This General Schedule is applicable to the Safety and Security 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) Accident and Injuries Records
(2) Acknowledgment of Safety Rules Records
(3) Annual Vehicle Inspection Records
(4) Asbestos Records
(5) Carcinogenic Compound Inventory Records
(6) Carcinogenic Compounds Research Use Records
(7) Chemical Hazardous Material Survey Forms
(8) Chemical Incident Records
(9) Chemical and Hazardous Waste Disposal Records
(10) Emergency Response Plans and Procedures
(11) Environmental Regulations Records
(12) Fire Alarm and Drill Records
(13) Human Materials Authorizations Records
(14) Inspections Records
(15) Material Safety Data Sheets Records
(16) Medical Surveillance Records
(17) Non-Staff Accident and Injuries Records
(18) Protective Wear and Device Request Records
(19) Radiation Licensing Records
(20) Radiation Material Handling and Disposal Records
(21) Radiation Monitoring and Exposure Records
22) Radiation Safety Committee Records
(23) Safety Training Records
(24) Security Records
(25) Student Incident Records
(26) Vehicle Accident Records
(1) Accident and Injuries
Records
This series documents claims made by institution employees to
the SAIF (State Accident Insurance Fund) Corporation for occupational
injuries, accidents, or illnesses; insurance coverage and related
reimbursement issues; and safety analysis and compliance inspections.
This record series does not include accidents or incidents which
involve hazardous substance or radiation exposure. This series
may include but is not limited to: report of accident forms; SAIF
Worker's and Employer's Report of Occupational Injury or Disease
form (463.801); Occupational Safety and Health Administration
(OSHA) Form 200; OSHA Form 101; incident logs; employer payroll
reports; hearing transcripts; notices of claim disposition; determination
orders; opinions and orders; appeal letters; claim adjustment
documentation; medical reports; cost statements; and related documentation
and correspondence.
Record Copy: Human Resources
Retention: 6 years after final disposition of claim
Other copies: Environmental Health & Safety, Units
Retention: 6 years after final disposition of claim
 CONFIDENTIAL DESTRUCTION: Non-permanent
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) Acknowledgment of Safety
Rules Records
This series documents that a new institutional employee has been
provided copies of safety rules and has discussed applicable safety
rules with the supervisor. This series includes but is not limited
to acknowledgment forms.
Record Copy: Environmental Health & Safety
Retention: 30 years
Other copies: Units
Retention: 5 years after employee separation
(3) Annual Vehicle Inspection
Records
This series documents the safety of institutionally owned automobiles,
vans, trucks, and other motorized vehicles. This series includes
but is not limited to: annual motor vehicle inspection reports
and related forms; documentation; and correspondence.
Record Copy: Transportation Services
Retention: 2 years after the vehicle is disposed of
(4) Asbestos Records
This series documents a building by building survey and plan to
correct asbestos material hazards. This series may include but
is not limited to: surveys; monitoring tests and reports; data
forms; building plans; correction checklists; removal job records;
and related documentation and correspondence.
Record Copy: Environmental Health & Safety
Retention: 30 years after separation for records documenting
persons contacting or removing asbestos; 40 years for all other
records
Other copies: Facilities Services
Retention: 20 years
(5) Carcinogenic Compound
Inventory Records
This series documents inventory and stock of Class B and C carcinogenic
compounds. This series contains but is not limited to: project
and departmental lists of chemical inventories; lists of persons
involved in the research project; and related forms, documentation,
and correspondence.
Record Copy: Units
Retention: 30 years after separation for records documenting
persons using or contacting compounds; 40 years for all other
records
(6) Carcinogenic Compounds
Research Use Records
This series documents the use of hazardous carcinogenic compounds
by institutional researchers. This series may contain but is not
limited to: research protocols; applications for use of Class
B & C chemical carcinogens; chemical carcinogen animal care
requirement forms; lists of personnel involved in laboratory contact
with chemical carcinogens; list of carcinogenic compounds to be
used in the specific research project; and related documentation
and correspondence.
Record Copy: Environmental Health & Safety
Retention: 30 years after employee or researcher separation
Other copies: Units
Retention: 20 years
(7) Chemical Hazardous Material
Survey Forms
This series is used to document student and employee exposure
to hazardous chemicals as per federal regulation. This series
includes but is not limited to: chemical hazardous material survey
forms which contain dates, employee or student names, chemical
name, and comments; and related documentation and information.
Record Copy: Environmental Health & Safety
Retention: 30 years after student or employee separation
(8) Chemical Incident Records
This series documents the investigation of hazardous chemical
material accidents or incidents including releases. This series
may include but is not limited to: incident reports noting locations,
names, dates, times, description of incident, personnel involved,
remarks, and name of contact; and related documentation and correspondence.
