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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

General Administrative Records

ADM-0010   Activity and Room Scheduling and Reservation Records

Records document scheduling and reservations related to public participation in and use of various City facilities, activities, events, classes, and meeting rooms. Includes schedules, logs, lists, requests, and similar records. SEE ALSO: Rental and Loan Records; and Seminar, Conference, Workshop and Event Records - City -Sponsored.

Retention period for Office of Record copy: 1 year
Office of Record:
Originating Office/Bureau
Confidential? No  
Authority: OAR 166-200-0010[1]
Is this a vital record? No

 

ADM-0020   Appointment Records - Boards, Commissions, Committees

Appointments made by the City to committees, boards, commissions, task forces, and other advisory groups.  Often includes applications, interview notes, resumes, staff reports, letters of recommendation, letters of appointment, and related non-routine correspondence.

Retention period for Office of Record copy: If appointed, retain 6 years after separation; if not appointed, retain 1 year.
Retention Notes:
Subject to review by the City Archives prior to destruction.     
Office of Record:
Office/Bureau responsible for overseeing board, commission or committee
Confidential? No
Authority: OAR 166-200-0070[1]        
Is this a vital record? No

 

ADM-0030   Calendars and Notes - City Staff

Records documenting and facilitating planning, scheduling, and similar actions related to meetings, appointments, trips, visits, and other activities of City staff. Includes calendars, appointment books, notes, telephone messages, diaries, and similar records. Depending on content, some telephone messages and     similar records may merit inclusion in related program or project files.  NOTE: Information recorded in a personal day planner or personal electronic device may be a public record under ORS Chapter 192.

Retention period for Office of Record copy: 1 year 
Office of Record: Originating Office/Bureau
Confidential? No                             
Authority: OAR 166-200-0010[7]             
Is this a vital record? No

 

ADM-0040   Calendars and Notes - Elected Officials and Bureau Heads

Records documenting and facilitating routine planning, scheduling, and similar actions related to meetings, appointments, trips, visits, and other activities of elected officials and bureau heads. Includes calendars, appointment books, notes, telephone messages, diaries, and similar records. Depending on content, some telephone messages and similar records may merit inclusion in related program or project files. NOTE: Information recorded in a personal day planner or personal electronic device may be a public record under ORS Chapter 192.

Retention period for Office of Record copy: Permanent                                  
Retention Notes: City Archives must be consulted about the preservation of permanent records
Office of Record: Originating Office/Bureau
Confidential? No                                          
Authority: OAR 166-200-0010[7] 
Is this a vital record? No    

 

ADM-0050   Citizen Awards

Awards presented by the City to honor volunteers or other citizens for civic contributions. May include award nominations, award certificates, presentation or ceremony records and photographs, lists of past recipients, and related records. 

Retention period for Office of Record copy: 6 years                                     
Retention Notes: Subject to review by the City Archives prior to destruction.
Office of Record: Originating Office/Bureau
Confidential? No                                                                                 
Authority: OAR 166-200-0070[2]                                            
Is this a vital record? No

 

ADM-0060   City Council Ordinance, Resolution, Work Session and Report Records - Bureau Submissions

Reports, studies and other records submitted by a bureau to inform actions to be considered as part of the City Council agenda or at a Council work session or other session that appears on the Notable Meetings calendar.  Submissions should comply with Council Clerk's Office administrative rules for filing.

Retention period for Office of Record copy: see Retention Notes                                    
Retention Notes: Auditor's Office retains records that are filed with the Council Clerk's Office. Other background records and correspondence that do not directly support the decision-making process should be retained by the originating office/bureau for 5 years.  See Reports for retention of other bureau reports and studies.
Office of Record: Originating Office/Bureau (see Retention Notes)
Confidential? No                              
Authority: OAR 166-200-0135[5]              
Is this a vital record? No

 

ADM-0065   Communication Logs

Logs document communications made or received through a variety of electronic devices, including but not limited to telephone, smart phone, facsimile (fax), radio, computer-aided dispatch, pager, and teletype, AND are not otherwise specified in the city general records retention schedule. Logged information may include time, date and disposition of communication, name of caller, number called or received, and action taken.

Retention period for Office of Record copy: 1 year
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[5]              
Is this a vital record? No

 

ADM-0070   Contracts and Agreements - General

Bureau copies of contracts and agreements to acquire or provide services, equipment, or maintenance. This series also covers written agreements or memos of understanding that are not covered specifically elsewhere in the City Retention Schedule.  Records document the terms and conditions of contracts and agreements between the City and private companies and individuals or other government agencies. Records may include contracts, exhibits, bid documents, change orders and amendments, and related correspondence. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures. See Retention Notes for additional information.

Retention period for Office of Record copy:  6 years after expiration                                    
Retention Notes:  City Auditor is the office of record for executed contracts and supporting documentation.  The originating City bureau or office is responsible for retaining correspondence and other records related to the management of the contract.  Bureau is responsible for maintaining records of agreements that are not filed with the Auditor's Office.  Coordinate with Auditor's Office to determine retention responsibilities. Note: Collective bargaining contract records and correspondence have a retention period of 75 years after contract expires; construction contract records and correspondence have a retention period of 10 years after substantial completion as defined by ORS 12.135(3).
Office of Record:      See Retention Notes
Confidential?      No                              
Authority:  OAR 166-200-0135[4]              
Is this a vital record?       No

 

ADM-0080   Copier and Fax Machine Usage Reports

Records document facsimile machine and copier transactions of the City. Reports may be used for billing purposes. Information includes date and time fax transmitted or received, recipient/sender fax number as well as information related to copier usage.

