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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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5020-01   Basic Emergency Plan and Annexes

Series is used to provide direction, guidance and planning for manmade and natural disasters that may occur or affect the City of Portland. Records include reports, plans, planning documents, annexes, drawings, maps and other information to be used in the event of a disaster.

Retention: 6 years after superseded.
Record Copy? Yes


5020-02   Comprehensive Cooperative Agreement (CCA) Records

Series is created to document the agreement/work plan between the Oregon Office of Emergency Management (OEM) and the City. Series documents what the city will agree to do to receive Federal Emergency Management Agency (FEMA) funds. Record includes a copy of the agreement, work plan, quarterly status reports, state reports, and other records used to verify the agreement.

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


5020-03   Crosswalk Records

Series is used to verify Basic Plan and Annexes and contains all necessary elements and components required by the Federal Emergency Management Agency (FEMA). Records document where necessary elements are specifically found in the Basic Plan and Annex. Record may include signature and approval sheets from the Oregon Office of Emergency Management (OEM).

Retention: 9 years after annual final expenditure report submitted.
Record Copy? Yes


5020-04   FEMA (Federal Emergency Management Agency) Exercise Reports

Series is used to document responses to FEMA. Series documents the exercising of Basic Plan, annexes, and Emergency Operations Center (EOC). Series also documents the activation of the EOC. Records consist of federal report covering functions tested or activated and any back-up documentation.

Retention: 3 years
Record Copy? Yes


5020-05   EOC (Emergency Operations Center) Responder Records

Series is used to track personnel assigned to the City's Emergency Operations Center (EOC). Records include name of responder, phone numbers, pager numbers, bureau, EOC assignment and ICS (Incident Command System) training record. Records may include EOC Volunteer 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: Until superseded
Record Copy? Yes


5020-06   Neighborhood Emergency Team (NET) Records

Series is used to document neighborhood contacts and resources in the community regarding Emergency Management issues. Records include FAST (Facility Assessment Stabilization Team) and ECHO (Emergency Communications for Hazardous Operations). Records include correspondence, training information, contact sheets, studies, and background information.

Retention: Until superseded
Record Copy? Yes


5020-07   EOC (Emergency Operations Enter) Actual Occurrence Records

Series is used to document the activation of the Emergency Operations Center (EOC) for an actual/real occurrence. The Series is created to document actions taken by EOC staff and responders. Series may be used to prepare FEMA Disaster Request Records. Records include messages, forms, video tapes, t-cards, financial documents, photographs, computer data, federal and state forms, and other records used to manage and respond to the incident. Records include cleanup, closure and reimbursement.

Retention: Permanent
Record Copy? Yes