OAR 166-475-0105
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.
Accident
and Injuries Records
OAR 166-475-0105(1)
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.
Retention:
Record Copy: 6 years after final disposition of claim
Other copies: 6 years after final disposition of claim
Acknowledgment
of Safety Rules Records
OAR 166-475-0105(2)
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.
Retention:
Record Copy: 30 years
Other copies: 5 years after employee separation
Annual
Vehicle Inspection Records
OAR 166-475-0105(3)
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.
Retention:
Record Copy: 2 years after the vehicle is disposed
Asbestos Records
OAR 166-475-0105(4)
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.
Retention:
Record Copy:
(a) 30 years after separation for records documenting
persons contacting or removing asbestos;
(b) 40 years: All other records
Other copies: 20 years
Carcinogenic
Compound Inventory Records
OAR 166-475-0105(5)
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.
Retention:
Record Copy:
(a) 30 years after separation for records documenting
persons using or contacting compounds;
(b) 40 years for all other records
Other copies: 20 years
Carcinogenic
Compounds Research Use Records
OAR 166-475-0105(6)
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.
Retention:
Record Copy: 30 years after employee or researcher separation
Other copies: 20 years
Chemical
Hazardous Material Survey Forms
OAR 166-475-0105(7)
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.
Retention: 30 years after student or employee separation
Chemical
Incident Records
OAR 166-475-0105(8)
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.
Retention:
Record Copy: 30 years after employee separation
Other copies: 5 years after employee separation
Chemical
and Hazardous Waste Disposal Records
OAR 166-475-0105(9)
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.
Retention: 30 years
Emergency
Response Plans and Procedures
OAR 166-475-0105(10)
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.
Retention: Until superseded
Environmental
Regulations Records
OAR 166-475-0105(11)
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.
Retention:
Record Copy: 10 years
Other copies: 5 years
Fire
Alarm and Drill Records
OAR 166-475-0105(12)
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.
Retention:
Record Copy: 3 years
Other copies: 2 years
Human
Materials Authorizations Records
OAR 166-475-0105(13)
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.
Retention:
Record Copy: 10 years
Other copies: 2 years
Inspections
Records
OAR 166-475-0105(14)
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.
Retention:
Record Copy: 10 years
Other copies: 2 years
Material
Safety Data Sheets Records
OAR 166-475-0105(15)
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.
Retention:
Record Copy: 30 years
Other copies: When material is removed from the unit
Medical
Surveillance Records
OAR 166-475-0105(16)
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.
Retention: 30 years after employee separation
Non-Staff
Accident and Injuries Records
OAR 166-475-0105(17)
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.
Retention:
(a) If incident results in a claim: transfer
to appropriate claim file;
(b) If no claim results: retain 10 years
Protective
Wear and Device Request Records
OAR 166-475-0105(18)
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.
Retention:
Record Copy: 4 years
Other copies: 1 year
Radiation
Licensing Records
OAR 166-475-0105(19)
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.
Retention: Permanent
Radiation
Material Handling and Disposal Records
OAR 166-475-0105(20)
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.
Retention:
Record Copy: Permanent
Other copies: 5 years
Radiation
Monitoring and Exposure Records
OAR 166-475-0105(21)
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.
Retention: 30 years after employee separation
Radiation
Safety Committee Records
OAR 166-475-0105(22)
This series documents the establishment of policy and procedure by the committee. Records include: agendas; minutes;
reports; notes; working papers and related correspondence.
Retention:
Record Copy: Permanent
Other copies: 10 years
Safety
Training Records
OAR 166-475-0105(23)
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.
Retention: 30 years after employee separation
Security Records
OAR 166-475-0105(24)
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. Information may be exempt from
public disclosure per ORS 192.502(2).
Retention:
Record copy:
(a) 2 years for copies of reports filed by law
enforcement agencies;
(a) 5 years for all other records
Other copies: 2 years for all records
Student
Incident Records
OAR 166-475-0105(25)
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.
Retention:
(a) If incident results in a claim: transfer
to appropriate claim file;
(b) If no claim results: retain 10 years;
(c) If incident involves employee
hazard exposure, retain 30 years after employee separation
Vehicle
Accident Records
OAR 166-475-0105(26)
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.
Retention: 4 years
Maintained by
ryan_hagemann@ous.edu
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