Record Copy: Environmental Health & Safety
Retention: 30 years after employee separation
Other copies: Units
Retention: 5 years after employee separation
(9) Chemical and Hazardous
Waste Disposal Records
This series documents the receipt, shipment, and disposal of chemical
material or hazardous wastes on campus. This series includes but
is not limited to: chemical and waste inspection forms; drum packing
sheets; Uniform Hazardous Waste Manifest forms (EPA 8700); Certificates
of Disposal from vendors; land disposal notification forms; waste
disposal records; and related documentation and correspondence.
Record Copy: Environmental Health & Safety
Retention: 30 years
(10) Emergency Response
Plans and Procedures
Series documents procedures to be followed in the event of emergency.
Records may include: step-by-step procedures; unit and institutional
disaster preparedness plans; and related correspondence.
Record Copy: Environmental Health & Safety, Security
Services, Units
Retention: Until superseded or obsolete
(11) Environmental Regulations
Records
This series documents institutional compliance with environmental
laws and guidelines of federal, state, or local governments. These
records include communications with the Regional Air Pollution
Authority (RAPA) which is under the jurisdiction of the Environmental
Protection Agency (EPA) of the federal government and also the
state Department of Environmental Quality (DEQ). This series may
include but is not limited to: Title V Air Discharge Permits;
Air Quality Reports; Waste Water Discharge Permit Applications;
Waste Water Discharge Permits; Water Quality Reports; Waste Water
Discharge Records; Notices of Violation; Notices of Non-compliance;
and related documentation and correspondence.
Record Copy: Facilities Services
Retention: 10 years
Other copies: Environmental Health & Safety
Retention: 5 years
(12) Fire Alarm and Drill
Records
This series documents response to any alarm that is activated
on campus. This series may include but is not limited to the following
information: when and where the incident occurred; specific response;
reset time; and rewind time, if appropriate.
Record Copy: Security Services
Retention: 3 years
(13) Human Materials Authorizations
Records
This series documents faculty proposals to use human materials
in classroom instruction. This series includes but is not limited
to: written proposals from classroom instructors; departmental
and committee approvals or disapprovals; reports; and related
documentation and correspondence.
Record Copy: Environmental Health & Safety
Retention: 10 years
Other copies: Units
Retention: 2 years
(14) Inspections Records
This series documents inspections done by various agencies such
as the city building department, health department, or fire department
in the course of routine business and is used by the institution
to correct and analyze safety problems and to document compliance
with regulations. This series may include but is not limited to:
inspection sheets which show date of inspection, notation of violations,
and suggested corrective measures; reports acknowledging compliance
with regulations; authorizing signatures; and related information,
documentation and correspondence.
Record Copy: Environmental Health & Safety
Retention: 10 years
Other copies: Units
Retention: 2 years
(15) Material Safety Data
Sheets Records
This series documents the institution's inventory of hazardous
chemicals; record keeping is mandated by the Hazardous Communications
Program of the Occupational Safety and Health Administration (OSHA).
This series contains but is not limited to: Material Safety Data
Sheets which list chemical name, description, composition, intended
use, flash point, transportation, hazards, safe handling, and
extinguishing methods; and related documentation.
Record Copy: Environmental Health & Safety
Retention: 30 years
Other copies: Units
Retention: When material is removed from the unit
(16) Medical Surveillance
Records
This series documents the medical history of employees working
in positions with exposure to high risk hazardous conditions such
as Class B and C carcinogenic compounds, asbestos, lead, or excessive
noise. Medical examinations of workers are made at the beginning
and termination of institution employment and periodically throughout
the career course as well as immediately following an accident
or potential exposure incident. This series may include but is
not limited to: medical examinations; laboratory test records
and results; and related documentation and correspondence.
Record Copy: Environmental Health & Safety
Retention: 30 years after employee separation
|
CONFIDENTIAL DESTRUCTION: Non-permanent
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) Non-Staff Accident
and Injuries Records
This series documents the reporting and investigation of campus
related accidents that result in injury to non-staff and/or their
property. This record series does not include accidents or incidents
which involve hazardous substance or radiation exposure. This
series may include but is not limited to: Report of Accident forms;
complaints; investigation reports; insurance appraisals and estimates;
photographs; and related documentation and correspondence.
Record Copy: Contract Administration
Retention: Transfer to appropriate claim file if incident
results in a claim; 10 years if no claim results
(18) Protective Wear and
Device Request Records
This series documents the authorization and acquisition of specialized
safety devices and clothing for employees working in hazardous
situations. This series may include but is not limited to: Safety
Shoe Request and Authorization Forms; Prescription Safety Glasses
Request and Authorization Forms; and related forms, documentation,
and correspondence.
