State Parks and Recreation Department - Records Retention Schedule

Organizational Placement:

Agency: Oregon Parks and Recreation Department
Division: Park Operations
Unit: Area Offices
Program: Law/Code Enforcement

Program Description:

The Law/Code Enforcement program coordinates with local law enforcement such as sheriff, state police, and park rangers in the issuance of citations for violations. The program also coordinates the use of state police cadets to patrol area parks. Finally, it retains a list of area archeological sites for use by local law enforcement.

Records Description:

The Cadet Program Records and the Law Enforcement Records document Law enforcement coordination. The listing of archeological sites for law enforcement is documented by the Archeological Site List.

Below is a record series list designating their retention:

010 Archeological Site List - Retain until superseded, destroy. The records are exempt from public disclosure under ORS 192.501(11) for the life of the records.

011 Cadet Program Records - Retain 3 years, destroy.

012 Law Enforcement Records - Retain 4 years, destroy. Some information may be exempt from public disclosure as authorized by ORS 192.501(3) for the life of the records.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence and Security logs (Administrative Records - 166-300-0015) and incident reports (Risk Management Records - 166-300-0045).

Agency: Oregon Parks and Recreation Department
Division: Park Operations
Unit: Area Offices
Program: Permit and Licenses

Program Description:

The Permit and Licenses program issues permit and licenses for day use passes, camper bucks, and miscellaneous use permits (commercial TV filming, fireworks, special events, vendors). The program collects the fees and participates in planning with parties using miscellaneous use permits.

Records Description:

The Day-Use Permit Records, Discounts and Coupon Records, and Miscellaneous Use Records document the issuance of permits and licenses.

Below is a record series list designating their retention:

013 Day-Use Permit Records - Retain 6 years, destroy.

014 Discounts and Coupon Records - Retain 6 years, destroy.

015 Miscellaneous Use Records - Retain 6 years, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence (Administrative Records - 166-300-0015); deposit and cash receipt records (Financial Records - 166-300-0025).

Agency: Oregon Parks and Recreation Department
Division: Park Operations
Unit: Parks and Prisons

Program Description:

The Parks and Prisons program contracts production of objects and facilities that can be produced by Inmate Work Programs. The products include signs, docks, yurt foundations, booths, camping cabins, and small buildings. It also includes products from Inmate Work Program such as picnic tables, fire rings, nursery stock, and computer assisted design work.

The program oversees and coordinates site preparation with field managers, as well as shipping the products built by the Inmate Work Program to the parks. The program manager works as the central liaison with the Department of Corrections and coordinates Inmate work crews state-wide for OPRD.

Records Description:

The Design Files and the Product document the production of products for park use and Service Catalog Records. General Schedule Records documents coordination and site preparation.

Below is a record series list designating their retention:

016 Design Files - Retain 30 years, destroy.

017 Product and Service Catalog Records - Retain Catalog 30 years, destroy. Retain other records 5 years, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence and contracts (Administrative Records - 166-300-0015); building records (Facilities Records - 166-300-0020); purchasing records (Financial Records - 166-300-0025); and personnel records (Personnel Records - 166-300-0040).

Agency: Oregon Parks and Recreation Department
Division: Park Operations
Unit: State Parks
Program: Park Manager

Program Description:

The purpose of the Park Manager is to manage a major park complex within the OPRD system. The park operations overseen by a Park Manager includes a large park with satellite parks and diverse programs such as marinas, lighthouses, nature center, trails, beaches, and interpretive programs. The managers also oversee volunteers and "Friends" groups members supplement park staffing. Finally the manager deals with visitor complaints.

Records Description:

Records documenting the operations of the park are found in the Park Working Files. The Visitor Complaint Files document complaints and their resolution.

Below is a record series list designating their retention:

018 Park Working Files - Transfer all establishing records or land acquisition records to Business Services. Retain all other records 10 years, destroy.

019 Visitor Complaint Files - Retain 3 years, 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 records, and damaged /stolen property records (Facilities Records - 166-300-0020) and personnel and volunteer program records (Personnel Records - 166-300-0040).

Agency: Oregon Parks and Recreation Department
Division: Park Operations
Unit: State Park
Program: Park Ranger

Program Description:

The Park Ranger performs semi-skilled work assignments by participating in the maintenance, construction, operation, and rehabilitation of State parks, waysides and recreational areas. The Park Ranger provides visitors with parks-related information through the distribution of publications and educational presentations on demand. The ranger issues permits and collects fees and issues citations and written warnings to ensure that park areas are clean, safe and enjoyable for the visiting public. Finally, the Park Ranger oversees park aides and other personnel working in the parks.

Records Description:

The Citation Files, Citation Law Enforcement Investigation Reports, and Lost and Found Reports document the role of the ranger in enforcing park regulations. Use of park facilities is documented by the Visitor Counts. The Park/Host Diaries document the ranger's role as overseer.

Below is a record series list designating their retention:

020 Citation Files - Retain 3 years, destroy.

021 Citation Law Enforcement Investigation Reports - Retain 3 years, destroy.

022 Lost and Found Reports - Retain 1 years, destroy.

023 Park/Host Diaries - Retain 5 years destroy.

024 Visitor Counts - Retain 3 years, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence and security logs (Administrative Records - 166-300-0015); building records, equipment maintenance (Facilities Records - 166-300-0020); and incident reports (Risk Management Records - 166-300-0045).

Agency: Oregon Parks and Recreation Department
Division: Park Operations
Unit: State Parks Management Unit
Program: Administrative Support

Program Description:

The purpose of the Administrative Support program to provide support for the Management Unit. This program is responsible for preparing essentially all personnel forms for the Unit, for processing and/or inputting all purchasing and payroll documents; for preparing statistical reports and general correspondence; and for providing requesting information to the staff and to the public. The program gives orientation and training to park rangers and seasonal staff in office procedures. The program also retains permits and licenses on file.

Records Description:

The Permits and Licenses document the issuance of permits.

Below is a record series list designating their retention:

025 Permits and Licenses - Retain 6 years, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence (Administrative Records - 166-300-0015); purchasing records (Financial Records - 166-300-0025); payroll reports (Payroll Records - 166-300-0035); and training records (Personnel Records - 166-300-0040).