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Archives & Records Management

Office of the City Auditor

phone: 503-865-4100


1800 SW 6th Ave, Suite 550, Portland, OR 97201

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8822 Communications

8822-01   Public Opinion Polls

Series is created to track the opinions of the public on programs and other issues that effect the Bureau of Environmental Services. Records contain public opinion polls, focus groups, interviews, results, questions, comments and other data gathered to ascertain public opinion.

Retention: 10 years. Keep other copies 5 years or as needed.
Record Copy? Yes


8822-02   Media/Publications Project Records

Series is created at the request of bureau divisions to develop and produce publication pieces and collateral. Series is used to disburse information regarding sewer programs and environmental issues. Records include pamphlets, brochures, bill inserts, posters, direct mail pieces and other material developed to document sewer and environmental issues. Series includes special projects and promotional material such as T-shirts, buttons, hats, magnets, billboards, bus boards and signs, and other similar material.

Retention: Permanent- final printed copy (8 ½' x 11"); retain as needed- all drafts other material.
Record Copy? Yes


8822-03   Media Project Records - Graphics

Records contain original art work and graphics that are created as part of the media project records. Series is used to produce the project records or may be used as a production mockup of a specific project. Records contain production material used to produce brochures, posters, billboards, bus signs, magnets, banners, T-shirts, etc. Series may contain the camera ready copy, proof documents, original art work, oversized documents and material and other information from publications that are likely to be reproduced.

Retention: 10 years
Record Copy? Yes


8822-04   Media Project Index

Series is created to log media jobs and assign job numbers for the various projects. Series is used as a reference to locate previous jobs. Index includes job number, job title, contact person, center code, due date, bureau section, and other related data.

Retention: Permanent
Record Copy? Yes


8822-05   Media Work Orders/Service Requests

Series is used to request that Communications Division undertake a specific project. Series is also used as a quick reference to some of the general information about the job. Record includes work group, contact person, project title, brief description of project, center code, date, due date, who assigned to within communications, and other related data. Records may also include copies of printing orders, cost estimates, Bureau of General Services requests, and other similar documents.

Retention: 3 years
Record Copy? Yes


8822-06   Promotional Material Sales Records

Series is created to document items sold by the bureau that have the Bureau of Environmental Services (BES) logo or that have been produces as part of a special project. Records include order forms, sales records and receipts for T-shirts, mugs, hats, and other promotional items sold to bureau employees and the public.

Retention: 2 years
Record Copy? Yes