Retention period for Office of Record copy: Retain if used for billing 3 years; retain if not used for billing 1 year            
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[9]              
Is this a vital record? No

 

ADM-0090   Correspondence - City Staff (includes email)

Records that: 1. document communications created or received by City staff; 2. relate to an activity, transaction or function for which the employee has recordkeeping responsibility; AND 3. are necessary to satisfy the fiscal, legal, administrative or historical policies, requirements or needs of the City.

Retention period for Office of Record copy:    Follow the record retention requirements for the function or activity to which the correspondence relates.                                   
Retention Notes: Correspondence that has no relation to staff member's areas of responsibility or that is a copy of correspondence retained officially elsewhere can be retained as needed.
Office of Record: Office/Bureau responsible for the function or activity to which the correspondence relates.
Confidential?  No                                            
Authority: OAR 166-200-0010[6]
Is this a vital record? No

 

ADM-0100   Correspondence - Elected Officials and Bureau Directors (includes email)

Records that: 1. document communications created or received by the elected official or office/bureau director, or staff authorized to respond on their behalf; 2. directly relate to the responsibilities or actions of the elected official or director; AND 3. are necessary to satisfy the fiscal, legal, administrative or historical policies, requirements or needs of the City.

Retention period for Office of Record copy: Permanent                                       
Retention Notes: Correspondence that has no relation to the official's areas of responsibility or that is a copy of correspondence retained officially elsewhere can be retained as needed.  City Archives must be consulted about the preservation of permanent records.
Office of Record: Office of the elected official or bureau director
Confidential? No  
Authority: OAR 166-200-0010[6]                                          
Is this a vital record? Yes

 

ADM-0110   Emergency and Disaster Preparedness Planning and Recovery Records

Records document plans and procedures for the continuity of City government in the event that a major disaster destroys or compromises the operations of the City. Components of a recovery plan include but are not limited to physical plant repair and restoration; equipment restoration; electronic data restoration including steps to reload data, recover data, reconnect networks, and reestablish telephone connections; essential records protection; and related procedures and needs dealing with risk management, public relations, and financial issues.

Retention period for Office of Record copy:  Until superseded or obsolete                                    
Retention Notes: Subject to review by the City Archives prior to destruction  
Office of Record:   City-wide plans: Office of Emergency Management; individual agency plans: originating Office/Bureau
Confidential? Yes                        
Authority:  OAR 166-200-0030[3]              
Is this a vital record?       Yes

 

ADM-0120  Equipment Issued Records

Records document equipment issued to city personnel. Items include but are not limited to keys, uniforms, personal protective equipment, and lockers. May include inventories, optional equipment lists, data sheets, and other records. Information often includes date, employee name, number, and section, description of equipment, and related data.

Retention period for Office of Record copy: Until superseded or obsolete        
Office of Record: Originating Office/Bureau                          
Confidential? No                              
Authority: OAR 166-200-0100[23]             
Is this a vital record? No

 

ADM-0130   Filing System Records

Records document the establishment, maintenance, alteration, or abolition of City or individual office/bureau central filing systems.

Retention period for Office of Record copy:  5 years after superseded or abolished          
Office of Record:   Originating Office/Bureau
Confidential?   No                              
Authority:  OAR 166-200-0060[5]              
Is this a vital record?   No

 

ADM-0140   Gift and Contribution Records - Conditional

Records documenting gifts and contributions to the city made with conditions attached. May include memorial donation records related to money to be used by the city in the name of an individual. Often contains donor and acknowledgment letters, acquisition lists itemizing purchases made with contributed money (books, art, equipment, etc.), checks, receipts, and related records.  For retention of records related to contributions for elected officials, see City Elections section under Auditor's Office.

Retention period for Office of Record copy: 6 years after expiration of any conditions stated in agreement with donor       
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0050[16]; OAR 166-200-0135[4]      
Is this a vital record? No

 

ADM-0150   Gift and Contribution Records - Unconditional

Records document gifts and contributions to the city made with no conditions attached. May include memorial donation records related to money to be used by the city in the name of an individual. Often contains donor and acknowledgment letters, acquisition lists itemizing purchases made with contributed money (books, art, equipment, etc.), checks, receipts, and related records.

Retention period for Office of Record copy: 3 years    
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0050[16]             
Is this a vital record? No

 

ADM-0160   Grant Records - Application, Administration and Tracking

Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which the City is the recipient, grantor, allocator, or administrator. Grants may come from federal or state governments or foundation and other private funding sources. Records may include but are not limited to applications including project proposals, periodic summaries, objectives, activities, budgets, exhibits, and award notification; grant evaluation records and recommendations concerning grant applications; grant administration records including periodic progress reports, budgets, project objectives, proposals, and summaries; records document allocation of funds; records monitoring project plans and measuring achievement; equipment inventories; financial and payroll reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation.

Retention period for Office of Record copy:
 10 years after annual or final expenditure report submitted and approved or, as specified in agreement, whichever is longer; retain records documenting the purchase and/or disposal of real property 10 years after substantial completion (as defined by ORS 12.135(3)), or 10 years after final disposition, or as specified in agreement, whichever is longer.  
Office of Record: Originating Office/Bureau                         
Confidential? No                              
Authority: OAR 166-200-0050[17]             
Is this a vital record? No

 

ADM-0170   Grant Records - Historically Significant

This schedule is intended for highly significant grants that the bureau deems to have permanent historical value. May include any administrative or financial records or reports that capture the significance to the City.
 
