State Parks and Recreation Department - Records Retention Schedule

Organizational Placement:

Agency: Oregon Parks and Recreation Department
Division: State Historic Preservation Office
Unit: Archeological Sites

Program Description:

The State Historic Preservation Office oversees cooperative efforts with federal, state, tribal, and local governments, and other interested parties to preserve the cultural and historic resources of Oregon. The division documents and protects archeological sites and disburses federal grants in support of archeological investigations.

Records Description:

The preservation of archeological resources is documented by the

Archeological Permits, Archeological Site Forms, Archeological Site Reports, Archeological Site Maps, and the Tribal Government Coordination Records.

The records are to be kept under lock and key in a secured environment.

Below is a record series list designating their retention:

063 Archeological Permits, 1984-ongoing - Retain permanently, transfer to State Archives after 2 years.These records may be exempt from public disclosure under ORS 192.501(11) for the life of the records.

064 Archeological Site Forms, 1978-ongoing - Retain permanently, transfer to State Archives after 2025. These records may be exempt from public disclosure under ORS 192.501(11) for the life of the records.

065 Archeological Site Reports, 1978-ongoing - Retain permanently, transfer to State Archives after 2025. These records may be exempt from public disclosure under ORS 192.501(11) for the life of the records.

066 Archeological Site Maps, 1978-ongoing - Retain permanently, transfer to State Archives after 2025. These records may be exempt from public disclosure under ORS 192.501(11) for the life of the records.

067 Tribal Government Coordination Records, 1992-ongoing - Retain permanently, transfer to State Archives after 20 years.These records may be exempt from public disclosure under ORS 192.501(11) for the life of the records.

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).

Agency: Oregon Parks and Recreation Department
Division: State Historic Preservation Office
Unit: Historic Properties

Program Description:

The State Historic Preservation Office oversees cooperative efforts with federal, state, tribal, and local governments, and other interested parties to preserve the cultural and historic resources of Oregon. The division maintains the Statewide Inventory of Historical Properties. It oversees the application process to list Oregon properties in the National Register of Historic Places and inspects historic properties receiving grant or tax assistance.

The division has a role in the certification of local governments for historical preservation work as well as monitoring federal agencies and projects for compliance with federal, state, and local rules and regulations. The division works with the State Advisory Committee on Historic Preservation and the Oregon Heritage Commission on preservation issues. Finally, the division holds a collection of historical reference files on the agency and state parks.

Records Description:

The listing of historic property and assistance to such property through grants and tax benefits is documented by the Certified Local Government Records, Federal Project Review and Compliance Files, Federal Tax Act Rehabilitation Project Files, Historic Assessment Review Committee Proceedings, Historic Contexts, Historic Preservation Fund Apportionment Records, Historic Preservation Fund Sub-Grant Files, National Register of Historic Places Case Files, Special Assessment of Historic Property Files, Special Grants and Contracts, State Advisory Committee on Historic Preservation Proceedings, State and Local Government Coordination Records, and the Statewide Inventory of Historic Properties. The program's role in planning is documented by the Oregon Historic Preservation Plan and the Oregon Heritage Commission Records. The Park Archives Files document the history of the agency and various state parks.

Below is a record series list designating their retention:

068 Certified Local Government Records - Retain certification documents 5 years after certification ends, destroy.

069 Federal Project Review and Compliance Files - Retain substantive historical records, transfer to National Register files. All other records 5 years, destroy.

070 Federal Tax Act Rehabilitation Project Files, 1995-ongoing - Transfer substantive historical records to National Register of Historic Places Case Files. Retain all other records 6 years, destroy.

071 Historic Assessment Review Committee Proceedings, 1977-ongoing - Retain permanently, transfer to State Archives after 20 years.

072 Historic Contexts, 1980-ongoing - Retain permanently, transfer to State Archives after 20 years.

073 Historic Preservation Fund Apportionment Records - Retain 6 years, destroy.

074 Historic Preservation Fund Sub-Grant Files, 1993-ongoing - Retain reports permanently, transfer to State Archives after 20 years. All other records, retain 3 years after completion report, destroy.

075 National Register of Historic Places Case Files, 1970-ongoing - Retain permanently, transfer to State Archives after 50 years.

076 Oregon Heritage Commission Records, 1995-ongoing - Retain permanently, transfer to State Archives after 20 years.

077 Oregon Historic Preservation Plan, 1984-ongoing - Retain plan permanently, transfer to State Archives after 20 years. Retain supporting documentation until superseded.

078 Park Archives Files, 1917-ongoing - Retain permanently, transfer to State Archives after 20 years.

079 Special Assessment of Historic Property Files - Retain 6 years after expiration of benefit, destroy.

080 Special Grants and Contracts, 1989-ongoing - Retain project summaries permanently, transfer to State Archives after 20 years. Other records, retain 6 years after formal project completion, destroy.

081 State Advisory Committee on Historic Preservation Proceedings, 1971-ongoing - Retain permanently, transfer to State Archives after 20 years.

082 State and Local Government Coordination Records, 1986-ongoing - Retain state building files permanently, transfer to State Archives after 20 years. Retain all other records until superseded, destroy.

083 Statewide Inventory of Historic Properties, 1976-ongoing - Retain permanently, transfer to State Archives after 20 years.

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).