building by building survey and plan to correct asbestos material hazards. This series may include but is not limited to surveys; monitoring tests and reports; data forms; building plans; correction checklists; removal job records; and related documentation and correspondence.

Record Copy: Environmental Health and Safety
Retention: (a) 30 years after separation for records documenting persons contacting or removing asbestos, destroy; (b) 40 years: all other records, destroy.

Other Copies: Facilities Services
Retention: 20 years, destroy.

4. Carcinogenic Compound Inventory Records

Records document inventory and stock of high and exteremly high carcinogenic compounds. This series contains but is not limited to project and departmental lists of chemical inventories; lists of persons involved in the research project; and related forms, documentation, and correspondence.

Record Copy: Environmental Health and Safety, Units
Retention: (a) 30 years after separation for records documenting persons using or contacting compounds, destroy; (b) 40 years for all other records, destroy.

5. Carcinogenic Compounds Research Use Records

Records document the use of hazardous carcinogenic compounds by institutional researchers. This series may contain but is not limited to research protocols; registration for use of high and extreme hazard carcinogens; chemical carcinogen animal care requirement forms; lists of personnel involved in laboratory contact with chemical carcinogens; list of carcinogenic compounds to be used in the specific research project; and related documentation and correspondence.

Record Copy: Environmental Health and Safety
Retention: 30 years after employee or researcher separation, destroy.

Other Copies: Units
Retention: 20 years, destroy.

6. Chemical Hazardous Material Survey Forms

Records document student and employee exposure to hazardous chemicals as per federal regulation. This series includes but is not limited to Chemical Hazardous Material Survey Forms which contain dates, employee or student names, chemical name, and comments; and related documentation and information.

Record Copy: Environmental Health and Safety
Retention: 30 years after student or employee separation, destroy.

7. Chemical Incident Records

Records document the investigation of hazardous chemical material accidents or incidents including releases. This series may include but is not limited to incident reports noting locations, names, dates, times, description of incident, personnel involved, remarks, and name of contact; and related documentation and correspondence.

Record Copy: Environmental Health and Safety
Retention: 30 years after employee separation, destroy.

Other Copies: Units
Retention: 5 years after employee separation.

8. Chemical and Hazardous Waste Disposal Records

Records document the receipt, shipment, and disposal of chemical material or hazardous wastes on campus. This series includes but is not limited to chemical and waste inspection forms; drum packing sheets; Uniform Hazardous Waste Manifest forms (EPA 8700); Certificates of Disposal from vendors; land disposal notification forms; waste disposal records; and related documentation and correspondence.

Record Copy: Environmental Health and Safety
Retention: 30 years, destroy.

9. Emergency Response Plans and Procedure

Records documents procedures to be followed in the event of emergency. Records may include step-by-step procedures; unit and institutional disaster preparedness plans; and related correspondence.

Record Copy: Environmental Health and Safety, Public Safety, Units
Retention: Until superseded or obsolete, destroy.

10. Environmental Regulations Records

Records document institutional compliance with environmental laws and guidelines of federal, state, or local governments. These records include communications with the Regional Air Pollution Authority (RAPA) which is under the jurisdiction of the Environmental Protection Agency (EPA) of the federal government and also the state Department of Environmental Quality (DEQ). This series may include but is not limited to Title V Air Discharge Permits; Air Quality Reports; Waste Water Discharge Permit Applications; Waste Water Discharge Permits; Water Quality Reports; Waste Water Discharge Records; Notices of Violation; Notices of Non-compliance; and related documentation and correspondence.

Record Copy: Environmental Health and Safety, Facilities Services
Retention: 10 years, destroy.

Other Copies:
Retention: 5 years, destroy.

11. Fire Alarm and Drill Records

Records document response to any alarm that is activated on campus. This series may include but is not limited to the following information, when and where the incident occurred; specific response; reset time; and rewind time, if appropriate.

Record Copy: Environmental Health and Safety
Retention: 3 years, destroy.

12. Human Materials Authorizations Records

Records document faculty proposals to use human materials in classroom instruction. This series includes but is not limited to written proposals from classroom instructors; departmental and committee approvals or disapprovals; reports; and related documentation and correspondence.

Record Copy: Environmental Health and Safety
Retention: 10 years, destroy.

Other Copies: Units
Retention: 2 years, destroy.

13. Inspections Records

Records document inspections done by various agencies such as the city building department, health department, or fire department in the course of routine business and is used by the institution to correct and analyze safety problems and to document compliance with regulations. This series may include but is not limited to inspection sheets which show date of inspection, notation of violations, and suggested corrective measures; reports acknowledging compliance with regulations; authorizing signatures; and related information, documentation and correspondence.

Record Copy: Environmental Health and Safety, Facilities Services
Retention: 10 years, destroy.

Other Copies: Units
Retention: 2 years, destroy.

14. Material Safety Data Sheets Records

Records document the institution’s inventory of hazardous chemicals; record keeping is mandated by the Hazardous Communications Program of the Occupational Safety and Health Administration (OSHA). This series contains but is not limited to Material Safety Data Sheets which list chemical name, description, composition, intended use, flash point, transportation, hazards, safe handling, and extinguishing methods; and related documentation.

Record Copy: Environmental Health and Safety
Retention: 30 years, destroy.

Other Copies: Unit
Retention: When material is removed from the unit, destroy.

15. Medical Surveillance Records

Records document the medical history of employees working in positions with exposure to high risk hazardous conditions such as Class B and C carcinogenic compounds, asbestos, lead, or excessive noise. Medical examinations of workers are made at the beginning and termination of institution employment and periodically throughout the career course as well as immediately following an accident or potential exposure incident. This series may include but is not limited to medical examinations; laboratory test records and results; and related documentation and correspondence.

