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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

8003 LIABILITY MANAGEMENT AND LOSS CONTROL

8003-01   Accident Logs

Series is created as a running history of officer's accidents. Series is used as a quick reference concerning vehicular accidents. Record includes name, Board on Public Safety Standards and Training (BPSST) number, Collision Review Board case number, date, disposition, description, description information, etc.

Retention: 2 years after separation
Record Copy? Yes

 

8003-02   Claim/Liability Logs

Series is created as a reference and index to claims and liability records. Series includes, name, case number, short description and other related data.

Retention: Retain as needed
Record Copy? Yes

 

8003-03   Medical Logs

Series is used to log and track medical information on officers and Bureau employees. Series is created as a tool to ensure that all shots and tests are current. Record contains information about the type of log and may include date, name, status, etc. Examples of logs include but are not limited to, those created to track hepatitis shots and physicals.

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Retention: Until superseded
Record Copy? No
Where? County Medical

 

8003-04   OSHA 200 Log Reports

Series is copies of the injury log required under OSHA regulations. Records include name, case number, date, type of injury, etc. Series may include reports issued from computer databases.

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: 5 years
Record Copy? Yes

 

8003-05   Safety Tracker Reports

Series is used to summarize and track loss control and safety issues. Series is created for risk analysis, claims administration, general reference, historical/actuarial analysis and loss control analysis. Series is computer reports used to track work, injuries trends statistics and other issues and findings of safety and loss control. Records include claim by claim information, claim summaries, loss control data and statistical information.

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: Retain as needed or until superseded
Record Copy? Yes
Where? Safety Tracker System

 

8003-06 Safety Tracker System

Series is used to summarize and track loss control and safety issues. Series is created for risk analysis, claims administration, general reference, historical/actuarial analysis and loss control analysis. Series is computer database used to track work, injuries trends statistics and other issues and findings of safety and loss control. Records include claim by claim information, claim summaries, loss control data and statistical information.

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: Until superseded or retain material as needed. Check appropriate retention schedules for more specific retention.
Record Copy? Yes

 

8003-07   Injury Reports

Series is created to track and review injuries by officers and to assist the bureau during litigation. Records may include injury reports, risk management forms, pension board records, workers compensation records, memos, correspondence, and other related records.

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: 5 years. See also Personnel (1004-01) and Medical Files (1004-15). Material of continuing value should be transferred prior to destruction.
Record Copy? No
Where? Police Fire and Disability Board/Risk Management

 

8003-08 Blood Borne Pathogen Kit Records

Series is used to document that the officers have received blood borne pathogen kits. Series is used to ensure that kits are given to officers and to acknowledge that the upkeep of those kits is the officer's responsibility. Record includes officer's name, date, acknowledgment of receipt of kit, conditions and responsibility of kit contents and other related information.

Retention: Until superseded. Retain original release form until officer leaves bureau.
Record Copy? Yes