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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

5009 INVESTIGATIONS

5009-01   Investigation Photograph Records

Series is used as an investigative tool and is created to show visual representation of fire scenes. Series is created and maintained for evidentiary value. Records include negatives, slides, photographs, video tapes, and other photographic type material regardless of format.

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: 20 years. Destruction of material is subject to Archival Review.
Record Copy? Yes

 

5009-02   State Fire Marshal's Reports (Form 10) Records

Series is created as part of the investigative report. Series is used as a reference for all reports filed with State Fire Marshal's Office. Record is a copy of the State Form that includes date, time, location, run number, and other information about a specific fire.

Retention: 20 years
Record Copy? No 
Where? State Fire Marshal

 

5009-03   Investigative Reports

Series us created to investigate and to determine the cause and origin of fires. Series is used to provide information to investigators to support findings and determination of arson. Series is used to support evidence in civil and criminal court cases. Record is the record of the investigation and findings. Records may include state fire marshal's report, police reports, photographs, investigative notes, investigative material, computer 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: 20 years
Record Copy? Yes

 

5009-04   Daily Alarm Records

Series is a record of all calls, false or otherwise and is used as a reference service for the daily runs. Series is created at the time of dispatch and sent to investigations for future reference. Record includes run number, responses, address, occupancy, run information, source, property value, incident history, etc. Records created prior to the merger of Fire Aided Dispatch (FAD) and the Bureau of Emergency Communications (BOEC) have notes and other correction listed on the record.

Retention: 7 years
Record Copy? No 
Where? BOEC. Records are scheduled as 4003-01 (Until superseded); 4003-02 (7 years); 4003-03 (60 days); and 4003-04 (7 months)

 

5009-05   Investigation Computer Records

Series is created to assist in compiling investigative reports and to gather statistical information from the various reports. Series is used to facilitate research and reference material contained in the fire reports. Series consists of copies of fire reports, narratives, and various databases created to meet administrative needs.

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: Until superseded
Record Copy? Yes

 

5009-06   Arrest Cards

Series is used to document arson arrests. Record includes name, address, charge(s), date of birth, investigators, incident number and case disposition, description of individual arrested, 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: Retain as needed
Record Copy? Yes

 

5009-07   Suspect Information Records

Series is used to track individuals who are suspects or have been convicted of arson and suspicious fires. Records may include suspect's name, arrests, convictions, address, previous addresses, MO (Modus Operandi), comments, remarks, etc. Records have been maintained on the computer since 1989.

 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: 40 years
Record Copy? Yes

 

5009-08   Fire Loss Records

Series is used to track property losses caused by fire. Record includes address and run information. Series has been maintained on computer since 1989. Records prior to 1989 are on 3"x5" cards.

Retention: Permanent - Card File; Until superseded - Computer Records.
Record Copy? Yes

 

5009-09   Disciplinary Investigation Records

Series is created upon request to investigate actions of Fire Bureau personnel. Investigations are findings in administrative matters only as requesting department will undertake any further action. Record may include reports, investigative material, 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: 7 years after separation from Bureau.
Record Copy? No