This General Schedule is applicable to the Institutional Services 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) Authorization Code Ordering
and Assignment Forms
This series documents the assignment of long distance authorization
codes to institution employees. This series consists of: authorization
code ordering and assignment forms which list an activity code;
user/function name; account number; FRL code; and authorization
code number for each employee assigned a code.
Record Copy: Telecommunications
Retention: 2 years after superseded or revoked
Other copies: Units
Retention: Until all information on the form is superseded
or becomes obsolete
 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. |
(2) Automatic Call Distribution
Vector Records
This series documents the technical programming for each automatic
call distribution (ACD) account on campus. This programming, known
as vector instructions, electronically routes phone calls coming
in to a given phone number account, known as a split, to available
phones or message systems. This series also contains the names
of staff members and extension numbers that are appropriate to
each account. This series may include but is not limited to: vector
instructions sheets; announcement scripts; lists of supervisor
extensions of each split; lists of ACD member extensions of each
split; and related documentation and correspondence.
Record Copy: Telecommunications
Retention: 2 years
(3) Bicycle Licenses/Permits
Records
This series documents the registration of bicycles on campus.
This series includes registration cards completed by institution
students, faculty, and staff for use of bicycles on campus. Information
on the cards includes: owner/user names; social security numbers;
addresses; telephone numbers; bicycle frame serial numbers; bicycle
models; and permit numbers.
Record Copy: Security Services
Retention: 2 years
|
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) Calling Card Records
This series documents the assignment to and use of calling cards
issued to institution employees. This series may include but is
not limited to: credit card order forms; account change documentation;
and related documentation and correspondence.
Record Copy: Telecommunications
Retention: 2 years after superseded or revoked
Other copies: Units
Retention: Until all information on the form is superseded
or becomes obsolete
|
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. |
(5) Child and Youth Program
Participant Records
This series documents the participation of children and youth
in programs sponsored by the institution. The series may include but is not limited
to: applications; enrollment records; progress reports and assessments;
immunization records; parental consent forms; activity records;
lists of attendees; and related correspondence.
Record Copy: Sponsoring unit
Retention: 3 years
Other copies: Units
Retention: 2 years
|
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) Child Care Facility Client
Records
This series provides a record of enrollment, admission, attendance, and activities
of children at child care facilities operated by OUS institutions and documents
compliance with applicable state agency requirements. Records may include but
are not limited to applications for admission; emergency notification forms; attendance
records including sign-in sheets; authorizations to administer medications; records
documenting permission to obtain emergency medical treatment; records documenting
permission to participate in field trips or other activities; immunization records;
learning and motor skills assessments; and release forms. The series may also
include a record of suspected or reported child abuse and accident reporting including
narratives, notes, record of contact with state Child and Family Services representatives
and law enforcement officials; records verifying staff training in child abuse recognition;
and accident reporting forms.
(7) Child Care Facility
Food/Nutrition Service Program Records
Records document the administration of child care food programs which provide
meals to children at institution child care facilities operated by OUS institutions.
Typically, application is made annually to the U.S. Department of Agriculture for
assistance in running food service programs. Records may include but are not limited
to meal production records, menus, and attendance forms; applicants income
statements; enrollment rosters; operational reports; nutrition program reviews; food
supply inventories; sanitation inspection reports; and related documentation and
correspondence.
(8) Child Care Facility License
Records
Records document the licensing of school child care facilities by the Oregon Child
Care Division or other licensing agencies. Records may include but are not limited
to sanitation inspections, fire safety reports, fire and other emergency drill records,
staff development and training records, staff criminal history checks, staff qualification
forms, time sheets, staff first aid cards, staff driving records, staff orientation records,
official license, Child Care Division inspection reports and certification and related
correspondence.
(9) Department of Motor
Vehicles (DMV) Lists
This series is used to trace ticketed vehicles to owners who have
not satisfied parking citations. This series contains computer
reports from the Oregon Department of Motor Vehicles. Information
in the reports may include but is not limited to: car license
plate number; name of registered owner; address of owner; and
related data elements.
Record Copy: Parking Services
Retention: Until superseded or obsolete
|
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. |
(10) Events Administration
Records
This series documents facilities, services and other accommodations
provided by the institution for events on campus. Records may
include: facilities reservation agreements; room reservation lists;
customer and room occupancy lists; catering services orders; purchase
and supply records; financial and billing records; customer evaluations;
summary reports; and related correspondence.
