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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

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8825 - Watershed Services

8825-01   Scientific Data and Natural Resource Surveys

Series is used to document and assess conditions within the watershed to determine characteristics, monitor effectiveness of projects, and identify trends in watershed health. Records include terrestrial ecology site assessments, environmental assessments, fish salvage data, flow tests, soil infiltration tests, macroinvertebrate sampling, bird counts, invasive species detection and response, surveys and locations of wildlife, vegetation and plant communities, post-warranty project monitoring data, photos and maps. This series captures data compilation from the Portland Area Watershed Monitoring and Assessment Program (PAWMAP) and other reports or studies that summarize data findings and conditions.

Retention: Permanent
Authority: OAR 166-200-0105(9); (10)
Confidential? No
Vital Record? Yes
Record Copy? Yes

 

8825-02   Property Records – Preservation

Series is used to preserve water quality in a watershed area and also to ensure that National Pollutant Discharge Elimination System (NPDES) requirements are met. Records document property acquired for water quality purposes and to achieve other watershed health goals. Records include appraisals, correspondence, photos, survey data, site maps, compliance documentation and other related documents. [Original title deeds, purchase documents and easement records are retained by the Auditor (2004 series). Environmental site analysis reports are retained by BES Pollution Prevention CSA (8802 series)].

Retention: Permanent
Authority: OAR 166-200-0120(6); 166-200-0105(5); 166-200-0050(23)
Confidential? No
Vital Record? Yes
Record Copy? Yes

 

8825-03   Watershed Management Planning Records

Series provides for the development of long-range planning goals. Series is used to document planning and management activities to improve watershed health and proposed courses of action to remediate problems and is intended to take a proactive rather than a reactive approach. Records include historical information, management plans, conceptual plans, geo-technical information, modeling, reports, studies and related documentation. This series is distinguished from Scientific Data and Natural Resource Surveys (8825-01) by proposing actions or alternatives. Series may include early pre-design work for projects not built.

Retention: Permanent
Authority: OAR 166-200-0105(6); (10)
Confidential? No
Vital Record? No
Record Copy? Yes

 

8825-04   Watershed Project Records (Non-Capitalized)

Series is used to document the pre-design, design and construction of stormwater or watershed infrastructure projects that are not capitalized. These include, but are not limited to, stream restoration, planting, ecoroofs and other stormwater management or watershed improvements. Records may include as-built drawings, inspector's notes, certificates of acceptance, maps, plans, photos, geological/technical reports, consultant reports, drawings with engineering stamps, final project reports, public involvement activities and other related documents. [Capitalized projects are managed through BES Engineering Services (8806 series)].

Retention: Permanent
Authority: OAR 166-200-105(4)
Confidential? No
Vital Record? No
Record Copy? Yes

 

8825-05   Watershed Project Maintenance and Warranty Records (Non-Capitalized)

Series is used to document the post-construction maintenance and warranty phase of non-capitalized projects. Includes photos, maps. 

Retention: 10 years after expiration of warranty period or 10 years after substantial completion (as defined by ORS 12.135(3)), whichever is longer
Authority: OAR 166-200-105(4); 166-200-0135(4)
Confidential? No
Vital Record? Yes
Record Copy? Yes

 

8825-06   Watershed Project Work Papers (Non-Capitalized)

Series is used to document projects during the active stages. Records are convenience copies of recordsgenerally used by staff to track work progress and include budget records, SAP project management reports, consultant plan reviews, field check memos and plans, photo/reproduction orders, utility notification records, preliminary estimates, construction schedules and other related documents.

Retention: Retain as needed or until acceptance of project.
Authority: ORS 192.005(5)(b)(D)
Confidential? No
Vital Record? No
Record Copy? No.  Record copies are maintained with WATERSHED PROJECT RECORDS or under the appropriate general retention schedule.