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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

8001 INTERNAL AFFAIRS DIVISION

8001-01   Internal Affairs (IA) Complaints

Series is created to investigate all allegations of misconduct by Portland Police Bureau personnel and is used to investigate and document the complaints.  Records may include a complainant intake form, acknowledgment of complainant, Portland Police Data System (PPDS) printouts, Computer Aided Design (CAD) printouts, investigative reports, police incident reports, medical releases, photos, correspondence, tapes of interviews and other related records.

Retention:     Cases that result in officer termination:  10 years after employee separation.  All other cases:  7 years after resolution.
Confidential? Yes
Vital Record? No
Record Copy? Yes

 

8001-02   Administrative Investigations Management (AIM) Tracking System.  (Internal Affairs/Independent Police Review)

Series is used to track cases.  Series is created for case management purposes.  Record includes case number, investigating officers, complainant, date, location, type of allegation, division, findings, officer information, dates accepted, date closed, etc.

Retention:     Cases that result in officer termination:  10 years after employee separation.  All other cases:  7 years after resolution.
Confidential? Yes
Vital Record? Yes
Record Copy? Yes

 

8001-03   Tort Claim Notices

Series is created to track tort claims that may involve Police Bureau records.  Series is used to freeze destruction of records until claim has been settled.  Series includes tort claim notice, correspondence, information about the particular lawsuit and other related records.

Retention: Cases that result in officer termination:  10 years after employee separation.  All other cases:  7 years after resolution or until the officer is removed from the “Court List,” whichever is longer.
Confidential? Yes
Vital Record? No
Record Copy? Yes

 

8001-04   Commendation Files

Copies of written Police Bureau commendations or correspondence of citizens that praises individual officers will be kept in AIM.  Originals are submitted to personnel for the Officers 201 file.    

Retention: Electronic copies of all commendations are kept in AIM for 7 years after submission
Confidential? Yes
Vital Record? No
Record Copy? No.  Official record maintained with Employee Personnel File.