Record Copy: Environmental Health and Safety, Health Center, Facilities Services (for asbestos records), Unit conducting medical exams
Retention: 30 years after employee separation, 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.

16. Non-Staff Accident and Injuries Records

Records document the reporting and investigation of campus related accidents that result in injury to non-staff and/or their property. This record series does not include accidents or incidents which involve hazardous substance or radiation exposure. This series may include but is not limited to Report of Accident forms; complaints; investigation reports; insurance appraisals and estimates; photographs; and related documentation and correspondence.

Record Copy: Environmental Health and Safety
Retention: (a) If incident results in a claim: transfer to appropriate claim file; (b) If no claim results: retain 10 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.

17. Protective Wear and Device Request Records

Records document the authorization and acquisition of specialized safety devices and clothing for employees working in hazardous situations. This series may include but is not limited to Safety Shoe Request and Authorization Forms; Prescription Safety Glasses Request and Authorization Forms; and related forms, documentation, and correspondence.

Record Copy: Facilities Services
Retention: 4 years, destroy.

Other Copies: Units
Retention: 1 year, destroy.

18. Radiation Licensing Records

Records document the licensing of the institution by federal, state, and local agencies to receive, use, store, dispose of, and ship radioactive materials. These records include federal and state applications and certificates including State of Oregon Health Division Radiation Material License forms (P112118-333 (100g)) and amendments (p29939-333 (150)); validation certificates showing fees paid for licenses; and related correspondence.

Record Copy: Environmental Health and Safety
Retention: Permanent

Retain records in the Radiation Safety Office for the life of the component, facility, program and license, and then transfer records to the University Archives.

19. Radiation Material Handling and Disposal Records

Records document the reception, handling, shipment and/disposal of radioactive material or radioactive hazardous wastes at the institution to comply with federal and state record keeping and reporting requirements. The series also provides the office with a record of past activity. Records may include waste material pick up requests and tags; Radioactive Waste Drum Inventory forms ; Uniform Hazardous Waste Manifest forms (EPA 8700-22); Radiation Waste Shipment and Disposal Manifest forms (vendor form); Radiation Material Inventory sheets; Radiation Material Shipment Receipt Record forms; Waste Disposal Record cards; disposal site letters of arrival acknowledgment; Sewered Radioactive Material log sheets; Solid Waste Discharge and Analysis Sheets; Liquid Summary Reports; gaseous waste Summary Reports; and related correspondence.

Record Copy: Environmental Health and Safety
Retention: Permanent

Retain records in the Radiation Safety Office for the life of the component, facility, program and license, and then transfer records to the University Archives.

Other Copies: Research directors, Units
Retention: 5 years, destroy.

20. Radiation Monitoring and Exposure Records

Records document radiation testing and monitoring of employees, students, visitors, facilities, and the surrounding environment and is used to comply with federal and state reporting and licensing requirements and insurance carrier reporting requirements. This series includes dosimeter reports (vendor form); Exposure History forms; Statement of Occupational Radiation Dosage forms; Neutron Generator Smear Test Survey Forms; Fllor Survey Forms; Special Survey Forms (RCHPP .24D); Hood Flow Survey forms; Rotation Rack Filter Survey Forms; Soil/Water/Vegitation Records Survey Forms; and Bio-Essay Reports.

Record Copy: Environmental Health and Safety
Retention: 30 years after employee separation, destroy.

21. Radiation Safety Committee Records

Records document the establishment of policy and procedure by the committee. Records include agendas; minutes; reports; notes; working papers and related correspondence.

Record Copy: Public Safety
Retention: Permanent

Other Copies: Committee members
Retention: 10 years, destroy.

22. Safety Training Records

Records document employee training and certification such as for equipment operation, hazardous material handling and emergency procedures, driver training, CPR and first aid training, and asbestos awareness training for removal, abatement, or transportation. This series may include but is not limited to sign off sheets indicating that employees have received training; acknowledgment of safety rules: instruction sheets; copies of hazardous material data sheets; informational materials; and related documentation and correspondence.

Record Copy: Public Safety
Retention: 30 years after employee separation, destroy.

23. Security Records

Records document reporting of suspicious and criminal incidents at the institution. Records may include incident reports containing names, dates, case numbers, dollar values, locations, descriptions of incident, and personnel taking report; identification cards created when reports of suspicious behavior are made to the office; warnings records; copies of reports filed by the Oregon State Police or other law enforcement agencies; notes; and related documentation.

Record Copy: Public Safety
Retention: (a) 2 years for copies of reports filed by law enforcement agencies, destroy; (b) 7 years for annual Clery act report records, destroy; (c) 5 years for 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.

24. Student Incident Records

Records document incidents of injury to residence hall occupants, vandalism, and other infractions of housing rules. The series also documents the disposition of such incidents. This series may include but is not limited to incident report forms usually filed by resident advisors; housing director’s written decisions; student appeals of decisions; and related documentation and correspondence.

Record Copy: University Housing, Student Life Office
Retention: (a) If incident results in a claim: transfer to appropriate claim file; (b) If no claim results: retain 10 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.

25. Vehicle Accident Records

Records document accidents involving vehicles owned by the institution. This series may include but is not limited to vehicle accident reports; vehicle accident claims; damage or loss of state property reports and related documentation and correspondence. Information may include vehicle type and identification number; name of party using the vehicle; notation of condition before and after use; and authorizing signatures.

Record Copy: Business Affairs Risk Management
Retention: 4 years, destroy.

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