RRDS Risk Management Records

Records Retention & Disposition Schedule

Risk Management Records

Schedule Number: 166-450-0105


Accident, Injuries and Incident Records
Schedule Number: 166-450-0105 (1)

Records document the reporting and investigation of campus related accidents that result in injury to persons or their property. This record series may include accidents or incidents which involve hazardous chemical exposure; first aid reports; blood contaminations; body fluid spills; and other types of accidents. Records may include but are not
limited to:

Accident report forms,
Complaints,
Insurance appraisals and estimates,
Investigation reports,
Other campus incidents reports,
Photographs,
Related documentation and correspondence. 

Records also document the reporting of accidents, criminal incidents, and other activities of the campus police or public safety office. Types of incidents may include vehicle accidents; fire alarm and fire drills, field interrogations; bookstore shoplifting incidents; telephone complaints and fraud; criminal incidents; motorist and public assistance requests; escort requests; suspicious behavior; requests to lock/unlock; and other security related activities. Records include but are not limited to:

Accident claims,
Copies of reports filed by Oregon State Police, the sheriff's
department, or other local lay enforcement agencies,
Correspondence,
Damage liability or loss of property reports,
Death reports,
Incident reports which contain names, dates, course numbers, dollar values, locations, descriptions of incident, and personnel tallying report,
Notes and memos,
Vehicle accident reports.

Records may be transferred or referred to Risk Management in College Operations.

Retention: 5 years
Disposition: destroy
Responsible unit:  
Campus Public Safety 
College Operations (for property and liability insurance issues)


Business Continuity and Recovery Plans
Schedule Number: 166-450-0105 (2)

Records document the development, implementation and updating of the college's plans for operations during and recovery from emergencies or disasters. The records include but are not limited to: 

(a)
Correspondence,
Final plans.
Retention: permanent
Disposition: transfer to Archives
Responsible unit: Facilities Management and Planning, College Operations, Marketing and Public Relations, Campus Public Safety

(b)
Draft plans,
Other records.
Retention: until plan adopted or superseded
Disposition: destroy
Responsible unit: Facilities Management and Planning, College Operations, Marketing and Public Relations, Campus Public Safety

SEE ALSO: 
Computer Services Disaster Recovery Plans
Environmental Health and Safety Plans and Procedures


Department of Motor Vehicles (DMV) Records
Schedule Number: 166-450-0105 (3)

Records may be used by campus safety and security officers for law enforcement purposes in accordance with ORS 341.300, 101.542 and 133.005. Information in the reports may include but is not limited to car license plate number; name of registered owner; address of owner; and related data elements. 

Retention: 1 year
Disposition: destroy
Responsible unit: College Operations-Budget Office


Environmental Health and Safety Plans and Procedures
Schedule Number: 166-450-0105 (4)

Records document procedures to follow in the event of emergency such as earthquakes, floods, hazardous materials release, or other disaster. Records may include rules, plans, forms, and procedures which often relate to regulatory compliance according to OSHA standards such as hazardous communication standards, blood borne pathogens, or fork lift driver training. 

(a) 
Adopted plans
Retention: permanent
Disposition: transfer to Archives
Responsible unit: creating office or department

(b)
Other records if federal funding received
Retention: 3 years after annual or final expenditure report submitted
Disposition: destroy
Responsible unit: creating office or department

(c) 
Other records if no federal funding received
Retention: 2 years
Disposition: destroy
Responsible unit: creating office or department

SEE ALSO: 
Business Continuity and Recovery Plans
Computer Services Disaster Recovery Plans


Hold Harmless/Liability Waivers
Schedule Number: 166-450-0105 (5)

Records document the release of the college from liability relater to various activities involving students, or faculty, or staff. Waivers or hold harmless agreements may concern activities on college sponsored field trips, participation in physical education classes, and other activities. Information included in the waivers usually states that the participant assumes personal responsibility and holds the college blameless for any accident or injury; informs the student or participant of college insurance; describes the activity; and contains signatures and related information.

Retention: 6 years after expiration
Disposition: destroy
Responsible unit: creating office or department


Insurance Claims
Schedule Number: 166-450-0105 (6)

Records document requests for payment of personal or property claims filed by students, faculty, staff, or visitors to the college campus. Records may include but are not limited to:

Copies of incident or accident report from the Public Safety department,
Correspondence,
Invoices,
Narrative description of incident, accident, or injury,
Related documentation.

Retention: 
(a) Property claims: 5 years after all claims settled or closed
(b) Personal claims: 10 years after all claims settled or closed
Disposition: destroy
Responsible unit: College Operations-Budget Office or creating office or department

SEE ALSO:
Accidents, Injuries, and Incident Reports


Insurance Policies
Schedule Number: 166-450-0105 (7)

Records document the terms and conditions of insurance policies between the college and insurers. Types of insurance may include but are not limited to general liability, volunteer, property, computer equipment, automobile, professional child care, and workers compensation. Records may include but are not limited to:

Insurance application forms which state information about college employees, building, and property needed to purchase insurance,
Related correspondence and documentation.

Retention: 10 years after policy expired
Disposition: destroy
Responsible unit: College Operations-Budget Office or creating office or department


Key Issuance Records
Schedule Number: 166-450-0105 (8)

Records document key assignments and deposits (if applicable) for college faculty, staff, students, and others using college facilities. Series also documents administration of the automatic access card system. Records may include but are not limited to:

Key and card inventories,
Key and card logs,
Key or access card issue approval forms,
Paid receipts,
Refund forms,
Return forms,
Related documentation and correspondence.
Retention: 1 year after key returned
Disposition: destroy
Responsible unit: Campus Public Safety, Facilities Management and Planning

SEE ALSO: Insurance Claims