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The Oregon Administrative Rules contain OARs filed through August 15, 2014
 
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SECRETARY OF STATE, ARCHIVES DIVISION

 

DIVISION 10

STATE ARCHIVES, STATE RECORDS CENTER,
AND SECURITY COPY DEPOSITORY SERVICES

166-010-0000

General

The Archives Division, Office of the Secretary of State, is administered by the State Archivist. The State Archives accepts custody of permanently valuable public records and provides access to those public records in the official custody of the State Archivist. The State Records Center provides storage and retrieval services for inactive records of state agencies. The Archives Division also provides advice and assistance to state and local agencies, and operates the Security Copy Depository which is a storage and retrieval service for security copy microfilm from state or local agencies.

Stat. Auth.: ORS 192.070, 357.825(2) & 357.895
Stats. Implemented: ORS 357.825, 357.835, 357.855 & 357.895
Hist.: OSA 5, f. 12-30-77, ef. 1-1-78; OSA 3-1988, f. & cert. ef. 10-20-88; OSA 5-1992, f. 12-21-92, cert. ef. 1-1-93; OSA 9-2009, f. & cert. ef. 10-15-09

166-010-0006

Custody of Records

The Archives Division may accept custody of public records in accordance with ORS 357.825 or 357.835. The ownership of the records, transfers to the State Archivist upon acceptance into the State Archives. The State Archives accessions records in under the following conditions:

(1) Prior approval is required to deposit public records in the State Archives. These deposits will be done according to procedures, criteria and standards established by the State Archivist.

(2) Except as otherwise provided by ORS 357.835(2), official custody of all records of a state agency which is abolished or ceases to operate shall pass to the State Archivist.

(3) When the State Archivist has determined that public records, no longer required for the discharge of duties by the official custodian, are stored where they are no longer available for use or in conditions which endanger the public records, the State Archivist shall requisition them for transfer to the State Archivist’s custody if they are determined by the State Archivist to be of value.

(4) Public records in the State Archives are available for use in the Archives Building Reference room. Records may not be removed from the Archives Building, except as otherwise provided by law. Patrons shall use public records in the Reference Room, observing its rules, OAR 166-010-0015.

(5) When the State Archivist has determined that records in the custody of the State Archivist cease to be of value, the State Archivist may destroy the records.

Stat. Auth.: ORS 192.070, 357.825(2) & 357.895
Stats. Implemented: ORS 357.825 & 357.835
Hist.: OSA 5, f. 12-30-77, ef. 1-1-78; OSA 3-1988, f. & cert. ef. 10-20-88; OSA 5-1992, f. 12-21-92, cert. ef. 1-1-93; OSA 9-2009, f. & cert. ef. 10-15-09

166-010-0015

State Archives Reference Room Rules

Patrons shall observe the following rules for the protection and control of records:

(1) Patrons shall register and shall furnish current and valid government-issued photo identification to use public records in the State Archives.

(2) Patrons shall only use a pencil when making notations, shall not mark public records, and shall maintain the original order of the public records consulted.

(3) No person shall smoke, drink or eat in the Reference Room.

(4) Patrons shall notify the staff when their work is completed.

(5) Patrons shall not remove from the Reference Room public records or other materials in the official custody of the State Archivist.

(6) Patrons shall not alter, mutilate or otherwise deface public records.

(7) Patrons may take paper and research materials into the Reference Room. Personal electronic devices such as laptop computers, cameras and scanners are allowed under the following conditions, but must be removed from any enclosed cases before entering the Reference Room:

(a) Patrons may bring cameras to photograph records, but may not use a flash.

(b) Patrons may use scanners with the following restrictions: the copying surface (platen) must be the same size or larger than the records they plan to scan; the scanner must not cause friction, abrasion, or otherwise damage records; light sources must not generate heat on the records; and equipment surfaces must be clean and dry before being used. Drum and automatic feeder scanners are prohibited.

Stat. Auth.: ORS 192.005 - 192.170 & 357.895
Stats. Implemented: ORS 357.895
Hist.: OSA 2, f. & ef. 11-21-75; OSA 5, f. 12-30-77, ef. 1-1-78; OSA 3-1988, f. & cert. ef. 10-20-88; OSA 3-1992, f. 4-3-92, cert. ef. 4-6-92; OSA 6-2001(Temp), f. & cert. ef. 10-23-01 thru 4-15-02; OSA 1-2002, f. & cert. ef. 1-25-02; OSA 9-2009, f. & cert. ef. 10-15-09

166-010-0016

Archives Division Fees

The following fees are collected for State Archives services:

(1) Ready Reference Requests -- no charge. This includes requests for information that can be answered by staff without leaving their workstation or by consulting basic reference tools such as finding aids, tracing binders, or reference books.

(2) Basic Records Request -- $5 in-state; $10 out-of-state. This includes copying charges, postage and supplies. It applies to one-page documents. A Basic Records Request must provide an exact citation to a record (e.g., a citation from the death index, a record listed in the on-line index) in the custody of the Archives Division.

