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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

8811 Source Control

8811-01 Industrial Permit Records (Industrial Users History Records)

Series is used to document business and industrial waste discharges into the City sewer system. Records are files on individual businesses with permits to discharge waste into the City sewer system. Records include permit, correspondence, description of process used by business to create its product, discharge information, industrial users plans, monitoring reports (city and privately done), environmental surveys, permit application, permit, inspection reports, spill plan, enforcement actions, information on penalties and fines and photos, if taken.

Retention: 11 years after last action. Permits are issued for 5 years but may be renewed. Hold 6 years after expiration of permit.
Record Copy? Yes

 

8811-02 Industrial Users Management System (IUMS)

Series is created to track and log information on permitted industries. Series contains reference information on specific industries and businesses. Record contains information on the business or industry, activities, permits, self monitoring schedules, tracking, enforcement actions, inspections, surveys, name of permit manager, classification, permit number, dates of action, type of action, comments, etc. Series includes stormwater database.

Retention: Until superseded. See schedule 8811-01.
Record Copy? Yes

 

8811-03 Industrial Users Management System (IUMS) Reports

Series is created to track information on permitted industries. Series contains reference information on specific industries and businesses printed from the IUMS. Record contains information on the business or industry, activities, permits, self monitoring schedules, tracking, enforcement actions, inspections, surveys, name of permit manager, classification, permit number, dates of action, type of action, comments, etc. Series includes watch reports and self -monitoring reports submitted to the City.

Retention: Retain as needed.
Record Copy? No

 

8811-04 Source Control Tracking Documents

Series is created to track information about industry and for future reference. Series is used to build and track information about a specific business. Series is also used to track work that needs to be completed on a record/file. Record includes address, name of business, contact person, identification source, inspection info, and other related data. Examples of tracking databases include illicit discharge, mobile washers, port terminal usage, inspections, etc.

Retention: Until superseded
Record Copy? Yes

 

8811-05 Inspection Schedules - Compliance Monitoring Schedules (CMS)

Series is used by the permit managers to schedule inspections and is used to balance the load of the inspectors. Series is created to manage and to ensure that all facilities are inspected on schedule. Records are the work plans and timelines of the permit managers.

Retention: Until superseded
Record Copy? Yes

 

8811-06 Industry Records - Annual Reports (Compliance Inspection Reports)

Series is used to ensure compliance to Clean Water Act and is created to document the physical inspection of the industry with recommended and required changes. Series contains the annual record with inspection, enforcements, monitoring test results, city monitoring records, correspondence, watch reports, environmental reports, hazardous waste plans, compliance sheets, recommended actions, required actions, fines, summaries, reviews of previous reports and findings, and other related records.

Retention: Permanent
Record Copy? Yes

 

8811-07 Non- Permitted (Np) Records

Series is used to identify and classify industries that discharge to the sewer system. Series is used as a reference for regulatory requirements. Non Permitted (NP) identifies users who can discharge to the system without a permit. Series contains a copy of the environmental survey and may include correspondence, accidental spill and prevention plans, site plans and maps, copies of MSDS (Material Safety Data Sheets), preexisting plans, inspection records and reports, lab analysis, and other related records.

Retention: 11 years after last action. Surveys (with exception of original survey) may be destroyed after process or classification changes.
Record Copy?
Yes

 

8811-08 MOU (Memo Of Understanding) Records

Series is used to document agreement between smaller collection agencies and city to provide oversight to industrial waste users. Agreement is created because surrounding communities dump into the city collection system or we may dump into theirs. Record includes a copy of the agreement, self monitoring reports, correspondence, copies of permits (from industrial users), reports from other jurisdictions and other related data. Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.

Retention: Permanent
Record Copy? Yes

 

8811-09 BATCH DISCHARGE DATABASE

Series is used to provide a reference to the batch discharge records and to provide annual summary data for statistical purposes. Database includes information about batch number, site, location, volume and type of discharge and other related data.

Retention: Until superseded
Record Copy? Yes

 

8811-10 Batch Discharge Records

Series is created to document batch discharges by industries to the sewer system and to show onetime discharge of accumulated wastewater into the sewer system. Series is used as a reference of prior discharges and may be used for enforcement actions. Records contain analytical report of discharge, correspondence, location of discharge, volume, response, agreement/conditions of discharge, and a summary sheet that gives site information, name of company, contact person, nature of discharge, approval information, and other related data.

Retention: Permanent
Record Copy? Yes

 

8811-11 Local Limit Records

Series is created to determine if City Code requirements are being met and to determine if they are stringent enough or need modification fro the specific parameters. The series is used to develop discharge standards for local industries. The local limits document the types and set the amount of acceptable discharge. Records include copies of the task reports, monthly status reports, working documentation, test results, sampling data, reference material, comments, work group members, copies of the RFP, scope of review, correspondence, invoices, selection, sampling plan, lab results, spreadsheets, etc.

Retention: Permanent- final draft; 5 years- developmental records; 2 years- billing records.
Record Copy? Yes