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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

8013 PLANNING AND SUPPORT DIVISION

8013-01   Crime Statistics

Series is created in response to request to track response and the assessment of crime within the city. Series is used to provide a "snap shot in time" of criminal activity. Records include information about type of crime, location, year-to-date totals, comparisons to other dates, averages, and other related information. Examples of reports include neighborhood statistics, monthly and weekly summary reports, 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: Permanent- Planning and Support Division copy; Retain as needed- all other copies.
Record Copy? Yes

 

8013-02   Major Crimes Report

Series is a summary of criminal activity. Series is used as a reference to crime in the city and is compared against previous years. Record includes type of crime, number committed, year-to-date comparisons, and other related data. Series includes weekly criminal statistics.

Retention: 5 years
Record Copy? Yes

 

8013-03   General Orders

Series is created and used to document policies and procedures for Bureau personnel. Records are the detailed instructions on how to implement bureau policies and procedures. Record generally includes subject, procedure to be undertaken, policy that is to be put into effect, date effective, and the Chief's signature.

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- Division responsible for maintaining General Orders. Until superseded- All Precinct and Division Copies.
Record Copy? Yes

 

8013-04   General Orders - Working / Development Records

Series is created to update and develop general orders. Series is used during the revision process of the general order. Records include copies of old general orders, drafts, routing sheets, comments, feedback, response, research, memos, etc. Records include material developed to track projects.

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? Yes

 

8013-05   Special Orders

Series is created to document limited term policies and procedures. Series is generally used for one time or short term policies or procedures. Records are written policies that are limited in scope and generally cover housekeeping type issues. Examples may include time change payroll, cold/winter weather, etc.

Retention: Retain as needed.
Record Copy? Yes

 

8013-06   Planning and Support Division Project Records

Series is created to support personnel in decisions and assessments of policy. Series is used to answer specific questions generally about criminal activity. Project records include the work request (starting purpose of request and what individual wants, name of requester, date received, due date, etc.), surveys, analysis, maps, program information, summary date, copy of data given to requester, working records, etc. Series also contains log books used to document projects. Examples include information compiled for reports, precinct maps, neighborhood association maps, etc.

Retention: 10 years- working records; Permanent- Reports.
Record Copy? Yes

 

8013-07   Special Project Records

Series is created to develop short term projects that are specific in nature. Series may be used to develop programs that will impact or bureau policies. Record is the report, recommendations, reference, correspondence, memos, working records, grants, 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: Permanent- Reports; Retain as needed- Working Records.
Record Copy? Yes

 

8013-08   On Site Visitation Records

Series is created to explain Police Bureau community policing. Series is used by the bureau to facility outside agency visits. Records include itineraries, resource material developed by bureau, correspondence, and other documents related to community policing. Series may include on site visitation arranges for other purposes.

Retention: Retain as needed
Record Copy? Yes