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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

5408 Fleet Services

5408-01   Fleet/Equipment Inventory Reports                           

Series is used as reference for historical data to establish rates.  Records include billing reports, fuel and mileage use, cost and revenue, and vehicle year, make and model.

Retention: 5 years
Authority: OAR 166-200-0050(29)
Confidential? No
Vital Record?       
Record Copy? Yes

 

5408-02   Vehicle Certification/Title

Series is used to provide proof of ownership of vehicles.  It includes the registration card and the certification of title.

Retention: Retain title until vehicle sold or disposed of.  Retain registration until superseded or vehicle sold or disposed of.
Authority: OAR 166-200-0135(19)
Confidential? No
Vital Record?       
Record Copy? Yes

 

5408-03   Fleet Service outside User Billing Records

Series used for billing other public agencies for use of City Fleet Services.  It includes accounts receivable, work orders, purchase orders, and copy of billing invoices.

Retention: 3 years after collected or deemed uncollectible
Authority: OAR 166-200-0050(2)
Confidential? No
Vital Record?       
Record Copy? No
Where? Office of Management and Finance Financial Services Division

 

5408-04   Vehicle History Records

Series is used to track historical data on active vehicles until the time of disposal.  It includes input documents for the database chronologically logged in a hard copy file.  Purchase history, record of who the vehicle was assigned to, and all correspondence relating to vehicle is included.

Retention: 3 years after disposition of vehicle
Authority: OAR 166-200-0010(34); OAR 166-200-0050(29) 
Confidential? No
Vital Record?       
Record Copy? Yes

 

5408-05   Motor Pool Trip Tickets

Series used to track number of miles driven, and hours, days or weeks used by outside bureaus of Motor Pool vehicles to assess correct charges.  It consists of trip tickets that include bureau, department, name of driver, division, time in and out, and time used.

Retention: 3 years
Authority: OAR 166-200-0050(29)
Confidential? No
Vital Record?       
Record Copy? Yes

 

5408-06   Vehicle Repair Records

Series used to track vehicle repairs.  It includes vehicle numbers, make, mileage, what shop and what employees did work.  Lists all parts and labor associated with repair and indicates nature of the problem.  

Retention: 2 years after disposition of vehicle
Authority: OAR 166-200-0010(34)
Confidential? No
Vital Record?       
Record Copy? Yes

 

5408-07   Vehicle Parts Inventory Records

Series used to maintain record of parts in the inventory.  It includes part name, part number, number on hand, location, and vendor.

Retention: 3 years or until superseded, whichever is longer
Authority: OAR 166-200-0050(18) 
Confidential? No
Vital Record?       
Record Copy? Yes