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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

9105 REGULATORY SECTION

9105-01   Taxi Permit Records                            

Series is used to create a profile of applicants for taxicab driver permits and taxi company permits.  It includes permit applications, personal data, employment history, police record history, applicants’ photo, company name, and permit number.

Retention: 3 years after expiration, revocation or denial
Authority: OAR 166-200-0010(20)
Confidential? No
Vital Record? Yes
Record Copy? Yes

 

9105-02   Limited Passenger Transport Providers (LPTP) Records          

Series is created as a profile of companies that provide transportation services beyond normal taxi requirements.  This includes town cars and shuttles.  Series is used to document companies who provide a service level somewhere between the level provided by a taxi and that provided by an ambulance.  Records include copies of permit applications, data on the company, fees, vehicles, insurance certificates and other related records.  Examples of LPTP include Agency Requested Transportation (ART) and Specially Attended Transportation (SAT).

Retention: 3 years after expiration, revocation or denial
Authority: OAR 166-200-0010(20)
Confidential? No
Vital Record? Yes
Record Copy? Yes

 

9105-03   Towing Boards of Review Records              

Series is created to document the activities of the various Boards of Review.  The Boards review activities of certain regulated industries as they relate to city code.  The Board of Review may initiate and adopt rules and regulations to clarify city codes.  Series includes minutes, list of those present, record of subjects discussed, record of actions taken, materials used in decision making process, public hearings records and other related records.  Examples include Towing Board of Review and Private for Hire Transportation Board.

Retention: (A) Retain minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in city records) permanently; (B) Retain audio or visual recordings 1 year after minutes prepared and approved; (C) Retain other records and exhibits not pertinent to minutes 5 years)
Authority: OAR 166-200-0010(13)
Confidential? No
Vital Record? No
Record Copy? Yes

 

9105-04   Towing Coordination/Regulation Records                     

Series is used to document towing and dispatching contractors’ activities during the contract periods.  Series includes correspondence and reports related to tow companies.

Retention: 3 years
Authority: N/A (non-record copy)
Confidential? No
Vital Record? No
Record Copy? No
Where? Auditor’s Office (Schedule # 2010-04)

 

9105-05   Tow Dispatch Logs

Series is maintained for reference in case of investigation/litigation.  Series includes date and time of tow, vehicle description, reason for tow, location of tow, tow company name, and special instructions.  Logs are created by private companies.

Retention: 2 years after disposition of vehicle
Authority: OAR 166-200-0100(29); 166-200-0100(63)
Confidential? No
Vital Record? No
Record Copy? Yes

 

9105-06   Contractor Tow Records               

Series is created to document tow companies doing business with the city for certain requested services.  Series is used to set performance requirements for tow companies under contract.  Records include the application, proof of insurance, copy of the contract, correspondence and other related records.

Retention: Retain 2 most current contracts or hold 3 years after last renewal
Authority: N/A (non-record copy)
Confidential? No
Vital Record? No
Record Copy? No
Where? Auditor’s Office (Schedule # 2010-04)

 

9105-07   Tow Release Records         

Series is created to document vehicles released by private contractors and is used to assess fees due the city for releases per tow contract.  Records include date, tow company, records of vehicle released, calculations of fees, deposit, etc.

Retention: 3 years after fees collected or deemed uncollectible
Authority: OAR 166-200-0050(2)
Confidential? No
Vital Record? No
Record Copy? Yes

 

9105-08   PPI (Private Property Impound) Tow Records 

Series is used to document tow companies registered per city code to tow cars from private property.  Series is created to regulate the behavior of tow companies and resolve citizen complaints.  Records include registration form, complaint forms, correspondence, tow rates and other related records.  Series includes tow company, tow driver and tow owner records and complaints.

Retention: 2 years after last action or 3 years after tow company permit revoked, expired or denied, whichever occurs later
Authority: OAR 166-200-0010(25); 166-200-0010(20); 166-200-0100(63) 
Confidential? No
Vital Record? No
Record Copy? Yes

 

9105-09   Dispatch Records                   

Series is used to document towing and dispatching contractors’ activities during the contract period.  Series is maintained for reference in case of investigation/litigation.  Records consist of dispatch slips, CAD printouts and faxed forms reporting release of vehicles.

Retention: 2 years after disposition of vehicle
Authority: OAR 166-200-0100(29); 166-200-0100(63)
Confidential? No
Vital Record? No
Record Copy? Yes