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

8820 Financial Planning

8820-01   Rate Records

Series is used to develop capital charges (connections, line, branch, stormwater, etc.) for hooking up to the sewer system. Records include project costs, correspondence, memos, spreadsheets, working records, calculations, summary outputs, etc.

Retention: 3 years
Record Copy? Yes

 

8820-02   Rate Review Records

Series is used to set rates and provides information about costs of service. Series documents how the rates were set and is created to provide an audit trial for the rate setting process. Records include spreadsheets, presentations, calculations, correspondence, memos, projections, rate modeling information, samples, process used, notes, and other working documents such as weight studies that are created to document fees and actual costs.

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: 5 years
Record Copy? Yes

 

8820-03   Rate Modeling System

Series is used to set annual rates for solid waste and recycling. Series is created to run different scenarios to help determine levels of service. System consists of financial information, costs of services, assumptions of rates, and other related records. Series includes all computer records and programs required to complete the rate modeling system.

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.
Record Copy? Yes

 

8820-04   System Forecast Records - Long Term

Series is created to forecast financial needs to manage sewer system. Series is used to determine revenue requirements and rate increases over a 10 to 20 years period. Records includes spreadsheets, computer records, some detail records 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-annual forecast; 3 years- all supporting documentation.
Record Copy? Yes

 

8820-05   System Forecast Records - Short Term

Series is created to project bond coverage requirements to ensure that financial resources are available to pay outstanding debt for improving and maintaining sewer system. Series is used to track revenues and expenditures. Records include spreadsheets, budget tracking documents, source documents, calculations, financial reports and other related records.

Retention: 3 years
Record Copy? Yes

 

8820-06   Water Bureau Customer Billing Records - Summaries (Flow Histories)

Series is created to download data from the Water Bureau Customer Systems (CBIS) to bureau computer systems for manipulation. Series is used to project financial trends for billing revenue and rates. Records may include account information, type of account, frequency, billings, meter read information, etc.

Retention: 5 years- summary data; retain as needed (but no longer than 2 years) - all other data.
Record Copy? No 
Where? Water Bureau CBIS System (9602-01).

 

8820-07   Contract Payments and Retainage Records

Series is created to track payments made on BES contracts. Series is used to track amount of retainage and status of contracts. Record includes a copy of the contract, payments, invoices, computer reports, payment logs and other similar records.

Retention: 6 years after closure. Construction and Government Contracts should be transferred to the Auditor's Office for final disposition.
Record Copy? No 
Where? Accounting/Auditor

 

8820-08   Franchise Evaluation/Special Project Records

Series is used to verify information submitted by companies to ensure that revenue that is collected is being reported. Series is the working documents used by the financial planning section on special projects. Records are pre-audit records and include spreadsheets, correspondence, documentation, copies of reports, 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: Retain as needed.
Record Copy? Yes

 

8820-09   Residential Hauler Financial Reports

Series is used for rate setting and to monitor the solid waste program. Series may be used to determine financial strength of haulers in franchise purchase agreements. Series is created because of franchise requirements that require reports to be submitted. Records contain revenue and costs (income statements) for providing services.

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: 10 years
Record Copy? Yes

 

8820-10   Service Subsidy Records

Series is created to determine the amount the city needs to subsidize haulers for programs performed below cost. Records include customer reconciliation records, company name, subsidized amount total off set, etc. Examples of subsidy programs include the mini-can off set, recycling, etc.

Retention: 3 years- hard copies of reports; retain as needed- computer records
Record Copy? Yes