State Parks and Recreation Department - Records Retention Schedule

Organizational Placement:

Agency: Oregon Parks and Recreation Department
Division: Engineering and Design
Unit: Engineering

Program Description:

The purpose of the Engineering and Design unit is to provide engineering, design, and records keeping services for the department. The unit is responsible for all engineering-type designs, plans and specifications and for administering construction contracts. The unit oversees and inspects park structures, roads, and utilities.

Records Description:

The Aerial Photos, Design and Engineering Project Files, Park Contract Plans and Specifications, Park Maps, Park Photographs and Index, Park Plans and Drawings, Park Rehabilitation and Renovation Project Files, and Water Rights document the design and engineering of park facilities. The inspection of park infrastructure is documented by the Design and Engineering Project Files.

Below is a record series list designating their retention:

026 Aerial Photos, 1962-ongoing - Retain permanently, transfer to State Archives after administrative need expires.

027 Design and Engineering Project Files, 1960-ongoing - Retain historic and major structure files permanently, transfer to State Archives after 50 years. Retain other records for life of structure, destroy.

028 Park Contract Plans and Specifications, 1950-ongoing - Retain permanently, transfer to State Archives after 50 years.

029 Park Maps, 1938-ongoing - Retain permanently, transfer to State Archives after 50 years.

030 Park Photographs and Index - Retain as needed, destroy.

031 Park Plans and Drawings, 1934-ongoing - Retain permanently, transfer to State Archives after 50 years.

032 Park Rehabilitation and Renovation Project Files - Retain 6 years, destroy.

033 Water Rights - Retain for as long as OPRD owns the water rights, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence (Administrative Records - 166-300-0015); building records, equipment maintenance (Facilities Records - 166-300-0020); and personnel records (Personnel Records - 166-300-0040).

Agency: Oregon Parks and Recreation Department
Division: Engineering and Design
Unit: Surveying

Program Description:

The Surveying Unit surveys and maps projects in the state parks as well as establishing the boundaries of park property. The unit establishes benchmarks and records field data to be used in the design of transportation facilities and a physical description of park holdings.

Records Description:

The surveying of park property is documented by the Coordinate Records, General Index, Raw Data Files, Survey Field Notes and Index, Survey Project Files, and the Surveyor's Plats.

Below is a record series list designating their retention:

034 Coordinate Records, 1860-ongoing - Retain permanently, transfer to State Archives after administrative need expires.

035 General Index - Retain until superseded, destroy.

036 Raw Data Files, 1860-ongoing - Retain permanently, transfer to State Archives after administrative need expires.

037 Survey Field Notes and Index, 1917-ongoing - Retain permanently, transfer to State Archives after administrative need expires.

038 Survey Project Files - Retain 25 years, destroy.

039 Surveyor's Plats, 1934-ongoing - Retain permanently, transfer to State Archives after administrative need expires.

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