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Ordinance No. 78-11 CITY OF TIGARD, OREGON ORDINANCE No. 78- it AN ORDINANCE AMENDING SECTION 2.48.030 OF THE TIGARD MUNICIPAL CODE PERTAINING TO THE RETENTION CLASSIFICATIONS OF RECORDS AND DOCUMENTS, PRESCRIBING AN EFFECTIVE DATE AND DECLARING AN EMERGENCY. r WHEREAS, it is necessary to purge the files annually to assure an = expeditious and orderly filing system in conformance with ORS 192; and s t WHEREAS, this statute requires formal approval by the governing body of the City of Tigard of a Records Retention and Disposal Schedule as reviewed by the Oregon State Archivist. NOW, THEREFORE, THE CITY OF TIGARD ORDAINS AS FOLLOWS: Section 1: That for purposes of classification of records and documents for t retention or disposal, the time categories and typical examples set forth herein are hereby prescribed for guidance of the City Administrator pursuant to sections 2.48.010, 2.48.020 and 2.48.040 of the Tigard Municipal Code Section 2: That the Oregon State Archivist has approved this ordinance as to form by Records Retention and Destruction Schedule 78-22, and therefore € Section 2.48.030 of the Tigard Municipal Code is amended to read as follows: "Section 2.48.030 Retention Classifications. For purposes of clssification of records and documents for retention or disposal, the following time categories and typical examples are prescribed for guidance of the city administrator pursuant to Sections L 2.48.010 and 2.48.020: That the following records, and records of a similar nature, are required to be permanently retained: Adopted Annual Budget Annexation petitions and files (petition, validation of filing with Sec. of State permanently - other material may be disposed of in 2 years) Annual Reports (Series should include reports, studies, surveys, plans, narrative and statistical, of long term or historical value including periodic reports from City officers, research studies and studies by consulting firms or non-municipal agencies, and memoirs of key city employees which: (a) document the program or services of the`City or a City office; (b) document workloads from a quantitative and/or qualitative point of view and costs, perhaps in a final year end cumulative form; (c) reflect the application of changing problems and policies; (d) or monthly reports if departmental annual reports are not submitted.) Assessments district file for each improvement containing legal papers pertaining thereto (weed after 5 years retaining only petition, affidavit of publication and notice of assessment.) Audit reports Bank statements of bonds and coupons paid Bench marks location descriptions Bond issues register Budget ledgers for revenues and expenditures - record copy - Budget committee minutes ORDINANCE No 78 /� �P Building permit duplicates with plans (public building) Canvass of voters - City conducted elections only Cash receipts journal or record Certificates of bonds and interest coupons destroyed Certificates of records authorized to be destroyed Charter amendments Comprehensive Plan Revisions (Planning) Neighborhood Planning Organizations (Plans & Texts) Housing Plan Economy Plan Environmental Design and Open Space Plan Growth Management Plan Public Facilities Plan Transportation Plan Air, Water and Land Resources Quality Plan Energy Conservation Plan Conditional use permits and files Council original minutes Council original ordinances Council original resolutions Deeds and title papers for property owned by the City and for alley and streets Employee earnings record ledger and individual payroll sheets Engineer and surveyors field notes - daily log i Flood plain fill permits Foreclosure proceedings and foreclosure sale files General journals; appropriation, payroll, revenue and docket journals . (streets, sidewalks, sewers) General ledgers Improvement files (streets, sidewalks, sewers) weed 2 years ; after completion (retain petition, affidavit of publication and , assessments) Inventory files - fixed asset books G' Legal proceedings - litigation Lien dockets for bonded and unbonded assessments Major land partition files Master Maps: Bench mark maps City and vicinity (street surfaces, easements, sewer district) City property Elevation of city and vicinity Street light system Street right-of-ways improvement widths Storm and sanitary sewer maps A. Tracing maps Minor land partition files Nonconforming use permits Personnel files non-civil service and civil service Plans - municipal for buildings or plants Planning Commission minutes Plats Sanitary and storm sewer city plats Quarter section/ tax maps (current) 4 Record of redeemed bonds and interest thereon Reports of boards and commissions and committees PAGE 2 ORDINANCE No. 78 ry, Tigard Community Plan, 1971 Sign code Sign code amendments Sign code appeals Sign code permits Subdivision code Subdivision files Subdivision ordinance amendments Temporary use permits Tigard area comprehensive pedestrian/bicycle pathway plan Vacation, dedication and widening files for streets Variances Zone change files Zoning code Zoning ordinance amendments That the following records are to be retained for a period of fifteen (15) years after their completion: Architectural design review (10 years) Building permit duplicates (10 years) Check and warrant register or cash payments book (12 years) Cost and work ledgers Journal vouchers for above ledgers (cost and work ledgers, store ledgers and miscellaneous accounts receivable ledgers, budget ledgers for revenue and expenditures) Liens docket (retain 10 years after all liens are satisfied or written off by Council) Official oaths of office Record of formal bid and advertising for bids on contracts and purchases where required Sewer construction files Site development plans (10 years) Surveys, private (engineering surveys) Warrant register (12 years) That