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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

4812 Treasury

4812-01   Daily Treasury Transactions Summary

Series is summary sheet of all treasury transactions – receipts and disbursements made during the day.  Summary includes cash and investment transactions filed chronologically and grouped by accounting period.  Records prior to 1986 are exempt from 1986 Tax Reform Act and were destroyed after 7 years per state approved schedule (78-183-11/3/78).

Retention: 35 years
Authority: OAR 166-200-0050[15]
Confidential? Yes - Consult City Attorney for assistance before releasing information.
Vital Record?       
Record Copy? Yes

 

4812-03   Investment Portfolio Records

Records are a listing of all City investments.  Records include investment, quantity, maturity, price/cost, broker or bank, and market value.

Retention: 35 years or 3 years after investment ends, whichever is longer
Authority: Oar 166-200-0050[19]
Confidential? No
Vital Record?       
Record Copy? Yes

 

4812-05   Bank Deposit Receipt Records

Record is bank receipt of monies deposited at City bank accounts.  Bureaus retain their own validated bank receipts.

Retention: 3 years after publication of annual CAFR
Authority: OAR 166-200-0050[5]
Confidential? No
Vital Record?       
Record Copy? Yes

 

4812-06   Bank Statements

Record is statements of all City bank accounts verifying deposits, withdrawals, and other transactions.  Records are used to reconcile all account activity by accounting period.

Retention: 3 years after publication of annual CAFR 
Authority: OAR 166-200-0050[5]
Confidential? No
Vital Record?       
Record Copy? Yes

 

4812-10 (A)   Deferred Compensation: Year-End Balance Reports and Official Enrollment Records

Records to include quarterly reports from Investment Providers, beneficiary forms, microfiche transaction history, contracts, and participant files.

Retention: Retain year-end balance reports and official copy of enrollment records 75 years after employee separation or eligibility expired.  Retain other records 3 years after employee separation or eligibility expired. [Use 4812-10(B)]
Authority: OAR 166-200-0090[8]
Confidential? No
Vital Record?       
Record Copy? Yes

 

4812-10 (B)   Deferred Compensation: Other Records

Records related to employee deferred compensation accounts that are not part of schedule number 4812-10(A).

Retention: Retain records 3 years after employee separation or eligibility expired.
Authority: OAR 166-200-0090[8]
Confidential? No
Vital Record?       
Record Copy? Yes