City of Tigard Div. 17 Petition APPROVED i'
OFFICE OF THE SECRETARY OF STATE - ARCHIVES DIVISION
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'�- MARY BETH HERKERT
JEANNE P . ATKINS � � DIRECTOR
SECRETARY OF STATE r
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I 800 Summer Street NE
` 7 1 ` II I Salem, Oregon 97310
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ROBERT TAYLOR (503) 373-0701
�` "l •', ' /' Facsimile (503) 3784118
DEPUTY SECRETARY OF STATE , r • 's �
February 16 , 2018
Mary Beth Heckert
State Archivist
Oregon State Archives '
800 Summer St .
Salem, OR 97310
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Dear State Archivist,
The City of Tigard formally requests an exception to 166 - 017 -0045 (2 ) for public records meeting the
specific preservation requirements as outlined in 166 -017 =0045 (3 ) . The City of Tigard hereby
acknowledges that electronic records (including digital images) may serve as the official copy of a public
record only in the cases as described to the State Archivist on this form . The City of Tigard understands
that the State Archivist will take the information provided under consideration when approving or
denying each petition .
The City of Tigard will store electronic records within Laserfiche , Version 10 .2 . 1 -Records Management Edition * The
City of Tigard will store the official copy of the electronic records in the following formats (circle all that apply) :
IFF 6 . 0 ®F P3 MP4
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Official copies of public records that the City of Tigard is requesting to store electronically include the following : j
Records Series Title Retention Schedule Number Scheduled Length of Retention
See attached schedule .
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* See the Department of Defense Joint Interoperability Test Command Records Management Application Product
Register for a current list of approved systems ,
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Age n y Head Date
State Archivist Date
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Records Series Title Retention Schedule Number Scheduled Length of Retention
Accounting- Financial Reporting 166-200-0215 ( 1a ) , ( 3 ) , ( 8a ) Permanent
Accounting - Grants 166-200-0220 ( 1a ) Permanent
Administrative 166-200-0235 ( 5a ) , (8), ( 12b, ( 16a ) Permanent
Budgeting 166-200-0245 ( 1 ) Permanent
Building 166-200-0250 ( 1a ) , (3a ), (4a ), ( 7) Permanent/Life
Communication and Distributions 166-200-0255 (3a ), (4a ) Permanent
Legal 166-200-0275 (4 ) Permanent
Mayor/Council 166-200-0285 ( 1a ) , ( 3b ), (4a ) , ( 5) Permanent
Permitting, Licensing and Certifying 166-200-0300 ( 2a ), ( 5a ), (7a ), ( 13a ) Permanent
Personnel - Administration 166-200-0305 ( 1a ) , (2a ) Permanent
Planning and Development 166-200-0320 ( 1 ), ( 3a ) , (4a ), ( 10) , ( 11 ) , ( 14a ) , ( 17 ) , ( 19a ) Permanent
Policy 166-200-0325 ( 3a ), (4), ( 5 ) , (7 ) Permanent
Property Management-Hazardous Materials 166-200-0335 ( 5 ) Permanent
Property Management Maintenance & Disposition 166-200-0345 ( 2a ), ( 10A) , ( 23a ) , ( 25a ) , ( 26a ) Permanent
Public Works - Engineering 166-200-0355 ( 1 ), ( 2 ), (4), ( 5a ) Permanent
Public Works - Operations 166-200-0360 ( 2a ), (7a ), ( 8a ) Permanent
Public Works - Traffic Engineering 166-200-0365 ( 2 ) Permanent
Public Works-Wastewater & Water Treatment 166-200-0370 ( 1a ), ( 5a ), ( 6 ) Permanent
Recorder- Elections 166-200-0375 ( 1 ), ( 5d ) , ( 6 ) Permanent
Recorder - General 166-200-0380 ( 1 ), ( 2 ), ( 3 ), (4a ) , ( 5 ), ( 11 ) , ( 12 ), ( 13 ), ( 14), ( 16) Permanent
Reporting 166-200-0385 (4 ), ( 5a ) , ( 16 ), ( 21 ) , ( 24a ) Permanent
Risk Management - Safety 166-200-0395 ( 2a ) , ( 3a ) Permanent