This General Schedule is applicable to the Contracts 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.
(1) Author's and Artist's Contracts and Agreements
Records
(2) Contracts and Agreements Records
(3) Defense Base Act (DBA) Records
(4) Hold Harmless, Liability Waiver, and Release Records
(5) Insurance Fund Claims
(6) Insurance Policy Records
(7) Intramural Sports Waivers
(8) Leases
(9) Personal/Professional Services Contracts Records
(10) Real Property Records
(11) Student Housing Contracts Appeals Records
(12) Student Housing Contracts Records
(13) Trademarks Licensing Records
(1) Author's and Artist's
Contracts and Agreements Records
This series provides documentation of the duly executed and binding
contractual agreements between the institution and authors and
artists concerning subjects such as royalties, pricing agreements,
and copyright. Information in individual contracts or agreements
may include but is not limited to: terms and conditions; provisions;
amendments; exhibits and addenda; and authorizing signatures.
Record Copy: OSU Press, Units
Retention: Permanent for authors' contracts and agreements with university presses and artists agreements; 6 years after expiration for all other authors' contracts and agreements
Record Copy: Contract Administration
Retention: Contracts or agreements documenting building
construction, alterations, or repair, 10 years after substantial completion
as defined by ORS 12.135(3); other contracts and agreements, 6 years after
expiration
Other copies: Units
Retention: 2 years after expiration for all records
 Note: Agencies
who enter into contracts with the federal government must ensure
that their contracts and agreements meet federal requirements
specified in the Code of Federal Regulations. |
(3) Defense Base Act (DBA)
Records
This series documents insurance coverage for institutional employees
in foreign countries who are not covered by the State Accident
Insurance Fund (SAIF). These records include one year contracts
with a mandated insurance carrier. This series may include but
is not limited to: liability claims against the institution that
are both open and completed; legal files with affidavits; accident
reports; estimates for repairs; police reports; suit status reports;
disbursement records; settlements; and related correspondence.
Record Copy: Contract Administration
Retention: 10 years after all claims are settled
 CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(4) Hold Harmless, Liability Waiver,
and Release Records
This series documents the release of the institution or administrative unit
from liability related to various activities involving students, faculty, or
staff. Activities may include events such as sponsored field trips and physical
education classes. Records include but are not limited to hold harmless, waiver,
and release forms, related documentation, and correspondence. Information includes
a statement from the participant that he/she assumes personal responsibility
and holds the institution or administrative unit blameless for any accident
or injury that may occur while participating, information about college insurance,
description of the activity, and signatures of the participant.
Record Copy: Sponsoring Unit
Retention: 6 years after the end of the event or activity for which the
waiver was signed
(5) Insurance Fund Claims
Series documents requests for payment of insurance claims from
the Oregon Department of Administrative Services Risk Management
Division. Records may include: Auto/Liability/ Property Claim
Reports; estimates of repairs; accident reports; police reports;
and correspondence. (Department of Administrative Services Risk
Management Division maintains statewide record copy).
Record Copy: Business Affairs
Retention: 5 years after claim paid or denied
|
CONFIDENTIAL DESTRUCTION: Records
in this series containing confidential information should be
destroyed by pulping, shredding, or incineration. See the OSU
Archives and Records Management Handbook for more information. |
(6) Insurance Policy Records
This series documents insurance policies written to cover all
state property, automobiles, liability, and special events. Records
may include but are not limited to: copies of insurance policies,
riders, and endorsements; records of payment; and related documentation
and correspondence.
Record Copy: Business Services
Retention: 10 years after policy expiration for liability,
motor vehicle, special event and employee group insurance policies;
5 years after policy expiration for state motor vehicle insurance,
non-employee medical, and bonds policies; 2 years after policy
expiration for fire, theft, or extended coverage policies; 1 year
after final claim payment for any policy with an outstanding claim
against it when the retention period expires.
(7) Intramural Sports Waivers
This series documents the legally and medically informed status
of students, faculty, and staff participating in intramural sports
activities. This form affirms that participants have been informed
that they are not covered by the institution for injury or other
medical situations and have been advised to seek private insurance.
Record Copy: Intramural Sports
Retention: 3 years after the conclusion of the intramural
sports season
(8) Leases
Series documents agreements made by an agency for the transfer
of the right to possession and use (but not sale) of goods or
property for a specified term. Series includes copies of lease
agreements and amendments or addenda. Leases are typically for
office space, equipment, real estate, or facilities.
Record Copy: Contract Administration
Retention: 4 years after expiration
(9) Personal/Professional
Services Contracts Records
This series provides a record of Personal/Professional Services
Contracts between the institution and independent contractors
for professional, specialized, educational, research, creative,
or custodial services. The contracts may be for any length of
time, for a one-time performance of services, or for services
provided on a continuing basis. Contracts are not personal services
contracts if they are primarily for a tangible product, even if
professional services are needed to design or install the product;
if the services are for trade-related activities; or if the services
are of the type that can be performed by any competent worker
in the field. This series may include but is not limited to: Personal/Professional
Services Contracts (OSBHE form CO-190) with terms and provisions; addenda
and exhibits; selection and justification
statements; input forms (Executive Department form number 1405m);
authorized signature sheets; contractor selection statements;
certificates of compliance with tax laws; statements as to availability
of local service; statements as to whether minority services available;
contract change orders; bids and agreements; performance bonds;
instructions to bidders; advertisements for bids; working papers;
expense claim records; and related documentation and correspondence.
Record Copy: Contract Administration
Retention: 6 years after expiration of contract
Other copies: Units
Retention: 2 years after expiration of contract
Record Copy: Contract Administration
Retention: 6 years after property is sold
(11) Student Housing Contracts
Appeals Records
This series provides a record of the disposition of appeals made
by residents who have been assessed the standard penalties for
failing to follow the terms of their housing/food service contracts.
These records consist of: students' appeals stating their reasons
for seeking modification of contract terms; decisions from the
director of housing, including instructions for further appeal
if students have additional relevant information and desire to
proceed; and related documentation and correspondence.
Record Copy: Housing & Dining Services
Retention: 2 years after resolution
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(12) Student Housing Contracts
Records
This series provides a record of occupancy in all institution
administered housing -- residence halls, family housing, and cooperative
housing. This series may include but is not limited to: residence
hall/cooperative house/student family housing applications and
contracts; proof of admission records; and related documentation
and correspondence.
Record Copy: Housing & Dining Services
Retention: 6 years after expiration of contract
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(13) Trademarks Licensing
Records
This series documents the legal authority for non-system agencies
to use the logos and other symbols constituting the registered
trademarks of the institution, such as "Benny the Beaver,"
"Donald Duck" and the institutional seals/logos. The
records consist of folders for each vendor or individual seeking
legal use of institutional trademarks for any reason. This series
may include but is not limited to: names and addresses of approved
licensees; their annual gross dollar sales of institutionally
trademarked items; invoices showing royalties paid to the institution
for use of the trademarks; licensing agreements; samples of the
requesting licensees' art work; and related documentation and
correspondence.
Record Copy: Research Office
Retention: 6 years after expiration of licensing agreement
Other copies: Units
Retention: 2 years