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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

9402 Wastewater Group - Maintenance

9402‑01   WG, Pump Station Logs

Series is used to record who enters each station and why they are there.  Each pump station maintains a separate log.  Record includes date, name, purpose, time in and other related data.

Retention: 5 years
Authority: OAR 166-200-0360(7)(b); 166-200-0405(6)
Confidential? No                  
Vital Record? No
Record Copy? Yes                                               

  

9402‑02   WG, Vibration Analysis

Series is used to track vibration readings on equipment and machinery.  The vibration reading indicates the condition and/or need for maintenance on the machinery.  Record includes date, vibration reading, equipment information, previous readings, graphs, etc. Equipment is monitored and vibration analysis data is produced using the Omnitrend VibXpert. Omnitrend data and SKF historical information/data is stored in the BES Automation Network on the MS SQL server HORTENSIO.

Retention: Life of equipment or total rebuild
Authority: OAR 166-200-0345(5)
Confidential? No                  
Vital Record? No
Record Copy? Yes                

  

9402‑07   WGHot Work/Confined Space Permits

Series is used to guarantee that procedures, required by OR-OSHA, are followed with regard to doing mechanical, electrical, welding or other work in confined spaces.  Record is a permit sheet with job worked, name, time and other related data.  (Individual employee hazardous exposure records are maintained separately in the employee medical file.)

Retention: 1 year after expiration
Authority: 29 CFR 1910.146(e)(6); OAR 437-002-0146(13)
Confidential? No                  
Vital Record? No
Record Copy? Yes                

 

9402‑08   WG, Backflow Prevention Records

Series is used to document annual tests and maintenance of backflow prevention systems.  Record is a report documenting tests of backflow prevention devices at the treatment plants, pump stations and collection facilities.  Information contained is name of agency, address, device make, model, size, tester and other related data.

Retention: 5 years Where?  Water Bureau (9605-01)
Authority: OAR 166-200-0360(2)(b)
Confidential? No                  
Vital Record? No
Record Copy? No                  

 

9402‑09   WG, Radiological Licensing Records

Series is used to document compliance with State (OR-OSHA) safety regulations with regard to fixed measuring equipment that uses radioactive material. Records include correspondence, guidelines and other related material.  Information includes unit location and size, fee rates, rules and regulations and other related data.

Retention: Permanent
Authority: 29 CFR 1910.1020; OAR 333-120-0650(6)
Confidential? No                  
Vital Record? No
Record Copy? Yes                

 

9402‑10   WG, Power Consumption Records

Series is used to track trends in power usage for facilities and equipment.  Series is created to show actual power usage. Records are copies of utility bills, spreadsheets and other related data.

Retention: 6 months
Authority: N/A (not record copy)
Confidential? No                  
Vital Record? No
Record Copy? No                 
Where? Office of Management and Finance

 

9402-11   WG, Co-Generation Engine Generator Records

Series is used to document performance and maintenance activities associated with two 850 kW biogas Co-Generation Engine Generators, installed at Columbia Boulevard Wastewater Treatment Plant.  Records include counter logs, contracts, maintenance records, etc.

Retention: Life of Equipment plus 3 years
Authority: OAR  166-200-0345(7)
Confidential? No                  
Vital Record? No
Record Copy? No