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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

8008 IDENTIFICATION

8008-01 Latent Fingerprints

Series is the evidence file of fingerprints found at crime scenes and consists of cards of unidentified fingerprints. Records are the fingerprints, palm prints, toe prints and other similar prints found at crime scenes. Record may also contain diagram or description of location, case number, date and time, and other significant information about the crime scene and the criminalist lifting the print.

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: Permanent- Homicide and unnatural deaths; 21 years- All other cases.
Record Copy? Yes

 

8008-02 Crime Scene Photographic Records

Series is created to document crime scene and other evidence of crime.  Series includes film and digital images used to visually record a crime scene.  Series may also include indexes and photographer logs, if any.

Retention: (A) Retain images related to homicide cases or cases related to crimes that have no statute of limitations permanently; (B) Retain images related to Measure 11 crime cases 60 years; (C) Retain images related to other 20 years 
Confidential? Yes
Vital Record? Yes
Record Copy? Yes

 

8008-03 Fingerprint Records (Ten Finger/Rolled Print Cards)

Series is created to identify individuals through the use of fingerprints, palm prints, toe prints and other personal identifiers. Series is used to identify persons that have been jailed or that are deceased. Record may include copies of ten print cards, name of individual, fingerprint classification, social security number, physical descriptors, aliases, occupation, information about individual taking print, etc. Series includes fingerprints taken for persons arrested on suspected criminal activity as well as individuals who need fingerprints taken to work in certain job classifications.

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: Hold until individual reaches age 80. Fingerprint cards of individuals known to be dead need not be retained.
Record Copy? Yes

 

8008-04 False Information Report

Series is created to document the true name, as verified by fingerprints, of individuals who have been arrested or transferred within the criminal justice system via court order. Series is used to notify arresting agencies and jail staff that an individual has lied regarding their true identity. Records consist of individual reports documenting each instance of furnishing a false name to the police or court.

Retention: 3 years
Record Copy? Yes

 

8008-05 FBI History Sheets

Series is used as a reference to records obtained from federal sources. Series includes verified criminal histories of individuals from throughout the United States.

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
Record Copy? No 
Where? Federal agency (most likely Federal Bureau of Investigation)

 

8008-06 Mug Shots and Index

Series is the photographs of criminal suspects used for identification purposes. Series is used by law enforcement officers for identification and warrant service. Records include front and side views of persons that have been arrested. Series includes copies of photographic and video mug shots and indexes used to locate mug shots, fingerprints and arrest records.

Retention: Retain as needed
Record Copy? No 
Where? Multnomah County

 

8008-07 Jail Logs

Series is created to document fingerprints processed by the Identification Division Staff when prisoners are booked into the county jail. Series is used to authorize release of prisoners after they have been identified. Log include prisoner's name, agency, cite time, processing information, time, sign in, date, etc.

Retention: 6 years
Record Copy? Yes

 

8008-08 Sealed and Expunged Records - Identification Division

Series is created to document court orders setting aside a conviction or arrest under ORS 137.225. Series is used to remove identification records (rolled prints and photographs) and seal them under court order. Records consist of envelopes in which copies of fingerprint cards, mug shots, negatives, detective notifications, computer searches and other related records are filed. Envelope also contains the court order and requirement to seal 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: 15 years after seal or as directed by court
Record Copy? Yes

 

8008-09 Juvenile Logs

Series is created to document juveniles processed by the Identification Division, when booked. Series is used to authorize the release of juveniles after they have been identified. The log includes juvenile's name, arresting agency, processing information, sign-in, date, mug number, SID number, etc.

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: 6 years or age of majority, whichever is longer, or as directed by the court
Record Copy? Yes

 

8008-10 Crime Scene Logs

Series is used to dispatch Identification Division personnel to a crime scene. The log includes date, time, who dispatched, what dispatched for, services requested, what done, etc. Log is completed on Impulse Database since February 1995.

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: 3 years
Record Copy? Yes

 

8008-11 Automated Fingerprint Identification System (AFIS) Logs

Series is created to document entries into the Automated Fingerprint Identification System (AFIS), a computerized database for fingerprints. The series is used to track the AFIS submissions. The records include search information such as descriptive words, numbers of a subject, AFIS identifying numbers, initials of the technician (s) involved in the search, identifying numbers of hits, if they occur, and whether or not the person is wanted once a verification of identity is made.

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: 2 years
Record Copy? Yes

 

8008-12 Identification Division Case Envelope (Make Envelopes)

Series is created to document identified fingerprints, palm prints, toe prints and other personal identifiers.  Series is used to confirm identification and verification process by criminalists, etc.  Series includes records and identifications completed for INS (Immigration & Naturalization Service) and other outside agencies.

Retention: (A) Retain homicide cases or cases related to crimes that have no statute of limitations permanently; (B) Retain cases related to Measure 11 crimes 60 years; (C) Retain other cases 20 years
Confidential? Yes
Vital Record? No
Record Copy? Yes

 

8008-13 Applicant Cards

Series is created to document fingerprints taken during an application process. Series is created to fingerprint individuals who must be checked as part of an application. Finger print cards may include fingerprints, name, date, birth, individual taking prints, etc. Examples include prints taken for concealed weapons permits, unconcealed weapons permits, security guards, employment applications, and other similar applications.

Retention: Until superseded or obsolete
Record Copy? No
Where? Record copy is with Application