State Parks and Recreation Department - Records Retention Schedule

Organizational Placement:

Agency: Oregon Parks and Recreation Department
Division: Administrative Services
Unit: Financial Services

Program Description:

The Financial Services unit provides fiscal support services for the Department. Support services include budget development and tracking, financial reporting, and management of all revenue and expenditures for the agency, including all incoming and outgoing funds related to Department grants and contracts.

Records Description:

The following records can be found in the State Agency General Records Retention Schedule: Correspondence, contracts and agreements (Administrative Records - 166-300-0015); financial and grant records (Financial Records - 166-300-0025).

Agency: Oregon Parks and Recreation Department
Division: Administrative Services
Unit: Personnel Services

Program Description:

The Personnel Services unit provides services, direction, and information to agency personnel. The unit has responsibility for classification issues, recruitment and selection, labor relations, discipline and discharge, layoffs, employee development, ADA, EEO and Affirmative Action, SAIF; payroll; safety; ethical standards; employee suggestions; and administration and monitoring of all other state and federal laws relating to human resources.

Records Description:

Below is a record series list designating their retention:

The following records can be found in the State Agency General Records Retention Schedule: Correspondence and contracts and agreements (Administrative Records - 166-300-0015); employee time records, federal and state tax records, Oregon State Payroll System reports, and wage and tax statements (Payroll Records - 166-300-0035); affirmative action records, collective bargaining records, Equal Opportunity Commission compliance records, individual employee personnel records, layoff records, and recruitment and selection records (Personnel Records - 166-300-0040); and personnel accident incident reports, and safety inspections and compliance records (Risk Management Records - 166-300-0045).

Agency: Oregon Parks and Recreation Department
Division: Administrative Services
Program: Public Services

Program Description:

The Public Services unit is responsible for coordinating public information and media relations. The Public Services unit is the Department's liaison with the media, answering inquiries, coordinating information requests, and writing press releases and articles.

Records Description:

The following records can be found in the State Agency General Records Retention Schedule: Correspondence and press releases (Administrative Records - 166-300-0015).

Agency: Oregon Parks and Recreation Department
Division: Administrative Services
Unit: Business Services
Program: Purchasing

Program Description:

The Purchasing program oversees the purchasing of goods and services by the agency. The program allows for central acquisition of supplies and distribution for low unit costs.

Records Description:

The following records can be found in the State Agency General Records Retention Schedule: Correspondence (Administrative Records - OAR 166-303-0010) and inventory records (Facility Records - 166-300-0020); and invoices, checks, and receipts (Financial Records - 166-300-0025).

Agency: Oregon Parks and Recreation Department
Division: Administrative Services
Unit: Business Services
Program: Real Estate

Program Description:

The Real Estate program both initiates and responds to the acquisition and disposal of real property by the Oregon Parks and Recreation Department. The program hires an appraiser to inspect properties, oversees clean up of properties, and orders environmental impact statements on properties if necessary. It also oversees the sale of real property and the use and management of rental/lease properties. The program can conduct appraisals and inspections of park properties. It oversees maintenance, landscaping, and improvements of property. The program also maintains files for employee housing in the parks. Finally, the program maintains records of concessions granted on park properties.

Records Description:

The acquisition, maintenance, use, and the Deed Files, Land Acquisition Files, and the Property Use Agreements document disposal of real property. The documentation of employee housing is also found in the Property Use Agreements. The Concessionaire Books document the granting of concessions.

Below is a record series list designating their retention:

001 Concessionaire Books - Retain 6 years after agreement expires, destroy.

002 Deed Files - Retain 6 years after ownership of land terminated, destroy.

003 Land Acquisition Files - Retain files on acquired land 6 years after property sold, destroy. Retain files on un-acquired land 10 years, destroy. Some information may be exempt from public disclosure as authorized by ORS 192.501(6) for the life of the records.

004 Property Use Agreements - Retain 6 years after agreement ends, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence, contracts, and leases (Administrative Records - 166-300-0015) and building records (Facilities Records - 166-300-0020).

Agency: Oregon Parks and Recreation Department
Division: Administrative Services
Unit: Business Services
Program: Recreation Trails

Program Description:

The Recreation Trails program oversees the formation of a network of statewide trails for hiking, biking, and equestrian use. The unit coordinates with the State Off Highway Vehicle program. The unit contracts construction and maintenance of the trails, inspects and monitors their condition, and oversees the disbursement of grant money under the Transportation Efficiency Act. The unit also keeps the records for the Trail Advisory Council.

Records Description:

The Trails Project Files and the Recreation Trails Advisory Council Minutes document the unit's oversight and construction of trails. The inspection and monitoring of trail use is documented by the Ad-hoc Investigation Files.

Below is a record series list designating their retention:

005 Ad-hoc Investigation Files - Retain 20 years, destroy.

006 Recreation Trails Advisory Council Minutes - Retain 15 years, destroy.

007 Trails Project Files - Retain until project completion, transfer to Master Planning Records.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence and legislative tracking records (Administrative Records - 166-300-0015) and personnel records (Personnel Records - 166-300-0040).