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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

2206 Administration

2206-01 Specific Address Records   

Series is used by bureau management to track correspondence and information on a specific address.  Series is created to document larger issues that are of concern to bureau management.  Records include correspondence between property owners or constituents and bureau management regarding a particular address.

Retention: Permanent Yes
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0010(7)
Vital Record? No

 

2206-03 State Surcharge Reports

Series is created to document fees paid to the State.  Series is used to calculate state surcharge fees on permits.  Records include correspondence and spreadsheets that calculate and report fees due.  

Retention: 3 years after annual audit report issued
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0050(1)
Vital Record? No

 

  

2206-04 Customer Refund Records

Series is created to document refunds given to customers.  Series is used to request refunds for permits issued but not used.  Records include correspondence and payment authorizations regarding refunds.

Retention: 3 years after annual audit report issued
Record Copy?  Yes
Confidential? No
Authority: OAR 166-200-0050(1)
Vital Record? No

 

 

2206-05 Fee Waiver Records

Series documents requests for waiver of fees for any building permit.  Series is used to document process and review of fee waivers.  Records include correspondence, summary reports, background data, etc.

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

 

2206-06 Program and Code Guides

Series is created to assist clients in understanding bureau programs, procedures and Building Code interpretations.  Series is used to address specific permit type or information used to obtain approval for a specific code requirement.  Records generally include explanation of bureau programs and the plan review and inspection processes.  Staff copies include staff procedures.  

Retention: One copy will be sent to Archives for permanent storage; additional copies retain as needed.
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0010(24)
Vital Record? No

 

2206-09 Metro Reports and Comparison Reports

Series is created to track and summarize permit activity.  Series is used to provide statistical information on building activity.  Series provides historical trending on building activity.  Records include permit number, permit detail, sight address, class of work, occupancy, description, valuation, date, status, construction type, square footage, etc.

Retention:
(A) Monthly report: Permanent;
(B) Weekly report: until compiled into monthly report
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0025(1)
Vital Record? No