Record Copy: Facilities Services
Retention: 4 years
Other copies: Units
Retention: 1 year
(19) Radiation Licensing
Records
This series is used to document the licensing of the institution
by federal, state, and local agencies to receive, use, store,
dispose of, and ship radioactive materials. These records include
federal and state applications and certificates including: State
of Oregon Health Division Radiation Material License forms (P112118-333[100g])
and amendments (p29939-333[150]); validation certificates showing
fees paid for licenses; and related correspondence.
Record Copy: Radiation Safety
Retention: Permanent
Retain records in the Radiation Safety Office for the life
of the component, facility, program and license, and then transfer
records to the University Archives.
(20) Radiation Material
Handling and Disposal Records
This series is used to provide a record of the reception, handling,
shipment and/disposal of radioactive material or radioactive hazardous
wastes at the institution to comply with federal and state record
keeping and reporting requirements. The series also provides the
office with a record of past activity. Records may include: waste
material pick up requests and tags; Radioactive Waste Drum Inventory
forms (RS 102); Uniform Hazardous Waste Manifest forms (EPA 8700-22);
Radiation Waste Shipment and Disposal Manifest forms (vendor form);
Radiation Material Inventory sheets; Radiation Material Shipment
Receipt Record forms (RS-400); Waste Disposal Record cards; disposal
site letters of arrival acknowledgment; Sewered Radioactive Material
log sheets; and related correspondence.
Record Copy: Radiation Safety
Retention: Permanent
Retain records in the Radiation Safety Office for the life
of the component, facility, program and license, and then transfer
records to the University Archives.
Other copies: Research directors, Units
Retention: 5 years
(21) Radiation Monitoring
and Exposure Records
This series provides a record of radiation testing and monitoring
of employees, visitors, facilities, and the surrounding environment
and is used to comply with federal and state reporting and licensing
requirements and insurance carrier reporting requirements. This
series includes: dosimeter reports (vendor form); Exposure History
forms; Statement of Occupational Radiation Dosage forms; Daily
Routine Survey Record forms (in-house form FHRCHPP.24A); Neutron
Generator Smear Test Survey forms; Floor Survey forms; Special
Survey forms (RCHPP.24D); Radioactive Material Shipment Receipt
Survey forms (RCHPP.5A); Procurement for Material forms (form
101); Hood Flow Survey forms; Rotation Rack Filter Survey forms;
Solid Waste Discharge and Analysis Sheets; Liquid Discharge Summary
Report forms; Gaseous Waste Summary Report forms; and Soil/Water/Vegetation
Record Survey forms.
Record Copy: Radiation Safety
Retention: 30 years after employee separation
(22) Radiation Safety Committee
Records
This series documents the establishment of policy and procedure
by the committee. Records include: agendas; minutes; reports;
notes; working papers and related correspondence.
Record Copy: Radiation Safety
Retention: Permanent
Other copies: Committee members
Retention: 10 years
(23) Safety Training Records
This series documents employee training and certification such
as for equipment operation, hazardous material handling and emergency
procedures, driver training, CPR and first aid training, and asbestos
awareness training for removal, abatement, or transportation.
This series may include but is not limited to: sign off sheets
indicating that employees have received
training; instruction sheets; copies of hazardous material data
sheets; informational materials; and related documentation and
correspondence.
Record Copy: Units
Retention: 30 years after employee separation
(24) Security Records
Series documents reporting of suspicious and criminal incidents
at the institution. Records may include: incident reports containing
names, dates, case numbers, dollar values, locations, descriptions
of incident, and personnel taking report; identification cards
created when reports of suspicious behavior are made to the office;
warnings records; copies of reports
filed by the Oregon State Police or other law enforcement agencies;
notes; and related documentation.
Record Copy: Security Services
Retention: 2 years for copies of reports filed by law enforcement
agencies; 5 years for all other records
|
CONFIDENTIAL DESTRUCTION: Non-permanent
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. |
(25) Student Incident Records
This series documents incidents of injury to residence hall occupants,
vandalism, and other infractions of housing rules. The series
also documents the disposition of such incidents. This series
may include but is not limited to: incident report forms usually
filed by resident advisors; housing director's written decisions;
student appeals of decisions; and related documentation and correspondence.
Record Copy: Housing & Dining Services
Retention: transfer to appropriate claim file if incident
results in a claim; 10 years if no claim results
|
CONFIDENTIAL DESTRUCTION: Non-permanent
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. |
(26) Vehicle Accident Records
This series documents accidents involving vehicles owned by the
institution. This series may include but is not limited to: vehicle
accident reports; vehicle accident claims; damage or loss of state
property reports and related documentation and correspondence.
Information may include: vehicle type and identification number;
name of party using the vehicle; notation of condition before
and after use; and authorizing signatures.
Record Copy: Transportation Services
Retention: 4 years
