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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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1602 Litigation

1602-01  Index To City Attorney Litigation Records

Series is used to access open and closed litigation case records (1602-02, 1602-03 and 1602-04).  Includes case name, court number, internal identification number, schedule number, attorney responsible and dates.

Retention: 1 year after index superseded
Record Copy? Yes
Confidential?
Yes
Authority: OAR 166-200-0060(2)
Vital Record? Yes


1602-02(A)   General/Tort Litigation Records – Major

Series records legal proceedings by City Attorney’s Office on behalf of City and its employees involving Risk Management, Land Use, Collections/Business License, Code Enforcement, Constitutional matters, Forfeitures, Bankruptcy, Construction Law, Environmental Law and litigation matters. May include Circuit Court, Federal Court, Land Use Board of Appeals, Court of Appeals and Supreme Court cases. May include pleadings, summons, reports, photographs, correspondence, law notes, medical records, police reports, investigation material, risk management records, orders and judgments, staff reports, planning, engineering and financial records and other information.  Major series includes litigation with policy or historical significance.

Retention: Permanent
Record Copy? Yes
Confidential? Yes
Authority: OAR 166-200-0020(1); (4)
Vital Record? Yes


1602-02(B)    General/Tort Litigation Records – Minor

Series records legal proceedings by City Attorney’s Office on behalf of City and its employees involving Risk Management, Land Use, Collections/Business License, Code Enforcement/Constitutional matters, Forfeitures, Bankruptcy, Construction Law, Environmental Law and litigation matters. May include Circuit Court, Federal Court, Land Use Board of Appeals, Court of Appeals and Supreme Court cases. May include pleadings, summons, reports, photographs, correspondence, law notes, medical records, police reports, investigation material, risk management records, orders and judgments, staff reports, planning, engineering and financial records and other information.  Minor series includes litigation without policy or historical significance.

Retention: 10 years after case closed, dismissed, or date of last action.
Record Copy?  Yes
Confidential? Yes
Authority OAR 166-200-0020(1); (4)
Vital Record? No
 
 

1602-03   Workers’ Compensation And Fire And Police Disability And Retirement Fund Claims Hearing Records

Series records information regarding worker’s compensation claims and Fire and Police Disability and Retirement Fund claims and litigation.  May include medical records, correspondence, investigative material and law notes.  Does not include record copy of medical or hazard exposure records.

Retention: 20 years
Record Copy? Yes
Confidential? Yes 
Authority: OAR 166-200-0140(13)
Vital Record? Yes


1602-04   Labor Records

Series records legal actions concerning employment, labor, personnel, and employee matters, and to record city negotiations with employee unions.  May include correspondence, law notes, Bureau of Labor and Industries complaints, pleadings, City service records, union documents and other pertinent data.  Does not include labor contracts or minutes.

Retention: 25 years after matter closed or date of last action.
Record Copy? Yes
Confidential? Yes
Authority: OAR 166-200-0090(2); 166-200-0020(3)
Vital Record? Yes
 

1602-05   Tort Claim Records

Series used as preparatory records for possible claim action.  Includes tort claim notice, investigation and law notes.

Retention: 5 years if not litigated.  If litigated, transfer to 1602-02.
Record Copy? No
Where? In Risk Management Records
Confidential? Yes
Authority OAR 166-200-0020(6)
Vital Record? Yes
 
 

1602-06    Pleading Chronological Records

Series records pleadings filed by the City Attorney’s Office in litigation and proceedings with courts and administrative agencies.  Pleadings are documents that communicate with courts and other parties about legal matters.  They include case caption, attorney of record, date of issuance and text.  These are convenience copies. 

Retention: 2 years
Record Copy? No
Where? In 1602-02
Confidential? Yes
Authority N/A (non-record copy)
Vital Record? No