Records Management Requirements
Below are listed statutory and other requirements which all public entities in Oregon must follow, as well as additional documentation to help understand and apply those requirements.
ORS 192.005-170: Archiving of Public Records
ORS 357.805-895: State Archivist
OAR 166: Archives Division
Electronic Recordkeeping System Requirements
Electronic Recordkeeping System Self Certification Checklist
Records Management Basics
Records management is an important aspect of our work in the public sector to continue to offer transparency and access to our records. To understand the basics in our public records laws and other best practices, view the resources below.
Best Practices for File Naming and Organization
Oregon Public Records Law Citations
Digitization Decision Tree Infographic
Social Media and Public Records
Key Terms and Acronyms
Public Records in Personal Devices
Records Officer Resources
A Records Officer (RO) coordinates the retention and timely disposition of public records within a government entity and acts as the entity’s primary liaison with the State Archives. All state agencies are required to designate a records officer per ORS 192.105(2)(a), but all public entities, regardless of size, should designate someone to perform the function.
Here are resources that agency Records Officers may find useful:
Destruction Tracker Template
Naming an Agency Records Officer
Records Inventory Guide
Records Inventory Template
Retention Schedule Basics for State Agencies
Creating or Revising Special Records Retention Schedules [State Agencies only]
Model Public Records Policy [Download under Related Materials]
Public Records Access
Public records access is controlled by the Oregon Department of Justice and exemptions dictated by the Oregon Legislature. Direct questions about public records law to your agency’s legal counsel, the Department of Justice, or the Oregon Public Records Advocate.
Oregon Department of Justice Public Records and Meeting Manual
Oregon Department of Justice Public Records Exemptions
Oregon Public Records Advocate