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HomeMy WebLinkAboutRetention Policy - County DocumentsDeschutes County Administrative Policy No. GA -18 Effective Date: Retention of Original County Documents Policy STATEMENT OF POLICY It is the policy of Deschutes County that original documents, relating to a real estate transaction or protection for an asset in which Deschutes County is a named party, be retained at the County Clerk's Office. A list of such documents is provided below. APPLICABILITY This policy applies to all County departments and County service districts. POLICY AND PROCEDURE This policy is intended to provide a consistent procedure for retaining, tracking and accessing critical County documents. The Clerk's Office responsibility includes the storing, inventory, maintenance and retrieval of the identified documents only. The originating department's responsibility is to ensure the rights, privileges or duties pertaining to such documents are exercised in a timely manner. Applicable documents: Agreements or documents where Deschutes County has ownership of assets, indebtedness, and rights under contract. The Clerk's Office should only receive documents identified in this policy to be placed in custody. These documents are required or necessary by the County to exercise its rights or transfer ownership and to protect the County against risk of loss. The following list of original documents are to be retained in the Clerk's Office until requested in accordance with OAR Chapter 166. Any determination as to the applicability of a document to this policy will be determined by the County Administrator or designee. • Promissory Notes • Trust Deeds • Title Insurance Policies • Improvement Agreements (with surety bonds — performance bonds, maintenance bonds, subdivision bonds) • Letters of Credit • Contract (related to real property) • Bill of Sale Non -Applicable documents: All original contracts, agreements, notes or other documents verifying the receipt or delivery of products or services or other monetary transactions on the part of the Deschutes County not identified above shall be retained by the originating department with a copy provided to the central contract file Policy# GA -18, County Document Retention maintained by Administrative Services . A further explanation for retention of these documents are provided in the Grant, Contract and Agreement Policy. Clerk's Process: The Clerk's Office will maintain a procedure to receive, retain, track and access these documents. Departments will complete a cover sheet provided by the Clerk's Office, including the following information: • Document Description, • Type of Document, • Department Information — staff person and supervisor involved and related reference numbers, as well as the level of authorized staff position (e.g., department manager, department supervisor, etc.) to whom the document can be released. • Any dates relevant to the document, including anticipated release date. • Who will be notified on release (it is suggested that the County Administrator, County Counsel and Finance Department be copied) • Date received, and • Any Document numbers/codes, if applicable. The Clerk's Office staff and individual departments shall be diligent with documents requiring protection under this policy. All documents shall be hand delivered to the Clerk's Office. Interoffice delivery of these documents is prohibited. Clerk's Office will time stamp a Request for Retention of an Original County Document by County Clerk form (attached) and provide a copy back to the department. All documents will be maintained in the County archives. A request for retrieval of the original document from the Clerk's Office will require two authorized signatures. Upon release of document, Clerk's Office will require an authorized signature acknowledging receipt of the released document and notification will be provided to the County Administrator, County Legal Counsel and Finance Department. All retrieval requests will be completed within 24 hours or one business day. Requests for prescheduled document retrieval may also be accepted. Approved by the Deschutes County Board of Commissioners , 2008. Dave Kanner County Administrator Policy# GA -18, County Document Retention To: From: Date: County Clerk's Office Nancy Blankenship, County Clerk 1300 NW Wall St, Suite 200, Bend, OR 97701-1960 Fax (541) 383-4424 Recording (541) 388-6549 Elections (541) 388-6547 www.co.deschutes.orus (Use only one request per original document) Request for Retention of an Original County Document by County Clerk (Deschutes County Policy #GA -15) Deschutes County Clerk, Recording Department The following documents are placed in the Clerk's custody and may be later released to an authorized person in accordance with Deschutes County Policy #GA -15: Type of Document and Document Description Department Information Relevant Date(s) Document Numbers/Codes Authorized Staff: Reference #s: Release Notification: ❑ County Administration 0 County Legal Counsel❑ Finance Department 0 Release Request Please release the above reference original document. Ili% '1Authoriz Signature: Signature Acknowledging Receipt: For Clerk's Use Onl O Internal ID: ❑ Receipt Date 0 Date of Release 0 Notification of Release