Retention period for Office of Record copy: Permanent                                    
Retention Notes: City Archives must be consulted about the preservation of permanent records   
Office of Record: Originating Office/Bureau                                                                        
Confidential? No                              
Authority: OAR 166-200-0050[17]             
Is this a vital record? No

 

ADM-0180  Grant Records - Unsuccessful Applications

Records related to applications for grants that were not awarded.

Retention period for Office of Record copy: 1 year after rejection or withdrawal               
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0050[17]             
Is this a vital record? No

 

ADM-0190   Hazardous Materials Incident Records

Records document city response to hazardous material emergencies. Subjects usually pertain to spills and other accidental releases. Includes reports, complaints, and similar documents. Information often includes location, date and time, type of pollutant, extent of pollution, cause, action taken, person reporting pollution, witnesses, related injuries, name and address of responsible party and related data. SEE ALSO: Employee Hazard Exposure Records in Human Resources section.

Retention period for Office of Record copy:  Permanent                                        
Retention Notes: City Archives must be consulted about the preservation of permanent records
Office of Record:      Originating Office/Bureau
Confidential?   No                              
Authority:  OAR 166-200-0055[16]             
Is this a vital record?       Yes

 

ADM-0200   Index / Finding Aid Records

Records created to facilitate the location and retrieval of information, files and physical objects.

Retention period for Office of Record copy: Until superseded or obsolete                                     
Retention Notes: Subject to review by the City Archives prior to destruction.   
Office of Record: Originating Office/Bureau                                                 
Confidential? No                              
Authority: OAR 166-200-0010[10]             
Is this a vital record? No

 

ADM-0210       Injury Reports, Public Use

Records document injuries sustained by non-employees on City property such as parks, swimming pools, and senior centers. Information usually includes date, time, location, and description of injury, name, address, phone number, sex, and age of injured person, witnesses, date reported, and related data.

Retention period for Office of Record copy: If claim filed, forward all records to Risk Management Division. If no claim filed, retain 3 years 
Office of Record: Originating Office/Bureau
Confidential? Yes                             
Authority: OAR 166-200-0140[5]              
Is this a vital record? No

 

ADM-0220   Internal Audit Records - Bureau Responses to City Auditor

Formal bureau responses to audit findings of the City's Audit Services Division.

Retention period for Office of Record copy: Retain as needed                                    
Retention Notes: Since the responses are captured in the final audit report, bureaus do not need to retain them.
Office of Record: Office of the City Auditor
Confidential? No                              
Authority: OAR 166-200-0010[11]             
Is this a vital record? No

 

ADM-0230   Key and Keycard Records

Records document the issuance of keys and keycards to City staff to enable access to  buildings and sites.  Records may include but are not limited to key inventories, key issue forms, key replacement records, and key disposal records.

Retention period for Office of Record copy: 2 years after key or keycard is turned in or deactivated       
Office of Record: Issuing Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[12]             
Is this a vital record? Yes

 

ADM-0240   Legislative Issues Records

Records monitoring federal or state legislation affecting the City. Used to develop official positions and lobbying strategies for pending legislation. Also used for reference. Typically includes copies of bills, reports, position papers, impact statements, meeting notes, and related correspondence.

Retention period for Office of Record copy: 4 years                                     
Retention Notes: Subject to review by the City Archives prior to destruction.      
Office of Record: Originating Office/Bureau                                                                       
Confidential? No                              
Authority: OAR 166-200-0070[3]              
Is this a vital record? No

 

ADM-0250   Liability Waivers

Records document the release of the City from liability related to various activities that include citizen involvement. Examples include but are not limited to riding in fire, police or emergency medical services vehicles; participating in City sponsored runs or other activities such as recreational classes and field trips or events that involve bicycling, canoeing, kayaking, tennis, basketball etc. Information usually includes release terms, date, signatures, and related information.

Retention period for Office of Record copy: 3 years 
Office of Record: Originating Office/Bureau
Confidential? Yes                             
Authority: OAR 166-200-0140[8]              
Is this a vital record? Yes

 

ADM-0260   Lien Support Records

Bureau background records related to liens issued by the city to collect for unpaid assessments or services.  Examples of services may include but are not limited to enhancements associated with local and special improvement districts or nuisance abatements. Information usually includes notice to property owner, copies of bills, description of property, amount of assessment, and payments made.  NOTE: Bureaus must coordinate with Auditor's Office to ensure that documentation of the issue that precipitated the original assessment that underlies the lien is not prematurely destroyed.

Retention period for Office of Record copy: 3 years after lien paid in full                         
Office of Record:      Originating Office/Bureau
Confidential?  No                              
Authority:  OAR 166-200-0135[11]             
Is this a vital record?       Yes

 

ADM-0270   Lost and Found Property Records

Records document city receipt and maintenance of lost and found or abandoned property such as money, bicycles, automobiles, and other items not related to a crime. Includes receipts, inventory lists, destruction logs, property reports, and related records.

