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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

5010 FIRE MARSHAL - ADMINISTRATION

5010-01   State Fire Marshal Exemption Records

Series is created to document the approval and application for the city's exemption from statues, rules and regulations administered by the State Fire Marshal. Exemption is granted if the city enacts and enforces regulations that conform to state and national fire standards defined in ORS 476.030 (4). Record includes a copy of the exemption certificate, application, notebooks, rules, regulations, correspondence, supporting documentation such as reports, certifications and credentials of fire inspectors and employees.

Retention: 5 years
Record Copy? No 
Where? State Fire Marshal

 

5010-02   Fire Marshal Policy Records (Code Rules and Regulations)

Series is used to document local fire codes and interpretations of codes that effect fire safety. Records are the rules, policies, interpretations of fire code rules and regulations. Records may include old codes, reference material and National Fire Protection Association (NFPA) material that has been adopted by reference.

Retention: Permanent - Interpretations and policy statements/manuals; Retain as needed reference material and copies of old codes.
Record Copy? Yes

 

5010-03   Appeal Records

Series are used to document appeals to code violations and findings by the inspectors. Records also include denials of permits and fee assessed. Record includes copy of appeal, plans, investigative material findings, results, etc.

Retention: 6 years
Record Copy? Yes

 

5010-04   Appeal Code Board of Appeal Meeting Records

Series is used to document discussions and findings of the Fire Code Board of Appeal. Records are the summary minutes of the board meeting. The records generally include date of meeting, location, those present, items discussed, action taken and a brief summary of what took place at the meeting.

Retention: Permanent
Record Copy? Yes

 

5010-05   Fire Code Board of Appeal Meeting Tapes

Series is used to prepare the Fire Code Board if Appeal minutes and to document the proceedings at Fire Board of Appeal meetings. Not all meetings are taped. Records consists of audio tapes of meetings.

Retention: 5 years
Record Copy? Yes

 

5010-06   SARA (Superfund Amendment Reauthorization Act) Advisory Committee Record

Series was created to determine how the Fire Bureau would respond to the SARA Title III legislation. Records contain memos, correspondence, meeting notes, members name, etc.

Retention: Permanent
Record Copy? Yes

 

5010-07   SARA (Superfund Amendment Reauthorization Act) Records/Title III Records

Records are created in response to a federal mandate designed to locate and identify businesses that store, handle and use material identified by the Super Fund Amendment Reauthorization Act (SARA) as a hazardous material. Series is used by the bureau to determine billing and pre-fire information, emergency planning, etc. Record includes address, surveys, chemical information, emergency plans, billing information, fee schedules, legal information, correspondence and other records used to administer the program. Series includes Emergency Contingency and Material Safety Data Sheets (MSDS) records.

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: 30 years after last action.
Record Copy? No 
Where? Oregon State Fire Marshal

 

5010-08   SARA (Superfund Amendment Reauthorization Act) Computer Records

Records are created in response to a federal mandate designed to locate and identify businesses that store, handle and use material identified by the Super Fund Amendment Reauthorization Act (SARA) as a hazardous material. Series is the computer record used by the bureau for billing, planning and reference. Record includes address, surveys, chemical information, emergency plans, billing information, fee schedules, etc. Back-up tapes are created on a daily basis and rotated weekly.

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? No 
Where? Oregon State Fire Marshal