(3) Basic Case File Request -- $10 in-state; $15 out-of-state. This includes up to 10 photocopies, postage and supplies. Additional photocopy pages are charged at 75 cents per page. A Basic Case File Request must provide an exact citation to a record in the custody of the Archives Division.

(4) Requests -- not defined above will include labor charges plus copying, supply and postage charges when incurred. In addition, requests received from out-of-state will be charged an additional $5 fee.

(5) Labor Charges -- $40 per hour, charged in 15-minute increments. There is a maximum of four hours labor for any request.

(6) Expedited service fee: Rush requests will be assessed a thirty-dollar ($30) fee in addition to all applicable research and copy fees. Rush requests are limited to single specific requests and are dependent on staff availability. Such requests may be subject to review and restrictions.

(7) Photocopies. Copies made by the customer -- 25 cents per page. Copies made by Archives Division staff -- 75 cents per page.

(8) Fax -- 75 cents per page.

(9) PDF -- 75 cents per page.

(10) Audio Tape duplication. Cassette to cassette duplicates -- $7 per cassette.

(11) Certification -- $5 per certification.

(12) Digital Images of existing files for electronic download or copied to CD-ROM:

(a) Case File -- $35

(b) Multipage image (10 pages or less) -- $10

(c) Single page image -- $5

(13) High Resolution (600 dpi) digital images of Historical Trademarks, oversized maps or photographs -- $20 per image.

(14) Reproduction by Outside Vendor -- Vendor and travel costs, when applicable plus $10 handling fee.

(15) The Secretary of State shall not refund fees paid in excess of the amount legally due the Division if the amount is $10 or less, unless a refund is requested in writing by the applicant or the applicant's legal representative. Such requests must be made within three years of the date payment is received by the Division.

Stat. Auth.: ORS 177.130 & 357.885
Stats. Implemented: ORS 177.130 & 357.885
Hist.: OSA 4-2002, f. & cert. ef. 7-3-02; OSA 9-2009, f. & cert. ef. 10-15-09

166-010-0018

State Records Center

The State Records Center accepts records for storage under the following conditions:

(1) Only state agencies with approved records retention schedules can store records at the State Records Center.

(2) Official custody of the records transferred to the State Records Center remains with the state agency from which they were received or its legal successor.

(3) Prior approval is required for state agencies to transfer public records to the State Records Center. These transfers will be completed according to procedures, criteria and standards established by the State Archivist which are available on request.

(4) Requests from the depositing state agency for records or information stored at the state Records Center shall be made by mail or fax, and only by authorized personnel. Phone requests are not accepted.

(5) Deliveries to state agencies of public records as requested will be made as follows:

(a) Deliveries will be made through the Central Mail Service of the Department of Administrative Services to state agencies served by that Department.

(b) Postal service will be used for deliveries to state agencies which are not served by the Central Mail Service at the expense of the depositing agency.

(c) Under special circumstances, the agency may make prior arrangements with the staff of the State Records Center to go to the State Records Center to pick up their request.

(5) A state agency may request or authorize the loan or return of public records in its official custody from the State Records Center as follows:

(a) Loans of individual files or boxes may be made and a follow-up system for loaned public records will be observed.

(b) All requests for loan or return of public records in the State Records Center must originate from authorized personnel of the state agency which has official custody of the public records.

(c) A state agency must authorize in writing the State Records Center to loan or transfer public records in its official custody to another agency.

(6) Storage fees for the State Records Center are based on a biennial assessment and are listed in the State Price List.

Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895
Hist.: OSA 9-2009, f. & cert. ef. 10-15-09

166-010-0019

Security Copy Depository Deposits for Storage

The Security Copy Depository operates vault facilities, located in the State Archives Building, for the off-site storage of security microfilm of public records. The Security Copy Depository accepts deposits for storage under the following conditions:

(1) Public records transferred to the Security Copy Depository remain in the official custody of the agency from which they were received. All requests for access to the stored records are made only through that agency.

(2) Prior approval is required to transfer public records to the Security Copy Depository. Transfers will be completed according to procedures, criteria, and standards established by the State Archivist, which are available on request.

(3) Only records with an approved retention period of ten or more years shall be accepted for transfer.

(4) Minimum requirements for the depository are listed in OAR 166-025-0030.

(5) Storage fees for the Security Copy Depository are based on a biennial assessment. Please contact the State Archives, Security Copy Depository (503-378-5250) for current fees.

Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895
Hist.: OSA 9-2009, f. & cert. ef. 10-15-09

The official copy of an Oregon Administrative Rule is contained in the Administrative Order filed at the Archives Division, 800 Summer St. NE, Salem, Oregon 97310. Any discrepancies with the published version are satisfied in favor of the Administrative Order. The Oregon Administrative Rules and the Oregon Bulletin are copyrighted by the Oregon Secretary of State. Terms and Conditions of Use

Oregon Secretary of State • 136 State Capitol • Salem, OR 97310-0722
Phone: (503) 986-1523 • Fax: (503) 986-1616 • oregon.sos@state.or.us

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