Retention period for Office of Record copy: 2 years after disposition
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0100[45]             
Is this a vital record? No

 

ADM-0280  Mailing Lists

Lists compiled to facilitate billing, community outreach, and other functions in the City. Information usually includes name of individual or group, address, name and title of contact person, phone number, comments, and similar data.

Retention period for Office of Record copy: Until superseded or obsolete       
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[14]             
Is this a vital record? No

 

ADM-0290   Manuals - Clerical and Routine Office

Routine documentation and basic clerical instructional procedures covering such subjects as formatting communications, data entry procedures, telephone and e-mail etiquette, and others.  SEE ALSO: Manuals - Policy and Procedure in this section and  Technical Manuals, Owners Manuals, Specifications in the Operations and Maintenance section.

Retention period for Office of Record copy: 2 years after superseded or obsolete                                    
Retention Notes: Subject to review by the City Archives prior to destruction.
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0135[15]             
Is this a vital record? No

 

ADM-0300   Manuals - Policy and Procedure

Written instructions, rules, and guidelines in manual form documenting current and past authorized City policies and procedures. Used for new employee orientation and for ongoing reference. Also useful in establishing past policies or procedures in liability cases, personnel disputes, and other instances. Includes manuals documenting the procedures of departments with higher risk or exposure to liability such as police, fire, emergency medical services, public works, etc. Information often includes policy and procedure numbers, revision dates, subject identification, narrative description, authorization information, and effective date. The retention period applies only to City-generated manuals. Manuals from other sources should be retained as needed or as mandated by a specific regulating body (federal or state agency, etc.), usually until superseded or obsolete.  Consult City Auditor for guidelines on what should be submitted to Portland Policy Documents.  SEE ALSO: Policy Statements and Directives; and Manuals: Clerical and Routine Office in this section.

Retention period for Office of Record copy: Permanent                                    
Retention Notes: Transfer 1 copy to City Archives for permanent retention; retain extra copies as needed
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0135[15]             
Is this a vital record? Yes

 

ADM-0310   Master Plans

Records document the present and projected needs of the city for water, sewer, storm drainage, street, bike path, and other systems. Often includes an implementation schedule for construction. Records often include plans, reports, evaluations, cost analyses, drawings, and related documents. Subjects may include rates, inventory evaluations, system rehabilitation or replacement, distribution of services, and others.

Retention period for Office of Record copy: Permanent                                    
Retention Notes: City Archives must be consulted about the preservation of permanent records
Office of Record: Office/Bureau responsible for plan
Confidential? No                              
Authority: OAR 166-200-0105[6]              
Is this a vital record? No

 

ADM-0320   Meeting Records, Board, Commission, and Committee - Audio or Visual Recordings

Audio, video or digital recordings of the proceedings of any regularly scheduled, special, work session, executive session or emergency meeting of City boards, commissions, task forces, committees, advisory councils, and other similar groups, as described inOregon's Public Meetings Law (ORS 192.610 to 192.710).

Retention period for Office of Record copy: 1 year after minutes prepared and approved. If written minutes do not exist, the recordings will be considered the official minutes and must be preserved for the entire retention period.  Consult Archives about long term preservation of audio,visual or digital recordings.                               
Retention Notes: Subject to review by the City Archives prior to destruction.
Office of Record: Originating Board, Commission or Committee
Confidential? No                              
Authority: OAR 166-200-0010[15]             
Is this a vital record? No

 

ADM-0330   Meeting Records, Board, Commission, and Committee - Executive Session Minutes

Records document the executive session proceedings of City boards, commissions, task forces, committees, advisory councils, and other similar groups, as described in Oregon's Public Meetings Law (ORS 192.610 to 192.710). Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, petitions, correspondence, and related documentation.

Retention period for Office of Record copy: 10 years                                       
Retention Notes: Subject to review by the City Archives prior to destruction.
Office of Record: Originating Board, Commission or Committee
Confidential? Yes                             
Authority: OAR 166-200-0010[15]             
Is this a vital record? No

 

ADM-0340   Meeting Records, Board, Commission, and Committee - Minutes (except executive session minutes), Agendas, Resolutions, Indexes, and Exhibits

Records document the proceedings of City boards, commissions, task forces, committees, advisory councils, and other similar groups, as described in Oregon's Public Meetings Law (ORS 192.610 to 192.710).  Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, petitions, correspondence, and related documentation.

Retention period for Office of Record copy:  Permanent                                   
Retention Notes: City Archives must be consulted about the preservation of permanent records.
Office of Record: Originating Board, Commission or Committee
Confidential? No                              
Authority: OAR 166-200-0010[15]             
Is this a vital record? Yes

 

ADM-0350   Meeting Records, Board, Commission, and Committee - Records and Exhibits not pertinent to minutes

Routine administrative records related to the proceedings of City boards, commissions, task forces, committees, advisory councils, and other similar groups, as described in Oregon's Public Meetings Law (ORS 192.610 to 192.710).

Retention period for Office of Record copy: 5 years                                     
Retention Notes: Subject to review by the City Archives prior to destruction
Office of Record: Originating Board, Commission or Committee
Confidential? No                              
Authority: OAR 166-200-0010[15]             
Is this a vital record? No

 

ADM-0360   Meeting Records, City Staff

Records document meetings within City government, which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.710). These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items. Some records may merit inclusion in other record series with longer minimum retention periods if the subject matter of the meeting adds significant information to that series.

