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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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8808 Public Involvement

8808-01   Project Records

Series is created as an aspect of major design or construction. Series is used to document public input and communications with engineering/design team and Bureau employees. Series documents information about projects that are available to the general public. Records include copies of brochures, reports, public meeting notices, correspondence and other related documents.

Retention: Permanent. Information should be incorporated into the Engineering Project Record (8806-01).
Record Copy? Yes

 

8808-02   Community Outreach Records

Series documents a cooperative program (intergovernmental, private industry and citizens) to develop and respond to environmental problems and concerns. Series is used to document a cooperative effort to alleviate problems before they occur and to turn the lead efforts over to private citizens. Records may include copies of agreements, memos of understandings (MOUs), certifications, correspondence, meeting records, and other records used to document exploration and response to issues. Examples of outreach programs include stewardship programs, watershed committees, pollution prevention outreach (P20), naturescaping, etc.

Retention: Permanent
Record Copy? Yes

 

8808-03   Values/Public Input Records

Series is created to give staff an understanding on how the public might react to projects initiated by the Bureau. Series is used to formulate the design and planning of a project and is also used to incorporate community values into the project. Records include lists of likes and dislikes, value statements, goals, missions, and other records created to indicate how the community feels about a project. Records may contain meeting records, correspondence, facilitator's records, presentations, etc.

Retention: 5 years after completion.
Record Copy? Yes

 

8808-04   Concept Planning Records

Series is used to incorporate community values into the design and planning of a project. Series is created to ensure that the Bureau understands values/goals identified in the stages of public involvement. Series is used for feedback and to help determine the final project design. Records include drawings, preliminary project information, design criteria, alternate designs, etc.

Retention: 5 years after completion.
Record Copy?
Yes

 

8808-05   Task Force Records

Series is created as part of the public involvement process. Series is created to document meetings of citizens and the bureau about specific projects. Records include agendas, notices, minutes, handouts, summaries, etc.

Retention: Permanent
Record Copy? Yes