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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 Human Resources Records

HUM-0010   Employee Background Check Records

Records document the pre-employment or periodic criminal record checks performed on prospective or current staff and volunteers. Records may include but are not limited to a log recording when background checks are done and who they are done on, and a fingerprint-based criminal history verification form documenting the result of a criminal history background check coordinated by the Oregon Law Enforcement Data System (LEDS). The form includes name and other personally identifiable information, indication of existence or absence of criminal record, and related documentation.

Retention period for Office of Record copy: (A) Background check log, retain until superseded or obsolete; (B) all other records, retain 90 days                                 
Office of Record: Office/Bureau conducting background check
Confidential? Yes                             
Authority: OAR 166-200-0090[5]              
Is this a vital record? No

 

HUM-0020   Employee Complaint, Grievance, Personnel Action and Appeal Background Records

 Series consists of bureau background and investigatory materials related to reviewing, hearing, and disposing of employee- or employer-initiated complaints (including Affirmative Action/Equal Employment Opportunity), employee grievances, bureau-initiated disciplinary actions and appeals of adverse personnel actions and disciplinary measures. Documents are used and created within the agency in the course of investigating formal and/or informal complaints. Records consist of complaints, investigation reports, hearing transcripts or summaries, statements of witnesses and other related information.  These background and investigatory records are to be filed separately from Employee Personnel Folders.

Retention period for Office of Record copy: 10 years after employee separation                                    
Retention Notes: Records to be transferred to BHR upon resolution of issue. PARC will not store bureau convenience copies.
Office of Record: Bureau of Human Resources
Confidential? Yes                             
Authority: OAR 166-200-0090[17]             
Is this a vital record? No

 

HUM-0030   Employee Hazard Exposure Records

Medical records related to a city employee's exposure to hazardous conditions such as chemicals, toxic substances, bloodborne pathogens, biological agents, bacteria, virus, fungus, radiation, noise, dust, heat, cold, vibration, repetitive motion, or other dangerous work related conditions. Records may include but are not limited to hearing test records, radiation measurement records, blood test or other laboratory results, incident reports, first-aid records, X-rays, work station air sampling reports, and correspondence. Hazard Exposure Records should be maintained in a secure file physically separate from other personnel files and handled as confidential medical information.

Retention period for Office of Record copy: 30 years after separation     
Office of Record: 
Hazard Exposure records are to be maintained for the entire retention period by the safety office of the bureau that employed the employee at the time the exposure occurred.
Confidential? Yes                             
Authority: OAR 166-200-0090[18]; 29 CFR1910.1020   
Is this a vital record? Yes

                                                                       

HUM-0040   Employee Medical Records

Series consists of medical records (except hazard exposure records) maintained separately from the Bureau Personnel File in compliance with ADA (Americans with Disabilities Act) requirements. Records are a convenience copy of the record copy held in the Bureau of Human Resources. See HRAR 1.06 EMPLOYEE

MEDICAL FILES for a description of what should be maintained in this record series. File should transfer with employee if bureaus are changed. See separate entry for Employee Hazard Exposure Records.

Retention period for Office of Record copy: 10 years after separation                                    
Retention Notes: Forward to Bureau of Human Resources Employee Records upon employee separation. If employee transfers to another City bureau, the file should transfer to that bureau. 
Office of Record: Bureau of Human Resources
Confidential? Yes                             
Authority: OAR 166-200-0090[9]              
Is this a vital record? Yes

 

HUM-0050   Employee Personnel Folders

Series consists of individual employee files maintained within the bureau. Records are a convenience copy of the record copy held in the Bureau of Human Resources. Records consist of: individual's application; personal information (non-medical); selection materials; promotions, demotions, transfers; salary information; performance evaluations; notifications of disciplinary action and termination of employment;  other records related to status, tenure and work history. Bureau employee files may contain additional information which is not maintained by BHR. Records containing medical information must be transferred to the Bureau of Human Resources.