Record Copy: Lasells Stewart Center, Memorial Union,
Alumni Relations, Intercollegiate Athletics, Housing & Dining
Services, Units
Retention: 6 years after expiration for agreements; 2 years
for all other records
Other copies: Units
Retention: 1 year
(11) Facsimile (Fax) Records
This series documents the sending and receiving of fax messages
for institution business purposes. This series may include but
is not limited to: logs of messages sent and received and fax
cover sheets.
Record Copy: Telecommunications, Units
Retention: 1 month for fax cover sheets; 1 year for all
other records
(12) Identification Cards
Records
This series documents the issuance of identification cards to
university students, staff and faculty. Records may include: signature
cards; monthly detail reports; and related correspondence.
Record Copy: ID Center
Retention: Until not valid for signature cards; 5 years
all other records
|
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) Key Issuance Records
This series documents key assignments and deposits (if applicable)
for institutional faculty, staff, students, and others using the
institution's facilities. The series may include but is not limited
to: key pinning sequence records; key issue approval forms; return
forms; key inventories; hall directors' sign out forms; deposit
books; bank statements; refund forms; key logs; and related documentation
and correspondence.
Record Copy: Facilities Services, Housing & Dining
Services, Administering units
Retention: 1 year after key is checked in
Other copies: Units
Retention: Until key is turned in
|
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. |
(14) Menus
This series is used to provide a record of approved menus to be
cycled on a monthly basis in each food service location. It is
also used for cost planning and ordering of food and supplies.
Information on the individual menus may include but is not limited
to the foods to be served and the dates, times and locations of
service.
Record Copy: Housing & Dining Services, Memorial
Union
Retention: 3 years
Other copies: Kitchens
Retention: 1 year
(15) Oregon Liquor Control
Commission Records
This series is used to provide a record of annual and temporary
event licensing by the Oregon Liquor Control Commission for dispensing
and serving alcoholic beverages. The series may also be used to
document the training certification of employees. This series
may include but is not limited to: applications for licensing;
applications for server permits; purchase orders for training
costs; and related documentation and correspondence.
Record Copy: Administrative unit
Retention: 4 years after termination of license and server
permit
Other copies: Memorial Union Catering, Alumni Relations
Retention: 1 year after termination of license and server
permit
(16) Parking Citations
Records
This series documents the regulation of on-campus parking. This
series may include but is not limited to: citations; appeal petitions;
and related documentation and correspondence.
Record Copy: Parking 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. |
(17) Parking Permits Records
This series documents the issuance of permits for on-campus parking.
This series may include but is not limited to: annual permit cards;
temporary permits; parking permits reports; and related documentation
and correspondence.
Record Copy: Parking Services
Retention: 2 years
|
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. |
(18) Postal and Shipping
Records
This series provides a record of items that are mailed by the
department via UPS, U.S. Postal Service, Federal Express, or another
carrier. Records may be used for billing and/or tracing. These
records include: printing and mailing shipping forms; parcel mailing
order forms; postage forms; and related correspondence.
Record Copy: Printing & Mailing Services
Retention: 3 years
Other copies: Units
Retention: 1 year
(19) Quality Control Inspection
Records
This series is used to monitor the quality of services provided
by a unit. This series may include but is not limited to: narrative
reports; inspection forms; and related documentation and correspondence.
Record Copy: Administering units
Retention: 2 years
(20) Telephone Complaints/Fraud
Records
This series documents the investigation of complaints of telephone
misuse, primarily regarding student telephones and long distance
bills that are reportedly not legitimate charges. This series
may include but is not limited to: memos; notes; copies of long
distance bills; and related documentation and correspondence.
Record Copy: Telecommunications
Retention: 5 years after resolution
(21) Utility Locate Requests
This series documents the notification of persons anticipating
digging on campus property who need to know the locations of underground
utility lines. Request information may include but is not limited
to: the date and location of the work; miscellaneous instructions;
contact person; and related documentation and correspondence.
Record Copy: Telecommunications
Retention: 2 years
(22) Work Orders Records
This series documents requests and authorizations for needed services
and/or repairs to institutional property and equipment. It may
also be used as a cost reference for future jobs. This series
may include but is not limited to: copy center work orders; printing
orders; photographic work orders; display preparation orders;
microfilming orders; telephone service/installation
requests and change orders; maintenance and repair authorizations;
library materials preparation authorizations; and related documentation
and correspondence.
Record Copy: Unit performing service
Retention: 4 years
Other copies: Unit requesting service
Retention: 2 years
