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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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7212-01   Permit/Reservation System

Series is created to document permits and reservations issued for the Parks Bureau. Records include systems for both class registration and facilities use. Series is the computer based reservation and registration system used by the Parks Bureau (currently ESCOM). Series includes information about individual accounts, team accounts, facilities, field usage, rental/fee information, etc.

Retention: Retain as needed, until superseded or obsolete.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


7212-02   Park Permits

Series is used to maintain history of permits issued for events and activities in Portland Parks, school gyms and facilities under Parks Bureau jurisdictions. Record consists of forms including name of organizations, type of event, date and name of facility. Records may include original contract signed by parties, records of cash receipts and cash collections and internal permits.

Retention: 5 years
Record Copy? Yes


7212-03   Permit/Reservation System Reports

Series is used to capture and disseminate information from the Permit/Reservation System (7212-01). Series is the report created by the system to track specific queries for programs and facilities. Records include registration forms, attendance rosters, participation reports, financial reports, class information, scheduling reports and other similar records. Reports may include information about participants, payments, classes, dates, time, etc. Series includes registration records from programs not on ESCOM System.

Retention: Retain as needed, until superseded or obsolete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