Retention period for Office of Record copy: 10 years after separation                                      
Retention Notes: Official personnel records maintained in BHR. Upon separation from City employment, transfer any remaining original documents to the Bureau of Human Resources. Retain convenience copies 1 year after separation from city employment.   Follow guidelines for confidential destruction when disposing of personnel records.  PARC will not store bureau convenience copies.
Office of Record: Bureau of Human Resources
Confidential? Yes                             
Authority: OAR 166-200-0090[10]             
Is this a vital record? Yes

 

HUM-0060   Employee Recognition Program Records

Recognition of employees for special service to the City. May include service awards, recognition certificates, commendations, award nominations, lists of past recipients, and presentation or ceremony records and photographs.

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 166-200-0090[11]             
Is this a vital record? No

 

HUM-0070   Employee Suggestion Award Records

Records document an employee suggestion program where employees may submit suggestions that improve effectiveness, efficiency, and economy in city government. Employees may receive awards for adopted suggestions. Records may include suggestion forms and evaluations, award information, and related documentation.

Retention period for Office of Record copy: (A) Adopted suggestions, retain 2 years; (B) suggestions not adopted, retain 1 year
Office of Record: Office/Bureau responsible for administering award program
Confidential? No                              
Authority: OAR 166-200-0090[12]             
Is this a vital record? No

 

HUM-0080   Hazard Communications Program Records

Records document City participation in the Hazard Communications Program as required by the Oregon Occupational Safety and Health Administration (OR-OSHA). These records may be useful as documentation for exposure and other claims because they include chemical content, safe handling instructions, and other facts about a product at a given time in the past. Usually includes plans, reports, and material safety data sheets (MSDS). Information included in the material safety data sheets includes product name, manufacturer's address and phone number, hazardous ingredients contained, ingredient description, carcinogenicity, quantity of ingredients, fire and explosion data, health hazard data, radioactivity data, spill and leak pressures, safe handling and use information, special use precautions and related data.

Retention period for Office of Record copy: 75 years after superseded
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0140[4]              
Is this a vital record? No

 

HUM-0085   I-9 Employment Eligibility Verification Records

Series consists of federal form required by the Immigration & Naturalization Service (INS) to verify work eligibility within the United States. I-9 form includes employee name, address, date of birth, social security number, work status, employee signature, and employer review and verification.

Retention period for Office of Record copy: 3 years after date of hire or 1 year after employee separation, whichever is longer.                                     
Retention Notes: Original hard copy to be retained at employee's bureau per BHR Services Bulletin 8/29/2013
Office of Record: Originating Office/Bureau
Confidential? Yes                             
Authority: OAR 166-200-0090[13]             
Is this a vital record? No

 

HUM-0090   Occupational Injury and Illness Reports

Records document the activities of the workers' compensation program as required by Oregon Occupational Safety and Health Administration (OR-OSHA). Includes OR-OSHA logs and summaries, claims summary reports, status reports, financial reports, and supplemental records. Information includes calendar year, dates, file numbers, date and description of each injury, illness, or death, names, occupations, types of diseases, totals, and related data.

Retention period for Office of Record copy: 6 years
Office of Record: Originating Office/Bureau
Confidential? Yes                             
Authority: OAR 166-200-0140[9]              
Is this a vital record? No

 

HUM-0100   Recruitment and Selection Records - Announcements, Positions and Testing Records

Records document the recruitment and selection of City employees. Records may also document the recruitment and selection of contracted service providers such as attorneys, auditors, insurance agents, labor consultants, and others. Records may include but are not limited to job announcements and descriptions, applicant lists, applications and resumes, position advertisement records, civil service and other examination records, classification specifications, affirmative actions records, interview questions, interview and application scoring notes, applicant background investigation information, letters of reference, civil service records, position authorization forms, certifications of eligibles, recruitment summary records (job announcement, position description, documentation relating to the announcement and test, and test items and ratings levels), and related correspondence and documentation.

