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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

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7209 COMMUNITY GARDENS

7209-01   Community Garden Records

Series is created to document the individual Community Gardens and is used to compile information about specific gardening sights. Records include correspondence, maps, pamphlets, news clippings and other information about the garden. Series may include plot maps, utility locations, etc.

Retention: Until superseded, obsolete or no longer needed. Transfer policy and historic records to 1000-01 for permanent retention.
Record Copy? Yes

 

7209-02   Community Gardens Registration Records

Series is created to document persons who are registered and who have been assigned plots within the garden. Series is used to track information about plot holders. Records include registration forms, plot assignment, plot maps, fee records, deposits, and a signed hold harmless agreement.

Retention: 1 year. Bring forward pertinent information on these continuing in program.
Record Copy? Yes

 

7209-03   Community Garden Database

Series is created to track users of the community gardens and is used as a history of involvement in the community gardens. Database includes name, garden plot, address, date started, how paid, deposit, and other similar information.

Retention: Until superseded
Record Copy? Yes

 

7209-04   Community Gardens Waiting List

Series is created to document persons who are awaiting a spot in the community garden and is used to match open plots to persons. Record includes name, phone number, address, garden requested and date put on waiting list.

Retention: Retain as needed or until superseded or obsolete.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