Retention period for Office of Record copy: 2 years  
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[17]             
Is this a vital record? No

 

ADM-0370   Mitigation Program Records

Records document the establishment and maintenance of the City mitigation programs, plans, and procedures. Records may include environmental mitigation plans and strategies, policies, procedures, seismic surveys and structural upgrade records of City facilities, as well as project reports, hazard mitigation grant records, and related documentation.

Retention period for Office of Record copy: Permanent                                   
Retention Notes: Bureaus must coordinate with Portland Bureau of Emergency Management to determine which records are to be retained by PBEM and which are to be retained by individual bureaus. City Archives must be consulted about the preservation of permanent records.
Office of Record: Originating Office/Bureau (see Retention Notes)
Confidential? Yes                             
Authority: OAR 166-200-0010[18]             
Is this a vital record? Yes

 

ADM-0380       Notary Public Log Book

Records document the notarial transactions completed by a notary public employed by the city. Bureaus may retain log books by agreement with the notary public after their separation from City employment. Bureaus retaining notary public log books without notary agreements should consult the City Attorney and/or the Secretary of State, Corporation Division for retention instruction. If an agreement exists the same retention applies to the agreement document.

Retention period for Office of Record copy: 10 years after date of commission expiration    
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0235[7]             
Is this a vital record? No

 

ADM-0390   Office Space, Equipment and Furnishing Records

Records related to activities associated with the configuration of office space, and maintenance and repair of office equipment and furniture.

Retention period for Office of Record copy: 2 years after superseded for space plans; 2 years after disposition for equipment and furniture.
Retention Notes: For projects that require an engineering stamp, see Operations and Maintenance section.   
Office of Record: Originating Office/Bureau                                                    
Confidential? No                              
Authority: OAR 166-200-0110[3]; OAR 166-200-0110[7]       
Is this a vital record? No

 

ADM-0400   Organizational Structure Records

Records document the arrangement and administrative structure of the City government. May include charts, statements, studies, and similar records. Includes studies to determine the merit and feasibility of reorganization plans, as well as other major studies related to the city's administrative hierarchy.

Retention period for Office of Record copy: Permanent                                    
Retention Notes: City Archives must be consulted about the preservation of permanent records.
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[21]             
Is this a vital record? No

 

ADM-0410   Permits - Facility Use

Permits issued to individuals or organizations for special uses of City facilities. Examples include fun runs, bicycle races, events with more than a specified number of participants, events including amplified sound, and those at which alcoholic beverages will be served.  Often refers to the use of Parks facilities but also applies to other City-owned facilities for which public use permits are issued. SEE ALSO:  Activity and Room Scheduling and Reservation Records; and Rental and Loan Records.

Retention period for Office of Record copy: 2 years after denial, revocation, or expiration of permit
Office of Record: Office/Bureau granting permit
Confidential? No                              
Authority: OAR 166-200-0080[3]              
Is this a vital record? No

 

ADM-0420   Permits - License Records [City-Issued]

Records document City review, background investigations, recommendations and other actions related to permits and licenses issued for various activities within the City. Subjects may include but are not limited to business, tree removal, temporary signs, taxi cab drivers, dances, parades, rocket launching, second hand dealers, alarm system dealers, keeping livestock in the City, and solicitors. Usually includes applications, background investigation reports, permits, licenses, and related records.  NOTE: Certain specialized permits, such as building permits and environmental permits are not covered by this schedule.  Specialized Transportation; Fire Bureau; Environmental Services; Wastewater; Revenue Bureau; Parks Bureau; Water Bureau etc.

Retention period for Office of Record copy: 3 years after expiration, revocation, or denial
Office of Record: Office/Bureau granting permit or license
Confidential? No                              
Authority: OAR 166-200-0010[22]             
Is this a vital record? Yes

 

ADM-0430   Photo Identification Records

Photographs and other records used to identify City employees, private security personnel, contract workers, and others. May include photographs taken for City identification cards, driver's license photographs, and information such as name, date of birth, physical description, identification number, driver's license number, and other data.

Retention period for Office of Record copy: Until superseded or obsolete
Office of Record: Issuing Office/Bureau
Confidential? Yes                             
Authority: OAR 166-200-0090[19]             
Is this a vital record? Yes

 

ADM-0440   Photographs - Aerial

Photographs, negatives, slides and digital and moving images documenting topographical and physical features of the city and surrounding area. Useful for planning and land management purposes. Information often includes date, location, frame sequence numbers, and other descriptive information. Photographs that are duplicates of originals held by state, county, federal, or other sources may be retained as needed.

Retention period for Office of Record copy: Permanent                                    
Retention Notes: City Archives must be consulted about the preservation of permanent records
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0105[1]              
Is this a vital record? Yes

 

ADM-0450   Photographs - General

Photographs,  negatives, slides and digital and moving images documenting various City activities, events, properties  and responsibilities. Often include date, location, frame sequence numbers, and other descriptive information.

Retention period for Office of Record copy: See Retention Notes                                      
Retention Notes: Retention period depends on the original purpose of the photographs;  photographs should be retained with their associated records.  Because of the high level of research and historic value associated with photographs and moving images, no photographic collections should be destroyed before consulting with the City Archives.
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: Office of the City Auditor          
Is this a vital record? No

 

ADM-0460   Policy Statements and Directives

Administrative and legislative review, assessment, and development of the City's purpose and procedural policy. Often includes bulletins and advisories issued by the mayor or council, mission and goal statements, and finalized policy statements and directives.  Includes Portland Policy Documents.  SEE ALSO:  Manuals: Policy and Procedure.

