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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

8012 TRAINING DIVISION

8012-01   Officer Training Records

Series is used to maintain a record of individual officers training. Series includes probationary evaluations, field training manual, Board of Public Safety Standards and Training (BPSST) certificates, transcripts, diplomas, certificates of training and training record printouts. At end of officer's service, purge to contain only BPSST certificates, transcripts, diplomas, certificates of training and record printouts.

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 after separation
Record Copy? Yes

 

8012-02   Training Course And Academy Records

Series is used as a reference to course contents and to maintain a record of Academy classes and sessions. Series includes training index, personnel training orders, attendance rosters, course curriculum, course announcements, course schedules, lesson plans, certificates of completion, contracts or agreements of service, and other related records. Basic Academy records include name, progress reports, attendance record and rank standings. Advanced Academy records include photographs, curriculum and schedules, lesson plans, Bureau on Public Safety Standards and Training (BPSST), and all tests with keys and scores.  Individual employee testing records should be part of 8012-01.

Retention: 15 years. Maintain in Bureau for 5 years then transfer to SPARC.
Record Copy? Yes

 

8012-03   Training Database

Series is created to electronically track the training activities and qualifications of bureau employees. Series is used to track training activities and the need for retraining or qualifying by officers. Database contains information on training, personnel actions, education, personnel background, firearms qualifications, in service roster, 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Retention: Until superseded. Information on computer tape needs to be kept per approved retention schedule. Bureau shall store back-up tapes off-site and comply with requirement of OAR 166. Assistance and questions should be directed to City of Portland Records Management Staff.
Record Copy? Yes

 

8012-04   Defensive Tactics Manuals

Series is used by instructors to teach defensive tactics to officers on control and protection from suspects. Records include teaching curriculum, memos, descriptions of holds, learning objectives, controls, diagrams, 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: 6 years after superseded
Record Copy? Yes

 

8012-05   Training Bulletins

Series is used to provide training and information to the bureau employees. Series consists of bulletins containing general training information for Police Bureau personnel.

Retention: 10 years
Record Copy? Yes

 

8012-06   Firearms Documentation Records

Series is used to document the qualification of officers and weapons as required by Board on Public Safety Standards and Training (BPSST) and Police Bureau standards. Record includes name, date, BPSST number, score, type of weapon qualified (serial number, model, make, caliber, etc.), signature of qualifying instructor and other related data.

Retention: 5 years- hard copy; until superseded or as needed- electronic copy.
Record Copy? Yes

 

8012-07   Range and Instructor Logs

Series is created to track hours worked by instructors at the firing ranges and is used for certification purposes. Record includes name, date, hours worked and other related information.

Retention: 18 months- hard copy reports; Retain as needed- electronic summaries.
Record Copy? Yes

 

8012-08   Weapons Transaction Records

Series is used to document the issue, repair or modification of bureau issued weapons. Record is the form used to track weapons and action taken.

Retention: 2 years- hard copy request forms; Life of weapon or until officer retires-electronic data.
Record Copy? Yes

 

8012-09   Lead Log Records

Series is created as part of an Oregon State Occupational Safety and Health Act (OR-OSHA) requirement to document the exposure to air contaminants. Series is created to document the potential exposure to air contaminants. Series is created to document the potential exposure of employees exposed to high lead levels on the weapons firing range. Log contains name, date, time in, time out and other related data.

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: 30 years
Record Copy? Yes