Retention period for Office of Record copy: 10 years                                   
Retention Notes: Transfer records to BHR upon creation; retain bureau copies as needed. PARC will not store bureau convenience copies.  Recruitment and selection records for non-civil service positions in elected officials offices' are retained in those offices.
Office of Record: Bureau of Human Resources
Confidential? Yes                             
Authority: OAR 166-200-0090[21]             
Is this a vital record? No

 

HUM-0110   Recruitment and Selection Records - Unsolicited Applications

Unsolicited employment applications not associated with a specific recruitment.

Retention period for Office of Record copy: 3 months 
Office of Record: Originating Office/Bureau
Confidential? Yes                             
Authority: OAR 166-200-0090[21]             
Is this a vital record? No

 

HUM-0120   Recruitment and Selection Records - Unsuccessful Applications

Employment applications from candidates who are not selected for a specific recruitment.

Retention period for Office of Record copy: 3 years after position filled or recruitment canceled                                   
Retention Notes: Transfer records to BHR upon creation; retain bureau copies as needed. PARC will not store bureau convenience copies.
Office of Record: Bureau of Human Resources
Confidential? Yes                             
Authority: OAR 166-200-0090[21]             
Is this a vital record? No

 

HUM-0130   Safety Program Records - Policies, Plans and Procedures

Records document the City's program to promote a safe work environment for its employees, specifically policies, plans and procedures.

Retention period for Office of Record copy: 5 years after superseded                                     
Retention Notes: Subject to review by the City Archives prior to destruction
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0140[12]             
Is this a vital record? No

 

HUM-0140   Safety Program Records - Reports and Recommendations

General reports, inspection reports, evaluations and recommendations from City agency safety programs.

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 Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0140[12]             
Is this a vital record? No

 

HUM-0150   Safety Program Records - Safety Committee Meeting Records

Safety committee meeting minutes, exhibits, agendas.

Retention period for Office of Record copy: 5 years 
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0140[12]             
Is this a vital record? No

 

HUM-0160   Training Program Records

Records related to the design and implementation of training programs provided to employees by the City.  May include class descriptions, instructor certifications, planning documentation, instructional materials, course outlines, class enrollment and attendance records, and related records. NOTE: Training records for individual employees are to be maintained in the employee personnel file.

Retention period for Office of Record copy: (A) Retain significant program records 5 years; (B) retain class enrollment, attendance and other records 2 years.                                   
Retention Notes: Subject to review by the City Archives prior to destruction.
Office of Record: Office/Bureau responsible for the training program
Confidential? Yes                             
Authority: OAR 166-200-0090[22]             
Is this a vital record? No

 

HUM-0170   Unemployment Compensation Claim Records

Records related to unemployment claims that have been filed by City employees. Records include the state's "notice of claim filed" form, the city's response to claim, response worksheet, administrative decisions, hearings information and related correspondence.  Records may include confidential support documentation and should be maintained accordingly.

Retention period for Office of Record copy: 3 years                                  
Office of Record: Office/Bureau where claimant worked
Confidential? Yes                             
Authority: OAR 166-200-0085[10]             
Is this a vital record? No

 

HUM-0180   Volunteer Program Records

Records document the activities and administration of volunteer programs in the city. Useful for program planning. May include volunteer hour statistics, volunteer program publicity records, insurance requirement information, inactive volunteer files, and related records. For records related to individual volunteers, see Volunteer Worker Records in this section.

Retention period for Office of Record copy: 4 years                                    
Retention Notes: Subject to review by the City Archives prior to destruction.
Office of Record: Office/Bureau responsible for volunteer program
Confidential? No                              
Authority: OAR 166-200-0090[23]             
Is this a vital record? No

 

HUM-0190   Volunteer Worker Records

Records document work performed for the city by citizens without compensation for their services. May include agreements, applications, skills test results, training documentation, task assignment and monitoring records, and related information.

Retention period for Office of Record copy: 4 years after separation
Office of Record: Originating Office/Bureau
Confidential? Yes                             
Authority: OAR 166-200-0090[24]             
Is this a vital record? No