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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

9104 PARKING SERVICES

9104-01   Parking Permits

Records related to the application, issuing and administration of annual or temporary parking permits issued for various uses such as area parking permits, commercial, media, special event, maintenance etc. 

Retention: Retain 3 years after permit expiration, revocation, or denial
Authority: OAR 166-200-0300(9)(b)
Confidential? No
Vital Record? No
Record Copy? Yes

 

9104-02   Parking Garage Maintenance

Records related to all minor maintenance and repairs to City-owned parking facilities.  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: (A) Records requiring engineering stamps, retain 2 years after life of structure; (B) All other records, retain 2 years
Authority: OAR166-200-0345(9)
Confidential? No
Vital Record? No
Record Copy? Yes

 

9104-03   Parking Operations – Finance

Records related to the transactions, costs and revenues generated by City-owned parking garages and parking meters.  Records include daily, weekly, monthly reports, transaction and backup documentation.   This series also includes records related to the analysis and establishment of parking rates.

Retention: 3 years
Authority: OAR 166-200-0215(8); (12); 166-200-0245(3)
Confidential? No
Vital Record? No
Record Copy? Yes

 

9104-04   Parking Meter Maintenance

Records related to the inspection, maintenance, and repair of City parking meters.  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: Retain 3 years after disposition of meter
Authority: OAR 166-200-0345(7)  
Confidential? No
Vital Record? No
Record Copy? Yes

 

9104-05   Parking Garage Operations – Contract Administration

Records and correspondence related to administering the terms and conditions of contracts and agreements between the City and contractors responsible for providing goods, services or maintenance associated with the operation of City-owned parking garages or facilities. 

Retention: (A) Construction contract records, retain 10 years after substantial completion
(B) other contract records, retain 6 years after expiration
Authority: OAR 166-200-0265(3)
Confidential? No
Vital Record? No
Record Copy? Note: City Auditor is the office of record for executed contracts and supporting documentation. The originating City bureau or office is responsible for retaining correspondence and other records related to the management of the contract.  

 

9104-06   Parking Garage Operations – Security

Records related to security provided for City-owned parking facilities. Records may include surveillance records, security logs, sign-in sheets, security reports, incident reports, and related records.

Retention: 2 years. If surveillance recordings are used for internal investigations, retain until investigation ends.  Other recordings retain 30 days.
Authority: OAR 166-200-0405(4);(5)
Confidential? No
Vital Record? No
Record Copy? Yes

 

9104-07   Heliport Usage

Records related to usage of City-owned heliports.  Records may include takeoff and landing logs and data used for billing purposes.

Retention: 3 years
Authority: OAR 166-200-0215(12)
Confidential? No
Vital Record? No
Record Copy? Yes

 

9104-08   Heliport Certification

Records related to licensing from the State of Oregon Department of Aviation issued under the provisions of Chapter 836, Oregon Revised Statutes.  This series may also include manuals of procedures for the maintenance of the helipad areas, lighting systems, wind direction indicators, as well as procedures for self-inspection, rescue and firefighting, and the control of hazardous substances and others.

Retention: (A) Certification manuals or specifications, retain permanently; (B) Heliport license retain 2 years after certification expiration
Authority: OAR 166-200-0240(1)
Confidential? No
Vital Record? No
Record Copy? Yes

 

9104-09   Heliport Maintenance and Inspection Records

Series used to keep records of maintenance at heliport as required by the FAA. Records may include mandated inspections by heliport staff to assure safe conditions and periodic reports of maintenance performed.

Retention: (A) FAA reports retain 5 years; (B) Equipment maintenance records retain 3 years after disposition of equipment; (c) Heliport maintenance records: (i) if engineering stamp required retain for 2 years after life of helipad; (ii) other pad maintenance records retain 2 years
Authority: OAR 166-200-0240(2); 166-200-0345(7); 166-200-0345(9)
Confidential? No
Vital Record? No
Record Copy? Yes