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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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8814 Hazardous Site Management

8814-01   Environmental Clean Up and Remediation Records-Core Project Records

Series is created to document the clean-up and remediation efforts on sites identifies as environmental hazards. Series is used to document specific actions taken to mitigate or cleanup the hazard. Clean up is identified as action that removes or neutralizes the hazard. Remediation includes the site management plan for environmental containment of the hazard. Environmental remediation includes project maintenance and monitoring. Records include correspondence, memos, reports, regulatory records, consultant records, design records, monitoring records, stipulations, order of consent, legal records, confirming investigation, environmental site assessment (ESA), remedial investigation feasibility study (RIFS), remediation action plan (RA), maintenance and monitoring plan, project closure notice (notice of remedial action or no further action (NFA) and other related records.

Retention: Permanent
Record Copy? Yes

 

8814-02   Environmental Cleanup and Remediation Records-Legal Records

Series is created to document and track legal aspects of projects to clean up and remediate sites identified as environmental hazards. Series is used to document specific legislative and legal actions taken to mitigate or clean up the hazard. Clean up is identified as action that removes or neutralizes the hazard. Remediation includes the plan for environmental containment of the hazard. Environmental remediation includes project maintenance and monitoring. Records include copies of correspondence, memos, legal opinions, resolutions, ordinances, agreements, contracts, interagency agreements, memos of understanding, regulatory requirements and other records that are used to implement an environmental hazards project. 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: Retain as needed. Incorporate unique and record copy material into Core Project Records (8806-01).
Record Copy? No 
Where? Creating Office

 

8814-03   Environmental Cleanup and Remediation Records-Financial Records

Series is created to document financial aspects of projects to clean up and remediate sites identified as environmental hazards. Series is used to document specific financial actions taken to mitigate or clean up the hazard. Clean up is identified as action that removes or neutralizes the hazard. Remediation includes the plan for environmental containment of the hazard. Environmental remediation includes project maintenance and monitoring. Records include correspondence, memos, financial reports, spreadsheets, budgetary information, invoices, billing statements and other related documents.

Retention: 10 years after closure of project. Written approval may be needed from EPA before destroying records if CERCLA funds have been used.
Record Copy? No 
Where? Office of Management & Finance

 

8814-04   Hazardous Site Investigation Records

Series is created to document investigations of sites that have potential environmental hazards. Series is used to check and verify findings at specific sites. Records may include agreements, consults reports, photos, database searches, environmental investigations, maps, site plans, interviews with occupants of property, correspondence, memos, lab and analytical data, appraisal, legal documents and other related records. Series includes investigations undertaken for city owned sites, sites the city is interested in purchasing and investigations undertaken for other city bureaus and agencies.

Retention: Until superseded or 5 years, whichever is longer.
Record Copy? Yes

 

8814-05   Soil Disposal Records

Series is created to document sampling, remediation and disposal of contaminated soil. Series is used to show actions taken to dispose of contaminated soil and are similar to project development records. Record include sampling information, findings, remediation plan and efforts, disposal documents, correspondence, reports, etc.

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. Unique and records copy material maybe incorporated into Core Project Records (8806-01).
Record Copy? Yes

 

8814-06   Landfill Closure Records

Series is used to document the closure of the St. John's Landfill and the development of the Smith and Bybee Lake plans. Series was created to document the City plan to permanently close the landfill and transfer ownership of the property to Metro. Records may include agreements, consults reports, photos, plans, meeting records, public involvement and other related records that document the closure of the landfill and the transfer of real property.

Retention: Permanent. Transfer material to archives for further appraisal and evaluation.
Record Copy? Yes