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Archives & Records Management

Office of the City Auditor

phone: 503-865-4100


1800 SW 6th Ave, Suite 550, Portland, OR 97201

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5404 Communication Services

5404-01   FCC License List Database

Series is used to maintain FCC license information it includes call sign, frequency, user name, class, locations, and expiration date.

Retention: Until superseded or 1 year after expiration of license.
Record Copy? No 
Where? FCC License Records


5404-02   FCC Station License Records

Series used to maintain records as required by the Federal Communications Commission. It includes license application, license issued, frequencies, clearance letters, request to coordinators, and FAA notice of proposed construction or alterations.

Retention: Hold 1 year after expiration of license.
Record Copy? Yes


5404-03   Electronic Communication Systems Service and User Manuals

Series used to maintain manufacturers' manuals for reference. It includes users and service manuals for electronic communication systems.

Retention: Life of system.
Record Copy? Yes


5404-04   Communications Service Requests

Series used to track requests for installations, repairs, moves of telephones and data cabling in City locations. It includes bureau name, contact person, phone number, BUC and project number, completion date, and service performed.

Retention: 2 years
Record Copy? Yes


5404-05   Electronic Communication Project Records

Series used to maintain records on design of data, voice, and image communication systems. It includes requests from bureau, estimates, drawings, and schematics for each project.

Retention: Retain for life of system.
Record Copy? Yes


5404-06   Work Order Log Book

Series used to log individual work orders and is an historical record to track acquisition, disposition, and maintenance of capital equipment. It includes work order number, bureau name, type of equipment, capital inventory number, reported discrepancy, technician working on problem, and open and close date.

Retention: 2 years
Record Copy? Yes


5404-07   Inventory Service Card Records

Series used to maintain capital inventory, location and maintenance records. It includes equipment location cards which record installation date, inventory control number, and maintenance checks.

Retention: For life of equipment.
Record Copy? Yes


5404-08   Master Repair Parts Inventory Database

Series is used to provide a complete list of items in repair parts inventory. It includes item description, part numbers, quantity on hand, and vendor sources.

Retention: Until superseded or obsolete. Retain annual print copy 3 years.
Record Copy? Yes


5404-09   Spare Parts Inventory

Series used to maintain spare parts stock. It includes date received, location, part number, and number in stock.

Retention: Until superseded
Record Copy? Yes


5404-10   Shop Work Order Records

Series is used to record description of deficiencies or tasks to be accomplished and to show actions taken. It includes description of work, date, parts, labor and time used to complete the job.

Retention: 3 years
Record Copy? No 
Where? Maintained in Bureau of General Services Office.