Retention period for Office of Record copy:
 Permanent 
Retention Notes: City Archives must be consulted about the preservation of permanent records.
Office of Record: Office of the City Auditor for Portland Policy Documents; Originating Office/Bureau for other policy documents
Confidential? No                              
Authority: OAR 166-200-0135[16]             
Is this a vital record? Yes

 

ADM-0470   Postal and Delivery Service Records

Records document transactions with the U.S. Postal Service and private carriers. Includes postage meter records, receipts for registered and certified mail, insured mail, special delivery receipts and forms, loss reports, and related items.

Retention period for Office of Record copy: 3 years
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[23]             
Is this a vital record? No

 

ADM-0480   Press Releases, Speeches, Statements - Policy and Historic

Prepared statements, announcements, news conference and speech transcripts, and similar records issued to the news media or in public by the City. Subjects include the adoption ofnew Cityprograms, termination of old programs, policy shifts, changes in the status of elected officials or senior administrative personnel, and others.  Some releases may merit inclusion in applicable related record series.  Issuing Office/Bureau should evaluate which releases are "routine" and which are "historic".

Retention period for Office of Record copy: Permanent                                     
Retention Notes: City Archives must be consulted about the preservation of permanent records
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[19]             
Is this a vital record? Yes

 

ADM-0490   Press Releases, Speeches, Statements - Routine

Prepared statements, announcements, news conference and speech transcripts, and similar records issued to the news media or in public by the City, announcing routine events or actions carried out within the scope of existing City policies. Some releases may merit inclusion in applicable related record series.  Issuing Office/Bureau should evaluate which releases are "routine" and which are "historic".

Retention period for Office of Record copy: 2 years                                     
Retention Notes: Subject to review by the City Archives prior to destruction.
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[19]             
Is this a vital record? No

 

ADM-0500   Professional Membership Records

Records document City-paid individual memberships and activities in professional organizations.

Retention period for Office of Record copy: 3 years 
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[24]             
Is this a vital record? No

 

ADM-0550   Program Projects And Initiatives (Major)

Records related to specific program activities that have a beginning and an end and result in a work product, outcome or new program function. This series is intended to cover non-capital improvement, non-engineering projects. Examples of projects include strategic planning retreats, creation of new policies, responses to topical issues, major software upgrades or initiation of new program responsibilities or functions. During or at the completion of the project or initiative the associated records should be evaluated to determine their appropriate retention value – not all records will require the same retention.

Retention period for Office of Record copy:
 Retain records that document major program projects or initiatives permanently.
Retention Notes: This series to be used for records that capture the significant history or outcomes of major projects or initiatives. Other records should be filed under their appropriate retention schedule.
Office of Record: Originating program office
Confidential? No                              
Authority: OAR 166-200-0010[3]              
Is this a vital record? Yes

 

ADM-0560   Program Projects And Initiatives (Minor)

Records related to specific program activities – not covered elsewhere in the retention schedules – that have a beginning and an end and result in a work product, outcome or new program function.  This series is intended to cover non-capital improvement, non-engineering projects. Examples of minor projects include team-building exercises, creation of routine office procedures, minor software upgrades or minor program changes. During or at the completion of the project or initiative the associated records should be evaluated to determine their appropriate retention value – not all records will require the same retention.

Retention period for Office of Record copy: Retain records that document routine projects or routine aspects of major projects for 10 years after project completion.
Retention Notes: This series covers projects or initiatives that the office considers routine and is for records that do not fall into other retention schedule categories.
Office of Record: Originating program office
Confidential? No                              
Authority: OAR 166-200-0010[2]              
Is this a vital record? No

 

ADM-0570   Property Damage Records

Reports, photographs, and other records documenting damage to City property such as signs, trees, picnic tables, buildings, fountains, and fences. Information often includes type and location of property damaged, description of damage, date and time of damage (if known), name and address of individual who caused damage (if known), value of damage, billing costs, and related data.  Note: instances of damage that result in police cases, claims or litigation are covered by retention schedules in the Police Bureau, Risk Management and City Attorney's Office.

Retention period for Office of Record copy: Consult Risk Management and City Attorney's Office for guidance. If not litigated, retain 3 years after date of last action; if litigated, transfer to City Attorney's Office.   
Office of Record: Originating Office/Bureau                                 
Confidential? No                              
Authority: OAR 166-200-0140[10]             
Is this a vital record? Yes

 

ADM-0580   Public Notice Records

Records document compliance with laws requiring public notice of City government activities. Subjects include assessments, elections, land use changes, public meetings and hearings, sale of property, and others. Records include public or legal notices, certificates, affidavits of publication, and similar documents.  SEE ALSO: Competitive Bid Records in the Finance section for public notices related to bid openings and awards.

Retention period for Office of Record copy: 3 years                                 
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[26]             
Is this a vital record? Yes

 

ADM-0590   Public Records Request Records

Records document requests for disclosure of public records and provides a record of City responses.  Records may include but are not limited to requests for disclosure, types of records requested, request logs, notation of transfer to another district, approvals, denials, copies of petitions to the District Attorney for review of denials of disclosure, District Attorney Orders to grant or deny disclosure, correspondence, and related documentation.

