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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 Engineering Records

EGR-0010   Engineering / Construction Core Project Records - Major Projects

Records related to the planning, design, and construction of various city improvement projects, including facilities, structures, and systems. Examples include those documenting both assessable and non-assessable improvements such as but not limited to streets, sidewalks, traffic lights, streetlights, bikeways, water lines and wells, water and wastewater treatment facilities, buildings, and sewers. Core project records vary depending on the project, but in general, document the history of the project from conception to completion and provide understanding on how the project was built. May be useful for litigation, reference, or budget planning. Records often include master plans, impact statements, feasibility studies, plans, amendments, field test and laboratory reports, inspector reports, public commentary, change orders, status reports, certificates of completion, and related records.  Often contain historically significant records.  SEE ALSO: Maps, Plans, and Drawings in this section and Capital Improvement Administrative and Financial Records in the Finance 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 166-200-0105[4]              
Is this a vital record? Yes

 

EGR-0020   Engineering / Construction Core Project Records - Minor Projects

Records related to the planning, design, and construction of City structures that do not require registered architectural or engineering stamps.

Retention period for Office of Record copy: Life of structure or 10 years after completion, whichever is longer                                   
Retention Notes: Subject to review by the City Archives prior to destruction.
Office of Record: Originating Office/Bureau
Confidential? No
Authority: OAR 166-200-0105[4]
Is this a vital record? No 

          

EGR-0030   Maps, Plans, and Drawings - Draft and Working Copies

Draft and working copies of maps, plans, and drawings created by the city or contracted specifically for the city as described in Maps, Plans, and Drawings - Final As-Builts.

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 166-200-0105[5]              
Is this a vital record?       No

 

EGR-0040   Maps, Plans, and Drawings - Final As-Builts

Maps, plans, and drawings created by the City or contracted specifically for the City. These include various types of maps such as system schematic, as-built, topographic, planemetric, orthophoto, resource, and others.  System schematic maps represent locational and other information about major systems such as water and sewer. Other maps are often derived from aerial photographs and represent physical features such as building footprints, edge of pavement, and contours. Series also includes as-built plans, drawings, and details documenting City engineering and construction projects. Copies of maps, plats, drawings, details, plans, photographs, and similar records obtained from federal, state, county, and other sources that are used for research and reference purposes may be retained as needed.

Retention period for Office of Record copy: Permanent
Office of Record: Originating Office/Bureau
Confidential? No
Authority: OAR 166-200-0105[5]              
Is this a vital record? Yes

 

EGR-0050   Survey Field Records - General and Right-of-Way Location Records

Detailed field notes and other records related to surveys done for boundary work, local improvement districts and engineering projects. May include notes on traverses, right-of-way location, construction (including levels, cuts, and grades), sketches related to the survey, and other information.

Retention period for Office of Record copy: Permanent
Office of Record: Originating Office/Bureau
Retention Notes: City Archives must be consulted about the preservation of permanent records
Confidential? No                              
Authority: OAR 166-200-0105[9]              
Is this a vital record? Yes

 

EGR-0060   Survey Field Records - Other Projects

Detailed field notes and other records related to survey work done for projects not requiring a registered architectural or engineering stamp.

Retention period for Office of Record copy: 10 years after substantial completion of project.
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0105[9]   
Is this a vital record? No