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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

Emergency Management

4401-01   Emergency Planning

Records documenting the plans PBEM is responsible for, as well as those that involve citywide emergency and response coordination.  This includes adopted plans, notes, hazard analysis, outlines, drafts, correspondence, and related documents. 

  • Basic Emergency Operations Plan (BEOP) and its associated background material
  • Emergency Management Performance Grant (EMPG) narratives and reports
  • Hazard specific appendixes
  • Functional annexes
  • Natural Hazard Mitigation Plan
  • Continuity of Operations (COOP)
  • Local Energy Assurance Plan (LEAP)

Responsible PBEM Section: Training and Exercise

Retention:
(a) One copy of the BEOP, Natural Hazard Mitigation Plan, COOP, EMPG and LEAP submitted to the City Archives for permanent retention
(b) Other records: until superseded; or 3 years after final expenditure report; or – if grant funds are used – terms required by granting agency, whichever is longer.
Record Copy? Yes
Confidential? Certain public safety plans are conditionally exempt from public disclosure under ORS 192-501.  Consult City Attorney's Office for assistance.
Authority: OAR 166-200-0030(3);(13)
Vital Record? Yes
 

4401-02   Emergency Training and Exercise

Records documenting emergency exercises performed by PBEM.  Records include design, implementation, participants and after action reports.  Also, records that document the design and implementation of PBEM sponsored training, seminars, conferences, workshops, conventions and similar events. 

  • Exercise Plans
  • After Action Reports (AARs)
  • Tabletop exercise documentation
  • Participants, attendees, related documents
  • Bureau specific exercise plans
  • Emergency Management Exercise Reports
  • Lesson Plans
  • Rosters, agendas
  • Training statistics
  • Curriculum, related documents

Responsible PBEM Section: Training and Exercises

Retention:
(a) Exercise records; 3 years after final expenditure report submitted
(b) Significant training program records and teaching materials: 3 years after final expenditure report submitted; or – if grant funds are used – terms required by granting agency, whichever is longer.
(c) Training class enrollment and rosters: 2 years
Record Copy? Yes
Confidential?   Certain after action reports and public safety plans are conditionally exempt from public disclosure under ORS 192-501.  Consult City Attorney's Office for assistance.
Authority: OAR 166-200-0030(4); 166-200-0030(10)
Vital Record? No

 

4401-03   Emergency Management Operations

Records relating to the City's emergency management functions including policies, standard operating procedures, committees, agreements with other agencies, and volunteer training and management. 

  • Neighborhood Emergency Team training and agreement records
  • Disaster Policy Council (DPC) records (agendas, attendance, resolutions)
  • MOUs and agreements
  • Duty Officer policies and processes
  • Vendor and other resource lists 

Responsible PBEM Section: Operations

Retention
(a) Standard Operating Procedures and plans retain permanently
(b) DPC minutes, agendas, resolutions retain permanently
(c) MOUs, agreements and contract-related correspondence (not retained by the City's Auditor's Office): 6 years after expiration
(d) Routine clerical manuals: 2 years after superseded or obsolete
(e) Vendor and other resource lists: until superseded or obsolete
(f) Volunteer program and training records: 5 years
Record Copy? Yes
Confidential?
Certain public safety plans are conditionally exempt from public disclosure under ORS 192-501(18).  Consult City Attorney's Office for assistance.
Authority: OAR 166-200-0030(9); 166-200-0030(13); 166-200-0030(12); 166-200-0030(10); 166-200-0135(15); 166-200-0010(15); 166-200-0090(22); 166-200-0090(23); 166-200-0135(4)
Vital Record? Yes

 

4401-04   Emergency and Disaster Incident Records

Records documenting the extent of impact and the actions taken by the City in response to declared and un-declared emergencies as defined in the Basic Emergency Operations Plan and Title 15 of the City Code. 

  • Declarations of Emergency
  • Documents from the Documentation Unit at the ECC, including logs, damage assessment reports, response reports, resource ordering, financial documents and tracking, and any other incident related information
  • Public announcements, press releases, and advisories
  • After Action Reports and Improvement Plans and anyBureauEmergencyOperationsCenterdocumentation as appropriate and not redundant 

Responsible PBEM Section: Operations

Retention: Permanent
Record Copy? Yes
Confidential?   Certain public safety plans are conditionally exempt from public disclosure under ORS 192-501.  Consult City Attorney's Office for assistance.
Authority: OAR 166-200-0010(8)
Vital Record? Yes

 

4401-05   Emergency Coordination Center (ECC)

Records relating to the equipment, equipment agreements, data bases, Standard Operating Procedures, plans and processes specific to the ECC which do not fall into another category.  Also includes facility and management plans and PBEM approved agreements and processes with ECC users. 

  • ECC facility management plans
  • PBEM agreements with ECC users 

Responsible PBEM Section: Operations

Retention
(a) Standard Operating Procedures and plans retain permanently
(b) Agreements and contract-related correspondence (not retained by the City's Auditor's Office): 6 years after expiration
(c) Equipment records: 2 years after disposition of equipment
(d) Routine clerical manuals: 2 years after superseded or obsolete
Record Copy? Yes
Confidential? Certain public safety plans are conditionally exempt from public disclosure under ORS 192-501(18).  Consult City Attorney's Office for assistance.
Authority: OAR 166-200-0030(13); 166-200-0030(3); 166-200-0135(15); 166-200-0135(4); 166-200-0110(7)
Vital Record? Yes

 

4401-06   Public Information Office Records

Records documenting the design and implementation of emergency management messages to the general public, not already filed under Emergencies and Disasters.  These can include brochures, press releases, web pages, social media (twitter, facebook, tumblr, other platforms), and related documents.  Also includes records related to the function of the section and PIO resources. 

  • Public Information Strategic Plan and Social Media Plan
  • Brochures, information cards
  • Press releases, recordings of interviews, and PSAs
  • Photographs, digital images, videos 

Responsible PBEM Section: Public Information

Retention:
(a) Policies and Plans: permanent
(b) PIO operational documents: 2 years
(c) Press releases - routine: 2 years.  Policy/historical: permanent
(d) Images –Due to the valuable nature of photographic collections, none should be destroyed without consulting the Archives
(e) Brochures, information cards, leaflets: until superseded or obsolete
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0030(11); 166-200-0010(19); 166-200-0010(27); 166-200-0135(15); 166-200-0010(2)
Vital Record? No

 

4401-07   Regional Disaster Preparedness Organization (RDPO)

Records documenting the function, organization, process and products of the RDPO.  Includes meeting notes, plans, policies, membership lists, rescores lists and any other documentation within the scope of the RDPO. 

  • Multi-agency coordination (MAC) and related material
  • RDPO Annual Reports 

Responsible PBEM Section: RDPO Administrative Group

Retention:
(a) One copy of final plans submitted to the City Archives for permanent retention
(b) Meeting minutes, agendas, resolutions, indexes and exhibits (not retained elsewhere in the City permanently) retain permanently.
(c) Other records: until superseded; or 3 years after final expenditure report; or – if grant funds are used – terms required by granting agency, whichever is longer.
(d) Meeting audio or visual recordings, retain 1 year after minutes prepared and approved
(e) Other records and exhibits not pertinent to minutes, retain 5 years
Record Copy? Yes
Confidential? Certain public safety plans are conditionally exempt from public disclosure under ORS 192-501.  Consult City Attorney's Office for assistance.
Authority:  OAR 166-200-0030(13); 166-200-0010(15)
Vital Record? No