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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 Operations and Maintenance Records

OPS-0010   Delivery Tickets

Tickets issued by suppliers to verify delivery of supplies or materials needed for projects. Information usually includes date, time, amount and type of supplies received, and related data.

Retention period for Office of Record copy: 2 years
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0110[6]              
Is this a vital record? No

 

OPS-0020   Easements - Temporary Access/Construction

Records document temporary easements allowing entrance and work on property or streets not owned by the easement holder. Permits usually apply to city crews and utility workers. Information can include applicant name, address, and phone number, contractor name and license number, utility involved, location, description of work, security deposit, surface restoration material used, signature, date, comments, permit number, and related data.

Retention period for Office of Record copy: 2 years after easement expires
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0110[20]             
Is this a vital record? No

 

OPS-0030   Fuel Records

Often includes logs, reports, and related documents.

Retention period for Office of Record copy: 2 years
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0110[9]              
Is this a vital record? No

 

OPS-0040   Maintenance and Repair Records - Buildings and Grounds - Records Not Requiring Engineering Stamp

Records of minor maintenance and repairs to buildings and grounds owned or leased by the city. Used to verify that repairs were made. May include summaries, logs, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. Information often includes location, narrative of work completed, materials used, personnel completing work, authorization, dates of activities, and related data.

Retention period for Office of Record copy:  Retain records not requiring engineering stamp 2 years
Office of Record: Office/Bureau performing maintenance and repair
Confidential?  No                              
Authority:  OAR 166-200-0110[3]              
Is this a vital record?  No

 

OPS-0050   Maintenance and Repair Records - Buildings and Grounds - Records Requiring Engineering Stamp

Records of maintenance and repairs to buildings and grounds owned or leased by the city. Used to verify that repairs were made. May include summaries, logs, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. Information often includes location, narrative of work completed, materials used, personnel completing work, authorization, dates of activities, and related data.

Retention period for Office of Record copy: Retain records requiring engineering stamp 2 years after life of structure                                    
Retention Notes: Subject to review by the City Archives prior to destruction  
Office of Record: Office/Bureau performing maintenance and repair
Confidential? No                              
Authority: OAR 166-200-0110[3]              
Is this a vital record? No

 

OPS-0060   Maintenance and Repair Records - Equipment

Records documenting the inspection, maintenance, and repair of all City-owned equipment not listed elsewhere in this schedule. Examples include but are not limited to mowers, trailers, edgers, blowers, generators, sewage lift pumps, water pumps, office equipment, and furniture. Records may include summaries, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. Information often includes description of work completed, parts and supplies used, date of service, date, purchase price, equipment number, make, and model, and related data.

Retention period for Office of Record copy: 2 years after disposition of equipment
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0110[7]              
Is this a vital record? No

 

OPS-0070   Maintenance and Repair Records - Vehicles

Records document the maintenance and repair history of all city-owned vehicles. Records may include reports, summaries, and similar records usually compiled from daily work records on a monthly, or quarterly basis. Information often includes a description of work completed, parts and supplies used, date of service, date purchased, price, vehicle number, make and model, and other data.

Retention period for Office of Record copy: 2 years after disposition of vehicle
Office of Record: Office/Bureau performing maintenance and repair
Confidential? No                              
Authority: OAR 166-200-0010[37]             
Is this a vital record? No

 

OPS-0080   Maintenance Request / Complaint Records

Records document requests or complaints concerning a variety of maintenance responsibilities carried out by City agencies. Examples include but are not limited to brushing and limbing; road grading, rocking, sealing, patching, and marking; traffic signals and signs; city-owned buildings and equipment; streetlights; high grass or weeds; and water and sewer system problems. Information often includes name, phone number, and address of person making request/complaint, narration of request/complaint, name of person responding to request/complaint, dates of related activities, and other data.

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 166-200-0110[11]
Is this a vital record? No

 

OPS-0090   Technical Manuals, Owners Manuals, Specifications

Manuals for city-owned vehicles and equipment. Manuals often include specifications, operating instructions, and safety information.

Retention period for Office of Record copy: Until disposition of vehicle or equipment
Office of Record: Office/Bureau responsible for asset
Confidential? No                              
Authority: OAR 166-200-0010[36]             
Is this a vital record? Yes

 

OPS-0100   Vehicle Usage and Expense Records

Records document usage and expense associated with city-owned vehicles. Used for maintenance, budgeting, and planning. Information can include vehicle number, make and model, beginning and ending mileage, driver's name and signature, fuel used, repairs needed, and other data.

Retention period for Office of Record copy: 3 years
Office of Record: Office/Bureau responsible for maintaining the vehicle
Confidential? No                              
Authority: OAR 166-200-0050[29]             
Is this a vital record? No

 

OPS-0110   Warranties - Vehicle and Equipment

Warranties for City-owned vehicles or equipment. Warranties include terms of coverage for repair or replacement of vehicle or equipment.

Retention period for Office of Record copy:                                    
Retention Notes: Until expiration of warranty
Office of Record:
Office/Bureau responsible for asset covered by warranty
Confidential? No                               
Authority: OAR 166-200-0010[36]              
Is this a vital record? Yes

 

OPS-0120   Work / Shift Logs

Records document work completed by City employees or crews on a daily or shift basis. These may include logs, notes, or similar records. Information often includes personnel performing work, date and time completed, description of work, location, equipment and materials used, information passed from one shift to the next and additional pertinent data. SEE ALSO: Maintenance and Repair Records.

Retention period for Office of Record copy: 1 year
Office of Record: Originating Office/Bureau
Confidential? No                              
Authority: OAR 166-200-0110[5]              
Is this a vital record? No

 

OPS-0130   Work Orders - for work performed by City personnel

Records document requests and authorizations for needed services and repairs to City property and equipment. May include copy center work orders, printing orders, telephone service and installation requests, repair authorizations, and similar records.

Retention period for Office of Record copy: 1 year
Office of Record: Office/Bureau performing work
Confidential? No                              
Authority: OAR 166-200-0010[39]             
Is this a vital record? No

 

OPS-0140   Work Orders - for work performed by non-City personnel

Records document requests and authorizations for needed services and repairs to City property and equipment. May include copy center work orders, printing orders, telephone service and installation requests, repair authorizations, and similar records.

Retention period for Office of Record copy: 3 years
Office of Record: Office/Bureau requesting work
Confidential? No                              
Authority: OAR 166-200-0010[39]             
Is this a vital record? No