Series Title (Agency Series #): Description, Retention (Legal Citation)

Book of Records (DART6-001): Series documents the filing of transactions, authorized by statute, with the clerk or recorder of the county for the purpose of making the transaction a matter of public record. Information includes dates filed, type and description of transactions, filing numbers, names of parties involved, and amounts charged or assessed. Transactions include records that were previously maintained separately, such as mortgages; deeds; military service records; federal, mechanic's, and road improvement liens; mining claims; satisfactions; judgment assignments; ministerial authorities; and affidavits of publication. Since 1964 deeds, mortgages, water rights, mining claims, military discharges, and miscellaneous recordings have been recorded in the Book of Records.
Retention: Retain permanently. (MOAR 166-150-0040(20))

Miscellaneous Records (DART6-004(a) and DART6-004(b)): Documents recordings of various instruments not authorized by statute. May include recordings of documents which were authorized by statute but that recorded events which occurred outside the county. Examples of records filed in this series may include not notarized earnest money agreements, personal papers, legal instruments, and other miscellaneous writings.
Retention: DART6-004(a) Records created prior to 1965: retain permanently; DART6-004(b) Other records: retain 10 years. (MOAR 166-150-0040(14))

Recordings Indexes (DART6-002): Statutory requirement to create a direct and indirect index of recorded instruments. Must include date and time of reception, name of grantor, name of grantee, nature of instrument, volume and page where recorded, fee collected for recording, and brief description of tract.
Retention: Retain permanently. (MOAR 166-150-0040(20))

Treasury Deposits (DART6-003): Documents the collection and deposit of fees received for document recording and copies. Records include deposit notice, copy of deposit slip, consolidated accounts report, daily tender recap report, and daily register tapes. Information includes date, amount received at each register, and breakdown of type of fee received daily.
Retention: Retain 3 years. (MOAR 166-150-0040(9))

Undeliverable Records Instruments (DART6-005): Recorded documents returned as undeliverable. The primary reason for non-delivery is incorrect disposition information provided by the person recording instrument. Examples include wrong address given, forwarding information incorrect, or not picked up at office as previously specified.
Retention: Retain 1 year. (OAR 166-150-0040(22))

Last updated: 12/10/12