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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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7201-01   Friends Groups/Advisory Board Records

Series is used to document advisory groups and friends groups created to assist in fund raising opportunities and continuity and direction of parks programs. Series documents efforts to obtain public input on budget, improvements, conditions, management and policies. Series includes activities of nonprofit boards. Series includes activities of nonprofit boards. Records include copies of correspondence, memos, meeting records (minutes, agendas, etc.), copies of bylaws, lists of committee members or board members, reference material and other related records.

Retention: Permanent. Retain mailing lists as needed, until superseded or obsolete.
Record Copy? Yes 
Where? Record copy only for those records that are created for the city as part of an advisory group


7201-02   Special Organizations Records

Series is created to maintain information needed for resource development and volunteer services. Record includes membership lists for volunteers and neighborhood associations and goals and bylaws for the organizations.

Retention: Retain as needed
Record Copy? Yes 


7201-03   Volunteer Impact Reports

Series is used to document hours of volunteer time and calculate the dollar value of volunteer time. Records consist of databases and reports that include name, name of program site, type of project, hours contributed and value of hours.

Retention: 10 years- record copy; Retain as needed- all other copies.
Record Copy? Yes


7201-04   Volunteer Records

Series is used to track volunteers and provide information on volunteers for placement. Series is created to document volunteers who are actively involved in parks programs. Records consist of applications and insurance information. The application may include volunteer's name, address, background, skills, interests, etc. Series includes records created to document special skills such as docents and tour guides.

Retention: 5 years after inactive
Record Copy? Yes


7201-05   Volunteer Database Records

Series is created to maintain information and statistics related to the volunteer program. Record includes names of volunteers, statistics on hours, location of volunteers, value of time and other related information.

Retention: Until superseded
Record Copy? No
Where? Volunteer Records