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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

8018 OPERATIONS SUPPORT UNIT

8018-01   Complaint Signer Records

Series is created to prepare complaints to be filed on misdemeanor complaints and cases. Series is used to ensure that reports are accurate and ready for the District Attorney to file charges. Series is also used to provide statistical information. Series includes copies of reports, investigative material, statements and other records used by the complaint signer to sign the complaint.

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? District Attorney

 

8018-02   Telephone Work Log

Series used to document telephone contact with citizens. Series is created to show attempts to contact individuals who are reporting crimes to the telephone report unit. Log contains time of call, contact information, type of crime reported, disposition, caller's name, phone number, etc.

Retention: 6 months
Record Copy? Yes

 

8018-03   Exclusion Records

Series is created to assist complaint signer in determining which individuals have been excluded from areas under city ordinances and agreements. Series is primarily used for the enforcement of Drug Free and Prostitution Free Zones. Series consists of agreements and lists of persons excluded under city ordinances from being in certain areas. Records may include name and personal information, reason for exclusion, date, copy of agreement, city code or ordinance, and other related data. Series includes tracking systems created for drug free zone, prostitution free zones, trespass agreements, 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: 3 years
Record Copy? Yes

 

8018-04   Suspended License Packets

Series is used by officers to prove to the court that a defendant has a suspended driver's license. Series is used by the officer before the court to prove that a driver is driving while suspended. Records include copies of suspension orders, copies of correspondence from courts and Department of Motor Vehicles (DMV), printouts, and other records obtained for the purposes of proving that a driver's license has been suspended.

Retention: Retain until case has been heard before the court
Record Copy? No 
Where? Courts and DMV

 

8018-05   Court Coordinator Records - Approved Overtime

Series is created to track the appearance of officers going to court and to approve overtime hours for appearances before the court and grand jury. Series is used to coordinate officer's schedules and to assure that they appear at the right time. Records include name, date, court, case information, and other information needed to ensure that officers appear at court. Series also includes copies of time sheets and court dockets used to verify hours that the officer is scheduled to work or be paid for.

Retention: 4 years
Record Copy? Yes