Contracts and Agreements - General

ADM-0070

Bureau copies of contracts and agreements to acquire services, equipment, or maintenance. This series also covers written agreements that are not covered specifically elsewhere in the City Retention Schedule. Documents the terms and conditions of contracts and agreements between the City and private companies and individuals. Contract records may include contracts, exhibits, bid documents, change orders and amendments, and related correspondence. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures. NOTE: some contracts, such as those related to major construction, labor agreements, grants or intergovernmental agreements etc., may have long term or permanent retention requirements. Consult with Auditor's Office to determine what correspondence or related documentation must be retained at the individual office/bureau level. OFFICE OF RECORD: See Retention Notes RETENTION: 6 years after expiration RETENTION NOTES: City Auditor is the office of record for executed contracts and supporting documentation; originating City agency is responsible for retaining correspondence and other related records. Coordinate with Auditor's Office to determine retention responsibilities. AUTHORITY: OAR 166-200-0265[3] CONFIDENTIAL? No VITAL RECORD: No