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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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2204 Inspectors' Records

2204-01(A) Permit Working Records:  Final Inspections

Records documenting on-site visits by inspectors in preparation for issuing final approval of completed work in a building. May include inspection logs and comments noted as construction progresses.

Retention: Life of structure
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0025(4)
Vital Record? Yes

 

2204-01(B) Permit Working Records: Other Than Final

Records documenting on-site visits by inspectors to approve or reject work undertaken in a building, but not including the final inspection records, which are kept under 2204-01(A).  May include daily inspection logs and comments noted as construction progresses.

Retention: 2 years
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0025(4)
Vital Record?
No

 

2204-03 (A) Inspector’s Correspondence - Pertaining to Final Inspection

Correspondence sent or received between city inspectors, including certified special inspectors, and property owners/ permit holders concerning commercial or residential inspections. Correspondence varies by context of letter but in general includes name of owner/ property holder; location address; who sent letter, specifics of violation/ problem/situation; permit number; compliance information, etc.

Retention: Correspondence pertaining to final inspection: life of structure.
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0025(4)
Vital Record? No

 

2204-03 (B) Inspector’s Correspondence - Not Pertaining to Final Inspection

Correspondence sent or received between city inspectors, including certified special inspectors, and property owners/ permit holders concerning commercial or residential inspections. Correspondence varies by context of letter but in general includes name of owner/ property holder; location address; who sent letter, specifics of violation/ problem/situation; permit number; compliance information, etc.

Retention: Correspondence NOT pertaining to final inspection: 2 years.
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0025(4)
Vital Record? No

 

 

2204-04 Inspector’s Correspondence Index

Series is used to locate correspondence on specific properties that have undergone commercial or special inspections.  Index may include address, date of letter, subject of letter, location, etc.

Retention: Same as 2204-03
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0025(4)
Vital Record? No

 

2204-05 Complaint Records (Intake Records)

Series is used to log and investigate complaints.  Records include caller’s name and phone number, description of complaint, owner’s name, date of call, action taken, person taking call, inspector’s information, investigation information, etc.  ACCESS--Information regarding complainant is exempt from disclosure.  Copy of record must be provided upon request with complainant information redacted.

Retention: 10 years after last action
Record Copy?  Yes
Confidential? Yes.  ConsultCity Attorney’s Opinion regarding Citizen Complaints - Disclosure of Informants Identity dated December 10, 1985 in the BDS Director's Office.
Authority: OAR 166-200-0025(3); (12)
Vital Record? No

 

2204-11 Land Feasibility Studies (LFS)/ On Site Evaluations   

Series is the inspector’s record used to determine the suitability of land for construction purposes.  Records include application, site plan, site evaluation report, intended use and zoning approval, soil information, water availability, soil characteristics, recommendations, etc.  Series includes on site sewage disposal records, variances, appeals and other similar records.

Retention: Permanent
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0095(18); 166-200-0095(21)
Vital Record? No

 

2204-13 Feasibility Recaps  

Series is used to reference and locate land feasibility studies.  Record includes land feasibility number, date, size of parcel, soils study, results and decision.

Retention: Permanent
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0095(18); 166-200-0095(21)
Vital Record? No

 

 

2204-16 Sanitation Decommission Inspection Records

Series is created to document the decommissioning and abandonment of sanitary systems.  Series is used to show that the previous system has been removed and no longer exists.  Records include inspections, findings, applications and other similar records. 

Retention: 20 years after decommission
Record Copy? Yes
Confidential? No
Authority: State Special Schedule # 2005-0005/007
Vital Record? No

 

2204-18 Pump Truck Inspection Records

Series is created to document the inspection of pump trucks that remove septic waste and to certify them for that purpose.  Records include hauler name, pump truck information and other similar records.

Retention: 3 years after certificate expiration, revocation or denial
Record Copy? Yes
Confidential? No
Authority: State Special Schedule # 2005-0005/006 
Vital Record? No

 

2204-19 Holding Tank Inspection Records   

Series is created to document the inspection of sanitary systems.  Series is used to show that cess pools, septic tanks and other sanitation systems meet building code requirements.  Records include inspections, findings, applications and other similar records. 

Retention: 20 years after abandonment notice
Record Copy? Yes
Confidential? No
Authority: OAR 166-150-0070(10)
Vital Record? No

 

2204-24 Sub-Contractor Labels  

Series is created to track work done by sub-contractors on residential permits.  Series is used to enter information from residential permits into the permit plan system (TRACS).  Records include permittee, permit number, sub-contractor, work performed and other similar information .  Once in the system, records   are part of 2202 record series. 

Retention: Until entered into TRACS system
Record Copy? No
Confidential? No
Authority: non-record
Vital Record? No

  

2204-25 Correction Notices  

Series is used by inspectors to notify property owners/ permit holders of specific problems that require their attention.  Series is created to notify permit holder that changes need to be addressed before the final permit will be issued.

Retention: 2 years
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0025(4)
Vital Record? No

 

2204-27 Inspection Requests  

Series is created to document requests for inspection on work completed.  Series is used to notify inspectors of inspection requests and to develop daily schedules.  Records include permit number, name, address, phone number, type of inspection, date inspection requested and other similar information.  Official  copy in TRACS. 

Retention: 2 years
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0010(34)
Vital Record? No

 

2204-28   Commercial Registration and Billing Records

Series is created to track commercial plants registered to participate in the In Plant Program.   Series is used to track billing information for work performed.  Records include type of work done, date done and amount owed by commercial customer.

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

 

2204-29 In-Plant Inspection Records

Series is created to simplify inspections of registered commercial customers.  Series is used to bill customers and commercial plants for permitted work on a monthly basis.  Series is created to spot check large sites for work done during previous months.  Records include detail information and work logs for monthly inspections.  Inspections are for minor or maintenance work done during the prior month. 

Retention: 2 years
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0025(4)
Vital Record? No

 

2204-30 Adult Foster Care Program

Series is created to track inspections needed for renewal/ issuance of Adult Foster Care licenses.  Series is created to track homes that have been inspected to meet code requirements.  Records include name, address, results/ findings, etc.  Original paper application is returned to applicant.

Retention: 6 years after expiration of contract or agreement
Record Copy?
Yes
Confidential? No
Authority: State Special Schedule # 2005-0005/001 (expires August 2010)
Vital Record? No