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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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5016-01   General Orders

Series is used to notify sworn fire personnel of policies and procedures of the Fire Bureau. Records are the written general orders and include subject, procedure to be undertaken, policy that is to be put into effect, date effective, and the Chief's signature.

Retention: Permanent. Retain non-record copies until superseded.
Record Copy? Yes 
Where? Record copy kept by Chief responsible for General Orders


5016-02   Memorandums/Letters of Instructions (Pink Sheets)

Series documents the broad general information releases that are of concern to fire personnel. Series is generally used for one time or short term policies and procedures. Examples of records include procedures about cold weather and policies and procedures that have not yet been included in the general orders (pre-general orders).

Retention: Retain as needed
Record Copy? Yes


5016-03   Mutual Assistance Agreement Records

Series is used to document mutual assistance and aid agreements. Records include copies of contracts, agreements, correspondence, working records, etc.

Retention: Until superseded
Record Copy? No 
Where? Auditor's Office


5016-04   Inspection Records

Series is created to inspect various Fire Bureau functions and to ensure that proper procedures are being followed. Series includes a copy of inspection form, comments, follow-up information, memos, scores, etc. inspections are usually done on an annual or semiannual basis. Examples include administrative and Deputy Chief inspections.

Retention: Until superseded
Record Copy? Yes


5016-05   Hold Harmless Agreements and Ride-along Records

Series is used to document agreement between public and Fire Bureau to ensure that the public will accept responsibility for any accidents that may occur. Records also document scheduling of facilities and ride-alongs. Records are forms, correspondence, calendars, etc. Examples of records include ride-along agreements and use of Fire Bureau facilities.

Retention: 6 years after expiration of agreement.
Record Copy? Yes


5016-06   Community Emergency Service (CES) Records

Series is used to document planning and implementation of Community Emergency Services. The concept of Community Emergency Services is similar to the Community Policing Program. Records include background information, working documents, action plans, correspondence, resource maps, etc.

Retention: Permanent - All policy documents; 5 years - all other records.
Record Copy? Yes


5016-07   Master Lease Records

Series is used to document payments made through the master lease program. Records include payment and source documentation used for the purchase of equipment through the master lease program.

Retention: 3 years after expiration of lease.
Record Copy? No 
Where? Office of Management & Finance