Building Dept Records Processing Policy BUILDING DIVISION
41
POLICY NO. TITLE
N/A Records Processing Policy
r DATE AUTHORIZATION
2/22/2019 Mark VanDomelen, Building Official
In accordance with the approval received from the State Archivist on February 16, 2018, for the exception
to 166-017-0045(2):
Permanent records included in the attached schedule will be processed as follows:
1. Staff will scan and file the record in Laserfiche with complete metadata. The Laserfiche file
becomes the official copy.
2. A second staff person will review the record in Laserfiche to determine if it has been captured
correctly.
3. If the file is correct, staff will sign-off by entering their name in the metadata under the "Approved
By" field.
a. If the record is a part of a bigger file, then the reviewer will note what they have reviewed
in the "Comments" field with their initials and only sign-off"Approved By" if their piece
of the file completes the review of the file in its entirety.
4. A Destruction form will be completed for each box of Reviewed/Approved hard copy files noting
that these are permanent records,which have been scanned into Laserfiche,reviewed,and are
ready for destruction and checking the box: "OAR 166-017-0085 Scanned Retention (Records are
in Laserfiche, have been reviewed and meet the exception to 166-017-0045(2)".
5. Route the Destruction form to the department head and then to the Records Clerk for approval to
recycle the files.
In accordance with the Digital Images Migration Plan Policy adopted by the city on January 23, 2016,
records with retention of ten (10) to ninety-nine (99) years will be processed as follows:
1. Staff will scan and file the record in Laserfiche with complete metadata. The Laserfiche file
becomes the official copy.
2. A second staff person will review the record in Laserfiche to determine if it has been captured
correctly.
3. If the file is correct, staff will sign-off by entering their name in the metadata under the "Approved
By" field.
a. If the record is a part of a bigger file, then the reviewer will note what they have reviewed
in the "Comments" field with their initials and only sign-off"Approved By"if their piece
of the file completes the review of the file in its entirety.
4. A Destruction form will be completed for each box of Reviewed/Approved original files noting
that these are permanent records,which have been scanned into Laserfiche,reviewed, and are
ready for destruction and checking the box: "OAR 166-017-0085 Scanned Retention (Records are
in Laserfiche)".
5. Route the Destruction form to the department head and then to the Records Clerk for approval to
recycle the files.
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Boxes of Building Department Records in storage at Canterbury as of December 2018 will be processed as
follows:
1. Staff will review the record in Laserfiche to determine if it has been captured correctly.
2. If the file is correct, staff will sign-off by entering their name in the metadata under the "Approved
By" field.
a. If the record is a part of a bigger file, then the reviewer will note what they have reviewed
in the "Comments" field with their initials and only sign-off"Approved By"if their piece
of the file completes the review of the file in its entirety.
3. A Destruction form will be completed for each box of Reviewed/Approved hard copy files noting
that these are permanent records,which have been scanned into Laserfiche,reviewed, and are
ready for destruction and checking the boxes: "OAR 166-017-0085 Scanned Retention (Records
are in Laserfiche,have been reviewed and meet the exception to 166-017-0045(2)" and "OAR 166-
017-0085 Scanned Retention (Records are in Laserfiche)".
4. Route the Destruction form to the department head and then to the Records Clerk for approval to
recycle the files.
Building records with retention of less than (10) years will be retained in paper copy and not entered into
Laserfiche,with the exception of voided and expired permits/plans. If a permit was issued and scanned
into Laserfiche and later voided or expired, only the corresponding paperwork (calculations, truss details,
plans, etc.) will be deleted from Laserfiche after 180 days. If the permit was never issued (and therefore
never scanned), submit the application and accompanying paperwork (calculations, truss details,plans,
etc.) for destruction after 180 days in accordance with OAR 166-200-0250 and OAR 166-200-0300.
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