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Archives & Records Management

Office of the City Auditor

phone: 503-865-4100

email: parc@portlandoregon.gov

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

More Contact Info

5406 Facilities Services

5406-01   Construction Project Records

Series is used to track and maintain history of City construction projects. It includes service requests from bureau, planning, proposal, cost estimates, change orders, and completion documents.

Retention: Permanent
Record Copy? Yes

 

5406-02   Long Range Facilities Planning Records

Series is used to track and maintain a history of City long range planning. It includes correspondence between bureaus and Facilities Planning, and summary of each bureau's improvement list. End result is included in the Capital Improvement Plan compiled annually.

Retention: Capital Improvement Plan retain permanently; other records retain 2 years after CIP created.
Record Copy? Yes

 

5406-03   Computer-Aided Design (CAD) Space Planning Records

Series used for space and architectural designing. It includes original drawings and changes made to plans.

Retention: Until superseded
Record Copy? No
Where? Project Records

 

5406-04   Property Management Planning Records

Series is maintained for planning materials on the use of city owned or operated properties. It includes feasibility and land use studies, drawings and diagrams, proposals, reports, and minutes of meetings pertaining to the possible uses of City property.

Retention: Permanent
Record Copy? Yes

 

5406-05   Property Acquisition/Disposition Records

Series used to maintain material on actual acquisition and disposition of City owned real property. It includes original inquiry, polling of bureaus before disposition, restrictions on sales, acquisition authorization from bureaus and commissioners, offers to purchase, preliminary title, closing statements, deeds, earnest money agreements, and options to buy.

Retention: Permanent
Record Copy? Yes

 

5406-06   Property Appraisal Records

Series used to document and record appraisals of City property. It includes current appraisals of City property completed by Bureau of General Services personnel and appraisals furnished to the bureau upon its creation.

Retention: Until superseded
Record Copy? Yes

 

5406-07   Property Lease Records

Series is used to maintain original leases and correspondence related to tenancy of City owned property. It includes "in-leases", space leased from private or other government agencies for City bureaus; "out-leases", City owned space rented to private or other government agencies; and "sub-leases", space owned by other government agencies for which the City is acting as the leasing agent.

Retention: Hold 6 years after contract expiration.
Record Copy? Yes

 

5406-08   Property Management Fund Records

Series used to maintain financial information needed to manage and operate City owned properties. It includes authorization number and log file, budget information, vendor invoices, trustee statements, and quarterly reports.

Retention: Hold 2 fiscal years.
Record Copy? No 
Where? Office of Management & Finance, Data Control