Retention period for Office of Record copy: 2 years after last action                                   
Office of Record: Office/Bureau responding to records request
Confidential? No                              
Authority: OAR 166-200-0020[6]              
Is this a vital record? No

 

ADM-0600   Publications

Published records produced by or for the City or any of its agencies or programs and made available to the public. Includes newsletters, pamphlets, brochures, leaflets, reports, studies, proposals, blogs and other on-line postings and similar records. Does not include publications received from federal, state, private or other sources -- these publications as well as extra copies of City-produced publications should be retained as needed.

Retention period for Office of Record copy: Submit one copy of publication to City Archives for permanent retention.
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[27]             
Is this a vital record? No

 

ADM-0610   Rental and Loan Records

Records document the rental or loan of city-owned facilities or equipment. Examples include short term rental of facilities and structures as well as rental or loan of sports equipment, tools, gardening implements, and other items. Records often include applications, calendars, lists, receipts, and related documents. Information usually includes name, address, and phone number of renter or borrower, description of facility or equipment, date and time rental or loan expires, signature, and other data.  SEE ALSO: Activity and Room Scheduling and Reservation Records.

Retention period for Office of Record copy: 3 years              
Office of Record: Originating Office/Bureau                 
Confidential? Yes - Personal financial information to be treated confidentially     
Authority: OAR 166-200-0080[6]              
Is this a vital record? No

 

ADM-0620   Reports - Annual or Major

Reports and studies that document the program or primary functional activities and accomplishments of a City agency for the previous year. Reports are often compiled from monthly, quarterly, or other subsidiary activity reports. Also includes any reports and studies of major initiatives or projects, regardless of how often generated. Usually includes  statistics, narratives, graphs, diagrams, and similar information. May include reports or studies created by an outside entity at the request of a City office/bureau.  SEE ALSO: Reports and Documentation - Periodic Activity for reports documenting shorter periods of time.

Retention period for Office of Record copy: Permanent      
Retention Notes: Transfer 1 copy, upon publication or release, to City Archives; additional copies may be retained as needed.        
Office of Record: Originating Office/Bureau                       
Confidential? No                              
Authority: OAR 166-200-0010[3]              
Is this a vital record? Yes

 

ADM-0630   Reports and Documentation - Periodic Activity (Other than Annual)

Documentation of daily, weekly, monthly, or other periodic City employee activities not covered in a more specific retention schedule.  The documentation does not have to be a formal report or study; it may consist of internal notes or correspondence used for planning and budgeting, monitoring work or project progress, compiling annual reports, and other purposes. Usually tracks type of activity, employees and/or volunteers involved, time spent on activity, work completed, and related information in narrative or statistical form.  May include reports or studies created by an outside entity at the request of a City office/bureau.

Retention period for Office of Record copy: 2 years
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[2]              
Is this a vital record? No

 

ADM-0640   Requests and Complaints

Records document requests or complaints concerning a variety of City responsibilities. Information often includes name and contact information of person making request or complaint, narration of request or complaint, name of person responding to request or complaint, dates of related activities, and other data. 

Note: some complaints may become part of a bureau-specific case file and be subject to a longer retention period.

Retention period for Office of Record copy:
 2 years after last action 
Office of Record: Office/Bureau responsible for addressing request or complaint
Confidential? Follow bureau/office policies regarding confidentiality of citizen complaints.
Authority: OAR 166-200-0010[28]
Is this a vital record? No

ADM-0650   Risk Survey and Inspection Records

Records document surveys, inspections, and other actions designed to identify potential hazards and liabilities to the City related to buildings, grounds, or services. Useful for preventing liability claims and for illustrating a pattern of responsible action regarding hazards. Records may include survey summaries and reports, safety audit and inspection reports, memoranda, and correspondence. Subjects may include the design, and use of parks, playgrounds, buildings, etc., video display terminals, hazardous materials, and others.

Retention period for Office of Record copy: Retain records documenting the formation or change of policy permanently;Retain other records 5 years.                                    
Retention Notes: City Archives must be consulted about the preservation of permanent records
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0140[11]             
Is this a vital record? Yes

 

ADM-0660   Routing and Job Control Records

Records used to control the routine flow of documents and other items and actions in and between agencies in the City. Includes routing slips, job control records, status cards, receipts for records charged-out, batch slips, and similar records.

Retention period for Office of Record copy: 1 year 
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[29]             
Is this a vital record? No

 

ADM-0670   Scrapbooks

Books or other collections document a chronological or similar record of City agencies. May contain photographs, newspaper or magazine clippings, commentaries, and other items pertaining to the activities, actions, and reactions of the City officials, personnel, and citizens. Scrapbooks vary greatly in their content and value. Some may have historic value. For appraisal assistance, contact the City Archives.

Retention period for Office of Record copy: Retain as needed                                     
Retention Notes: Subject to review by the City Archives prior to destruction.
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[30]             
Is this a vital record? No

 

ADM-0680  Security Records

Series documents security provided for agency buildings and grounds. Records include surveillance records, security logs, sign-in sheets, security reports, incident reports, and related records.  SEE ALSO: Visitor Logs.

Retention period for Office of Record copy: 2 years 
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[31]             
Is this a vital record? No

 

ADM-0690   Seminar, Conference, Workshop and Event Records - City -Sponsored

Records document the design and implementation of City-sponsored seminars, conferences, workshops, conventions, and similar gatherings. Often includes class descriptions, instructional materials, course outlines, enrollment and attendance records, reports, speeches, planning documentation, and related records.

