Major Archives responsibilities
The Oregon State Archives is divided into the following units in addition to the State Archivist and a policy coordinator:
The Reference Unit stores, describes, and provides access and research services to the permanently valuable records housed at the Oregon State Archives. The unit also inventories and describes targeted records held by county governments and other repositories as part of the Oregon Historical County Records Guide. It negotiates with state agencies and local governments for the transfer of permanently valuable records to the Archives. The unit produces finding aids, indexes, exhibits, and other resources for use at the Archives and for Web publication. The unit also recruits and manages volunteers to help describe records and to provide research assistance.
The Publications Unit files, codifies, and publishes the Oregon Administrative Rules (OAR). The OARs are promulgated after a public hearing process by Oregon state agencies under the authority of the Oregon Revised Statutes. They regulate activities of state agencies and local governments, business, and the public generally. The unit also compiles and publishes the Oregon Blue Book, the official state directory of government, media, education, arts, almanac information, and more. The Blue Book has been published by the Oregon Secretary of State since 1911.
The Information and Records Management Unit prepares records retention and disposition schedules for all units of government in Oregon, issues standards on recording media, and provides advice and assistance to government on records management issues. Schedules for records common to most agencies are issued as OAR chapter 166; schedules for records unique to an agency are issued individually. The unit operates the Security Copy Depository, which provides storage and retrieval services for state and local agency security microfilm. The unit also provides traditional training as well as Web based training in records management.
The State Records Center stores inactive records of state agencies until they may be destroyed. Employees shelve, retrieve, and re-file records as requested by depositing agencies, and destroy records that have met retention requirements. Records are stored in cardboard containers and shelved on units thirteen feet high, which achieves great economies of scale by increasing the density of storage space.
Consult the Oregon Blue Book or the Oregon Administrative Rules chapter 166 for more information about the duties and responsibilities of the Oregon State Archives. Also see the Services and Fees section of this tour.