OAR 166-400-0010 (28) says "Policy and Planning Records document the development, assessment, and review of school, district, or ESD policies, programs, and activities. Records may include but are not limited to board policy and district-wide administrative rules; authorizing bulletins and advisories; mission, policy, and goal statements; finalized policy statements and directives; by-laws; regulations; strategic plans; management plans; and related documentation. Minimum retention: (a) Retain annual board adopted policy and district-wide administrative rules, official copy: Permanent; (b) Retain planning documents: 10 years; (c) Retain working papers and draft material: 1 year after school year in which final document produced."
(29) Policy Statements and Directives Series documents review, assessment, development, and authorization of an agency’s formal policies and procedures that have been approved by a governing body. Records may include authorizing bulletins and advisories, mission and goal statements, manuals, and final policy statements and directives. Information often includes policy and procedure numbers, revision dates, subject identification, narrative description, authorization information, and effective date. SEE ALSO Policy and Procedure Guidelines and Manuals in this section. Minimum retention: 10 years after superseded or obsolete.
In other words, keep the 2002 adopted version of a policy or administrative regulation for 10 years after superseded, except when annual adoption required (described above).
Example:
Adopted: 7/15/05
Readopted: 7/15/07
Keep the 2005 version until 2017, i.e., 10 years from its last adoption date. Move it to a “retention” book or scan and maintain electronically. It does not hold the 99 year retention requirement so can be maintained electronically.
(28) also says: "Keep working papers and draft material: one-year after the school year in which the final document was produced." (Drafts of a policy that did not make it into the board packet.)
OAR 166-400-0010(9) says: "Keep board packet materials: Five years after school year in in which records were
created."