Retention period for Office of Record copy: 3 years                                     
Retention Notes: Subject to review by the City Archives prior to destruction.        
Office of Record: Originating Office/Bureau                                                                       
Confidential? No                              
Authority: OAR 166-200-0010[32]             
Is this a vital record? No

 

ADM-0700   Seminar, Conference, Workshop and Event Records - Non-City Sponsored

Records document activities of seminars, conferences, workshops, conventions, and similar gatherings not sponsored by the City but attended by City officials or personnel. May include staff reports, instructional materials, recommendations, related correspondence and memoranda, and similar records.

Retention period for Office of Record copy: 2 years
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[33]             
Is this a vital record? No

 

ADM-0710  Special Event and Celebration Records - Routine aspects of event

Records related to the routine organization and promotion of a City-sponsored special event or celebration.  These often include lists, rosters, correspondence, volunteer information, and related records.

Retention period for Office of Record copy:
 2 years after event 
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[34]             
Is this a vital record? No

 

ADM-0720   Special Event and Celebration Records - Significant aspects of event

Records document City-sponsored celebrations of special and historic occasions such as major openings, centennials, and similar events. Provides a record of planning and promotional efforts, public attendance and response, major speeches and dedications, and other aspects of the celebration. These records may include studies, publications, photographs, attendance summaries, final reports, and other documents.

Retention period for Office of Record copy: Permanent                                     
Retention Notes: City Archives must be consulted about the preservation of permanent records
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[34]             
Is this a vital record? No

 

ADM-0730       Surveys, Polls, and Questionnaires

Records document the measurement of public opinion by or for the City related to various issues, actions, and concerns. May include surveys, polls, questionnaires, summaries, abstracts and related records. Examples of summaries include studies, which incorporate the significant results of public opinion surveys, abstracts of questionnaires designed to determine the skills and interests of citizens volunteering for City service, and other records, which distill survey data into summary form.

Retention period for Office of Record copy: Retain poll and questionnaire responses until summary report is created or 3 years, whichever is sooner. For retention of reports, see Reports - Annual and Reports - Periodic in this section.                               
Retention Notes: Subject to review by the City Archives prior to destruction.
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[35]             
Is this a vital record? No

 

ADM-0740   Timekeeping Records

Bureau copies of timesheets or other records documenting hours worked, leave hours accrued, and leave hours taken by City employees. Information usually includes employee name and payroll identification number, hours worked, type and number of leave hours taken, total hours, dates, and related data.  See Grants Section for employee time records that use grant funds.

Retention period for Office of Record copy: 5 years                                    
Retention Notes: Bureau paper or electronic convenience copies: retain as needed once records are captured in timekeeping system.
Office of Record: Office of Management and Finance - Payroll
Confidential? Yes                             
Authority: OAR 166-200-0085[3]              
Is this a vital record? No

 

ADM-0750   Vehicle Accident Records

Records document accidents involving city vehicles. May include dispatch reports with information such as name and address of parties involved, date and time, complaint, description of damage, and other data.  Records may also contain motor vehicle accident reports which include the driver's name, address, phone number, date of birth, and driver's license number, as well as passenger and witness names, description of events, make and model of vehicle(s), vehicle identification number, and related data. Photographs and correspondence also may be part of these records.   Note: instances of damage that result in police cases, claims or litigation are covered by retention schedules in the Police Bureau, Risk Management and City Attorney's Office.

Retention period for Office of Record copy: (a) If litigated, records must be forwarded to City Attorney's Office; (b) If not litigated, retain 3 years
Retention Notes: Consult Risk Management and City Attorney's Office for guidance.
Office of Record: Originating Office/Bureau
Confidential? No
Authority: OAR 166-200-0140[1]
Is this a vital record? No

 

ADM-0760   Vehicle Title and Registration Records

Records document the ownership and registration of City vehicles with the Oregon Division of Motor Vehicles.

Retention period for Office of Record copy: (a) Titles, retain until vehicle is sold or disposed of; (b) Registration records, retain until superseded or disposition of vehicle
Office of Record: Office/Bureau that holds the vehicle title and/or registration
Confidential? No                              
Authority: OAR 166-200-0135[19]             
Is this a vital record? No

 

ADM-0765   Video Surveillance Recordings

Recordings document the routine monitoring of City facilities for security purposes.

Retention period for Office of Record copy: 30 days. If recording is used for an investigation, retain until investigation ends. 
Office of Record:      Originating Office/Bureau
Confidential?  No                             
Authority: OAR 166-200-0100[67]           
Is this a vital record? No

 

ADM-0770   Visitor Logs

Records document visitors to City buildings. Records may include visitors' names, visitor badges issued, and entrance and exit times.  SEE ALSO: Security Records.

Retention period for Office of Record copy: 1 year  
Office of Record: Originating Office/Bureau 
Confidential? No                              
Authority: OAR 166-200-0010[38]             
Is this a vital record? No

 

ADM-0780   Work Schedules and Assignments

Records document the scheduling and assigning of shifts, tasks, projects, or other work to City employees.  Useful for budget and personnel planning and review, and other purposes. May include calendars, schedules, lists, charts, rosters, employee time surveys, and related records. Also includes rosters and similar records documenting vacation schedules. SEE ALSO: Timekeeping Records.

Retention period for Office of Record copy: 2 years 
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0010[40]             
Is this a vital record? No