Skip to Main Content View Text-Only

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

2010 Contracts & Disbursements

2010-01   Bid Bonds

Series is created to track bonds submitted with bids on City projects. Series is used until contract is signed and a performance bond is entered into. Records include bonds and checks submitted with a project bid. ACCESS - Bonds are a public records, but can only be reviewed in presence of City employee due to attached checks and bonds.

Retention: Retain as needed.
Record Copy?
Yes 


2010-02   Employee and Elected Officials Bonds

Series documents bonds (fidelity, performance, or position) posted by elected officials, individual employees, and groups of employees as prescribed by City Charter and City Code. Records include copies of bonds, payment records and correspondence. Record generally includes name and position, amount of coverage, effective and expiration date, etc. Series may also include copies of resignation letters from bonded employees.

Retention: 6 years after expiration.
Record Copy? Yes

 
 

2010-03(A)   Contracts: Intergovernmental, Historical and Vital

Series contains contracts for cooperation with other government agencies for public works, property development and other projects.  Series also includes contracts that have historical importance and/or document vital transactions that are essential to protect the rights and interests of the City and of the individuals directly affected by its actions, such as real property transactions and significant financial transactions.  Records include contracts, amendments, insurance, correspondence and other related records.

Retention:  Permanent
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0135(10); 166-200-0135(4)Vital Record? Yes

 

 

2010-03(B)   Contracts: Construction - Major

Series contains contracts for public works and property development construction.  Records include contracts, amendments, bonds, insurance, correspondence and other related records filed by companies doing business with the City of Portland.  Examples of major construction are: infrastructure (roads, sewers, water systems etc.); bonds; grants; city-owned structures; local improvement districts ( LIDs ); emergency planning.

Retention: Permanent
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0135(4)
Vital Record? Yes

 

2010-03(C)   Contracts: Construction - Minor

Series contains contracts for public works and property development construction.  Records include contracts, amendments, bonds, insurance, correspondence and other related records filed by companies doing business with the City of Portland.  Examples of minor construction are: sidewalks; interior remodeling; partial exterior remodeling; infrastructure projects under $100,000. 

Retention: 10 years after substantial completion [as defined by ORS 12.135(3)]
Record Copy? Yes
Confidential? No
AuthorityOAR 166-200-0135(4) 
Vital Record? Yes

 

2010-04   Contracts: Service and Supply  

Examples of service and supply contracts are:  research, technical, advisory and professional services supplied by private persons, businesses, or other agencies, and for service or maintenance of equipment, leases, purchasing contracts, and other contracts not included as part of Intergovernmental Agreements and Construction contracts.

Retention:  6 years after expiration
Record Copy? Yes
Confidential? No
AuthorityOAR 166-200-0135(4)
Vital Record? No


2010-05   Contract Index

Series is created to track open and closed contracts.  Records may include contract number, contractor name, date of contract, dollar amount, contract span, purpose of contract, etc.  Records prior to 1984 are in hard copy and since 1984 are kept as part of a computer database.

Retention:  Until superseded or obsolete
Record Copy? Yes
Confidential?
No
AuthorityOAR 166-200-0135(4)
Vital Record? Yes


2010-06   Garnishment Log

Series is used to document that the City has received garnishment court orders. Series is created to track garnishments that have been received by City Staff. Log includes date received, employee's name, Plaintiff Name, Plaintiff Address, amount due and other related information.

Retention: 2 years
Record Copy? Yes



2010-08   Payroll Disbursement Documents

Series is created to help facilitate the disbursement of biweekly payroll to city employees. Series is used to ensure that payroll has been properly released. Records include biweekly time reports , signature sheets of who picked up payroll for bureau, signature sheet for early release of payroll, authorization for early release, manual pay pickup log, garnishment records, garnishment logs (Court Order logs), and other related records.

Retention: 4 years
Record Copy? Yes

 

2010-09   Lost Warrant Release Records 

Series is created to document the replacement of warrants that have been lost or destroyed. Series is used to document in lieu of receipt for lost warrant. Record includes lost warrant number, amount, replacement warrant number, who issued to, loss and release statement, signatures and other related information.

Retention: 7 years
Record Copy? Yes

 

2010-11   Payroll Wage Certifications (Contractors)

The prevailing wage rate payroll/certified statement form isused by contractors for reporting their payroll as required by ORS 279.354 on public works projects subject to the Prevailing Wage Rate Law.  The formcontains a certified statement that is required to be signed by the contractor, certifying the accuracy of the information reported on the payroll, including representations pertaining to the provision of fringe benefits to employees by third parties.

Retention: 3 years from completion of contract work
Record Copy? Yes