the following records are to be retained for a period of seven (7) years after their completion Auction reports Dank reconciliations, cancelled checks, bank statements and cash receipts Bond applications - bancroft bonds (retain 5 years after satisfaction of bond) Budget file containing department estimates, publication, etc. Contracts and leases (after expiration date) Monthly payroll sheets and journals (after employee termination) Monthly time sheet or card for summary (after employee termination) Paid or cancelled warrants Paid vouchers with bills, invoices and purchase orders attached Permits and licenses Business License Mobile Home Permits Moving Permits (structures) Plumbing, heating and mechanical permits Street opening permits Records of collateral pledged Redeemed bonds and interest coupons with register (keep certificate of destruction) PAGE 3 ORDINANCE No. 78- rt m Security deposit receipts Sewer department account receivables records Sewer department cash receipts forms (billing control forms) Sewer department monthly billing recap or summary sheets " r That the following records are to be retained for a period of three (3) years after their completion: t Bank deposit books or slips and stubs Duplicates of receipts issued by any department or officer except sewer cash receipts (2 years) Election records (results to be recorded in minutes) except canvass of voters for City special elections Insurance policies, fidelity bonds and records relating to claims after expiration Monthly reports from individual employees not otherwise covered by specific rules, such as progress, individual work and minor incident reports Purchase orders Requisitions (1 year) Tapes - all public meetings which are recorded (i.e. Planning Commission, Council, Budget Committee, etc. - after 2 years) Time slips daily Trail balances That the following Police records are to be retained for .the ,. required period of time as set forth below: I; Record Title Retention Period Abandoned/Impound Vehicle Log 2 years Accident log, monthly 2 years Activity sheets, officer's daily 30 days upon monthly , completion of report . Activity sheets, officer's monthly 2 years Activity sheets, services' daily 30 days upon monthly completion of report Activity sheets, services' monthly 2 years Arrest log Permanent Bicycle Licenses Permanent Breathalyzer test inspections 2 years Case files misdemeanors - 5 years after case is closed; felonies:: except major crimes 25 years; major crimes - permanent �1 Case log 2 years Complaint log 2 years . T. Correspondence file Weed annually Criminal report, weekly 2 years s; Federal Communication Commission frequency inspections (FCC) 2 years Field Interview Report cards (FIR) 5 years Field Incerview Report log (FIR) 5 years a; Fingerprint cards Permanent Gun registrations Permanent Hand gun purchase reports Permanent d; PAGE-4 s.:. ORDINANCE No. 78-__L _ -rd Title Ret, :ion Period Indentification Photos and negatives Permanent Identi-Kit Identification Card files (IDMO) 5 years Intelligence bulletins 5 years z Intelligence card files 5 years Intelligence case files 5 years Internal investigation records Permanent Investigative case log 5 years Master card file Permanent Miscellaneous services sport log (MSR) 2 years Miscellaneous services report reports (MSR) 5 years Misdemeanor citations Filed in case file Non-criminal reports prior to 1973 5 years _ Officers' Notebooks 5 years Photo identification card file Permanent Photo identification mug book Permanent Property card file Hold till after property is recovered or 7 years a Property evidence files 5 years Prowl checks Thirty days, or until completed Radar certification 2 years Radio cards 6 months - on major cases transfer to case file Rider release forms 2 years Speedometer certification 2 years Teletypes Until purpose served or filed with case file Tow log 2 years Traffic citation log 2 years Traffic citations Satisfied - 1 year unsatisfied or 1 year after dismissal by court Vacation Checks 30 days or until completed Vacation/Prowl check log 2 years Warning citations 2 years Warrants, District until served or recalled by court Warrants, Municipal Until served or recalled by court That the following Municipal Court records are to be retained for the required period of time as set forth below: Record Title Retention Period Appeals to higher court 2 years after disposition s Cash receipts 5 years Docket Permanent General Coorespondence 2 years Misdemeanor files * 2 years after disposition Name Log 2 years Parking citations * 1 year after disposition Traffic citations * I year after disposition Traffic citations suspended * 1 year after suspension j cleared I! * if docketed x " PAGE 5 ORDINANCE No. 78- _ Notwithstanding anything hereinabove sct forth, no records of the City of Tigard, Oregon shall be destroyed until the following requirements have been complied with, to wit: (a) An audit has been made covering the period to which ; the records pertain. (b) That the timesset forth in this section be figured from the end of the period covered by the records; for example, i contract should be retained for seven years after expiration or cancellation. (c) Correspondence should be kept fors the period prescribed r by the item to which it relates. set up nagement Section ;: That in i order to preparatorrge the f1tosmicrofilmingathecCity'saTecords, it retention system preparatory Y is necessary that the provisions of this ordinance become effective immediately; therefore an emergency is hereby declared to exist, and this ordinanceshall the become effective immediately upon its passage by the Council, and app Y Mayor. PASSED: By vote of all Council members present, after being read two times by number and title only, this Y 1978. Recorder da of � _ , 1978. APPROVED: By the Mayor, this y Y 1-2 OF Mayor PAGE 6 ORDINANCE No. 78-