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

8812 Spill Protection and Response

8812-01   Accidental Spill Prevention Plan Reports (Pollution Complaint Records)

Series is used to collect information about reported spills and pollution complaints. Series is created to document and investigate occurrences. Record contains a copy of the spill form which includes date, site, who reported by, description of spill, who it was assigned to, investigate findings, action taken, notes, comments and other related data. The record may also contain investigative material, notes, correspondence, reports, photographs, etc. Examples of reports include pollution complaints, dry weather bypass reports, sewage spill and release reports and other similar reports. 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: Major spills- 10 years or as needed, whichever is longer.
Record Copy? Yes

 

8812-02   Complaint Database

Series is created to collect information about reported spills and pollution complaints. Series is used as a reference and to provide statistical information about spills and complaints. Record is an electronic copy of the spill form which includes date, site, who reported by, description of spill, who it was assigned to, investigative findings, action taken, notes, comments and other related data. Examples of databases include pollution complaints, dry weather bypass, sewage spill and release, and other similar databases. 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Retention: Until superseded
Record Copy? Yes

 

8812-03   Cost Recovery Records

Series is used to collect costs for bureau services and costs incurred to clear grease blockages caused by business who dump into the sewage system. Record includes a copy of the complainant form, correspondence, invoice, cost statements, and other related data.

Retention: 5 years
Record Copy? Yes

 

8812-04   Outfall Database and Maps

Series is used as a reference for outfall investigations and is created to document all information about the location and type of outfalls. Records include copies of maps, correspondence, plumbing cards, WCMS (Wastewater Collection Management System) data sheets and outfall database.

Retention: Retain as needed.
Record Copy? No 
Where? Buildings/WCMS

 

8812-05   Outfall/Stormwater Sample (Field Screen) Records

Series is created to fulfill requirements of the City National Pollutant Discharge Elimination Sytem (NPDES) permit and to monitor flow from the outfalls to indicate non-storm water pollutants. Series is used to monitor outfalls during non-storm water periods to indicate presence of pollutants. Record includes outfall number, date, time, last rainfall, site description, flow estimates, visual observations, field analysis (pH, temperature, residuals, etc.), additional tests, who filled out form and other related data.

Retention: 5 years
Record Copy? Yes

 

8812-06   Septage Permits

Series is created to document permits issued to haulers for disposal of material removed from septage tanks and is used to track information about companies permitted to dispose material at the treatment plant. Records include applications, permits, information about the company, information about trucks and other related data.

Retention: 6 years
Record Copy? Yes

 

8812-07   Septage Receiving Tickets

Series is used to confirm that septage dumped at the treatment plant came from the location identified by the hauling company. Record includes pick up location, name of resident or company that originated septage, contact information, etc.

Retention: 3 years
Record Copy? No 
Where? Treatment Plant