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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

7207 OPERATIONS - MAINTENANCE

7207-01   Maintenance Management System (MMS)

Series is the database used to track the work orders and maintenance work performed by the operations division. Series is created to track work orders, timekeeping, reimbursable expenses and daily work. Records include work orders including OOPS (Ounce of Prevention), timekeeping and equipment usage. Records may include work statistics, maintenance information and inventories.

Retention: 5 years- year end back-up tape; until superseded- all other records.
Record Copy? Yes

 

7207-02   Parks Maps

Series is used as a reference to the location and layout of parks. Series is created for planning and reference. Records include architectural and survey maps of parks' grounds and facilities including plans and parks facilities plans. Series also contains convenience copies for work crews and a summary filed alphabetically by park name. Records provide a historic value since they reflect additions and changes to the parks and structures. Series include CAD records and sites maintained by the Parks Bureau for other agencies.

Retention: Permanent. CAD Records need to be printed to hard copy for permanent retention.
Record Copy? Yes

 

7207-03   Parks Improvement Requests-Non Capital Projects

Series is used to track requests for changes or improvements and to allow for input from affected work units and managers. Provides response to initiator and a history of park development. Series is not used to track capital improvements. Records include a description of requested change, requester, location, review comments and decision.

Retention: 3 years
Record Copy? Yes

 

7207-04   Parks and Facilities Project Records

Series is used to maintain a history of parks and bureau owned facilities. Series is created to provide information on design, projects, and planning. Series is used as a reference to what has been previously done at a specific sight. Records include historical information, plans, maps, drawings, specifications, survey field notes and other related records. Series includes D-files, landscape projects, irrigation projects, sites maintained by bureau for other agencies, and other similar types of records.

Retention: Permanent
Record Copy? Yes

 

7207-05   Reporting Sheets

Series is created to document the activity of bureau employees and equipment. Record is the information gathered and entered into the Maintenance Management System. Record includes information on activity performed, employee name, date, work order number, billing information, location, work codes, materials used and other related information. Records include reporting sheets for all work groups and for equipment.

Retention: 5 years
Record Copy? Yes

 

7207-06   Scheduling Records

Series is created to document the assignment and completion of work requested. Series is used to assist managers and work crews schedule work that needs to be completed and see that it is done in a timely manner. Records include work orders description of work, unit responsible for completing work, date work needed, and other information.

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

 

7207-07   Inventory Records

Series is used to inventory parks equipment, tools, and infra structure. Series is created as a reference of holdings in the bureau. Records may identify equipment, tools, infra structure, location of item, cost information, replacement information, date purchased, how acquired, who acquired from, etc. Examples of records include play equipment, tools, drinking fountains, trees, shrubs, restrooms, trash receptacles, footage of pathways, game courts, hard surfaces, physical area (acreage) and other similar data. Records may also include information such as tree removal and leaf removal. Series includes square footage records from golf courses designed to measure greens, fairways, tees and roughs.

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

 

7207-08   Infrastructure Reports

Series is created for document inspection reports of infrastructure. Series is used for maintenance and repairs to equipment and facilities. Records include inspection reports on stadiums, swimming pools, game courts, lighting equipment, irrigation systems, tables and benches, heating systems, buildings and components.

Retention: Until superseded
Record Copy? Yes

 

7207-09   Play Equipment Inspection Records

Series is used to inspect, repair and track the durability of play equipment. Records include location of equipment, type of equipment, what was inspected, type of repair, date of inspection, date of repair and other related information.

Retention: 2 years after disposition of equipment.
Record Copy?
Yes

 

7207-10   Utility Records

Series is created to track consumption of water and utilities and are used for planning future developments. Series is used to track variations in weather patterns. Records include consumption data, costs, information on location of systems, account data, layout, conservation data, etc. Records include water, irrigation, lighting and other similar records.

Retention: 10 years- summary data; 2 years- all other records.
Record Copy? Yes

 

7207-11   Utility Locate Records

Series is used to document requests to locate utilities on property owned by the bureau. Series includes requests both to locate city systems and requests by the city to have utilities located for them. Records include location requests that generally include date, location, type of work to be performed, date work is to be done, type of locate, contact name, phone number, action taken, etc. Series generally only includes irrigation systems and parks lighting requests located within the property lines of the park.

Retention: 3 years
Record Copy? Yes

 

7207-12   Turf Maintenance Records

Series is created to document grass care and maintenance. Series is used to track all turf maintenance issues. Record includes, date and time, location, amount of grass cut, length that grass was cut to, fertilizing calculations, seeding information, aeration, etc. Series includes repair information on non-fleet equipment (i.e., mowers, aerators, small equipment) and records created by golf course and stadium personnel. Examples of records series include TRIMS database, QQuest System, Soil Test Records, cutting directions for golf courses, etc.

Retention: 2 years
Record Copy? Yes

 

7207-13   Landscaping Records

Series is created to document planting designs for annual beds, bulbs and landscaped areas. Series includes bed plans, drawings, seed orders and other similar records. Records also include feedback (complaints and responses), renovation plans and inventories of what was planted, where and when it was planted.

Retention: Permanent- plans and inventories; 5 years- all other records.
Record Copy? Yes

 

7207-14   Grow Records

Series is used to plan for the planting of future growth stock of bedding plants, cut flowers, nursery stock and trees. Series documents how plants are to be grown and what works best when growing plants. Records include information on nursery stocks, seed and source, grafting information, fertilization, transplanting information, planning, pesticide applications, soil sampling, propagation and other related information. Series includes information on stock plants, history of plants, propagation procedures, etc.

Retention: Permanent
Record Copy? Yes

 

7207-15   Nursery Inventory Records

Series is used to document plants, trees and shrubs that are available for planting. Series is similar to a purchasing catalog of available product. Records include the inventory of plants, trees, shrubs, etc. Inventory information generally includes type of plant, variety, size, location in nursery, number available and other related information.

Retention: 5 years
Record Copy? Yes

 

7207-16   Integrated Pest Management (IPM) Records

Series is created as a record of pesticide application and disposal. Series is used to track use of pesticides in parks. Records include policies and revisions, agreements with public agencies regarding pesticides, complaint records, public concerns, training information, licenses of pesticide applicators, storage assessments, pesticide approvals and reviews, correspondence, Material Safety Data Sheets (MSDS) and pesticide disposal information on chemicals and containers.

Retention: Permanent- policies, disposal information, complaints, agreements and MSDS (Material Safety Data Sheets). 5 years after expiration- all other records.
Record Copy? Yes

 

7207-17   Spill Response Records

Series is used to collect information about reported pesticide spills. Series is created to document and investigate spill occurrences. Records contain a copy of spill form and may include name, location, release time, chemical released, amount of release, cause of release, injuries, who called in spill, information about the spill, witnesses, exposures/injuries, and other related data. Series includes information about diesel spills.

Retention: 10 years
Record Copy? Yes

 

7207-18   Contractors Inspection Records

Series is a monthly inspection report of sites and facilities. Series is used to ensure that contractor is doing work per contractual agreement. Record is an inspection sheet containing facility, contractor name, description of site, observations, score, instructions and other related information.

Retention: 7 years
Record Copy? Yes