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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

7206 DESIGN AND CONSTRUCTION

7206-01   Parks Project Records-Core Project Records

Series is created to document planning and construction projects undertaken in parks and at park facilities. Series is used to provide reference and background information of planning, construction and renovation of parks and facilities. Records include agreements, as-builts, certificates of completion/closure/acceptance, code hearings information, contracts, policy correspondence (with citizens, contractors, Metro, County, outside agencies, etc.) covenants, final drawings, easements, environmental assessments, summaries of financial information, geo-technical reports, improvement requests, maintenance requests, news clippings, photographs, master plans, final plans, public opinion summaries, reports and studies, soil reports, specifications, topographical surveys, etc. Series includes information from GOBI (General Obligation Bond Issue) and CIP (Capital Improvement Project) projects.

Retention: Permanent
Record Copy? Yes

 

7206-02   Parks Project Records-Warranty Records

Series is created to provide documentation of projects during the warranty and post construction period. Series is used to track information that may be needed during the initial stages of the project after it has been built. Series is used to provide reference and background information of planning, construction and renovation of parks and facilities. Records include authorization notices, budget material, certification, change orders, code hearings information, non-policy correspondence, construction claims, financial records, meeting minutes, payrolls, supplier information and other similar information.

Retention: 6 years
Record Copy? Yes

 

7206-03   Project Records-Transitory Records

Series is created to provide documentation of projects during the planning and construction period. Series is used to track information that may be needed during the initial stages of the project, but has limited long term value. Series is used to provide reference and background information of planning, construction and renovation of parks and facilities. Records include bid information, billing information, CIP records, construction schedules, convenience copies, cost estimates, council records, deeds, design information, invoices, mailing lists, maps, meeting notices, internal memos, notes, notice to proceed, notification dates, permits, postings/notices, pre-design information, pre-construction conferences, preliminary estimates, preliminary plans, progress reports and payments, project chronology, project logs, publications, punch lists, purchase orders, pricing information, public surveys, quarterly allotment reports, quarter section maps, regulations, reference material, requests for proposals (RFP's), research notes, resolutions, shop drawings, staff communications, staff directives, submittals, testing records, transmittals, non-policy correspondence, etc.

Retention: Retain as needed, until superseded or obsolete.
Record Copy? Yes

 

7206-04   Parks Planning Maps and Drawings

Series is created to provide a reference of original park plans and maps for construction work. Records include park drawings, plans, specifications, as-builts, and other related information.

Retention: Permanent
Record Copy? Yes

 

7206-05   Parks Master File

Series is created to provide a record for each City park and park facility for reference in planning issues and historical perspective. Series is used to compile historical information on specific park sites. Records include correspondence, reports, parks improvement requests, friends or citizens group information, maps, plans, etc. Series includes Golf Course Records.

Retention: Permanent
Record Copy? Yes

 

7206-06   Parks Property Records

Series is created to track easements, property rights and property owned by the City. Series is the working records used to track property issues. Records may include correspondence, easements, ordinances, property appraisals and other related material.

Retention: Permanent
Record Copy? No 
Where? County Recorder and City Auditor

 

7206-07   Parks Acquisition Priority Records

Series is used to develop priorities for the acquisition of property. Series is created to assist staff in setting priorities for property acquisition and to identify areas which may be suitable for parks expansion. Records include reports and studies, discussions with community groups, field visits, maps, ownership information, resource values, valuations, connectivity to existing parks, development potential, area, priority lists, and other related material. Series includes target acquisitions studies and other records developed in connection with the Metro greenspace initiative and the 40 mile loop.

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: Permanent- reports and studies; retain as needed- all other records.
Record Copy? Yes

 

7206-08   Property Acquisition Records-Working File

Series is used during the property acquisition process. Series documents records created to explore and complete the acquisition of property. Records include ordinances, title searches, property appraisals, environmental studies, offers, maps, etc.

Retention: 5 years
Record Copy? Yes

 

7206-09   Flexible Services Contracts

Series is used to qualify persons and companies to deliver services to Park Bureau. Series is created to provide reference checks and to hire qualified providers when services are needed. Records include applications, resumes, bureau reviews, notes, correspondence, etc. Record includes consultant lists, resumes, ranking lists, etc.

Retention: 5 years
Record Copy? Yes