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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

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8021 PROPERTY/EVIDENCE

8021-01   Evidence/Property Inventory System

Series is used to track evidence in police custody. Series is also created to track physical location of property/evidence and maintain the chain of custody record. Database includes receipt number, case number, type of property, owner information, incident, location, intake information, description of property, and other related data. Series also tracks custody to and from court and release information. Series is intended to eventually replace hard copy of property receipt 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: 10 years after last action
Record Copy? Yes

 

8021-02   Evidence/Property Receipt Records

Series is used to document property taken into custody by the Portland Police Bureau. Series is created to document the chain of custody for evidence and property and to ensure that it has been properly handled. Record is the property evidence receipt that contains receipt number, date, case number, type of property, owner information, incident, location, intake information, description of property, storage location, 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: 10 years after last action
Record Copy? Yes

 

8021-03   Evidence/Property Receipt Records - Homicide Cases

Series is used to document property involved in homicide cases taken into custody by the Portland Police Bureau. Series is created to document the chain of custody for evidence and property and to ensure that it has been properly handled. Record is the property evidence receipt that contains receipt number, date, case number, type of property, owner information, incident, location, intake information, description of property, storage location, 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: Permanent
Record Copy? Yes

 

8021-04   Evidence Destruction Records (Transfer Lists)

Series is used to document the destruction of evidence such as guns and drugs. Series include description of what was destroyed, case number, receipt number, destruction information, certification of destruction, and other related material. Series include guns transferred to Training Division.

Retention: 10 years after destruction- Weapons; 3 years after destruction- Drugs; 2 years after destruction- General Property.
Record Copy? Yes

 

8021-05   Property Release Records

Series is used to direct the release of property and money held by the Police Bureau. Series is created to inform the property division of the OK to release money, property and material. Records include date, case number, release to information, item, who it was released by, date released and other related data.

Retention: On release of property, transfer information to the Police Records Division and interfile in Police Incident Records (8016-01).
Record Copy? Yes

 

8021-06   Money Release Records

Series is used to identify money that has been taken into custody by the Police Bureau. Series is used to track money and assure that it has been deposited to trust accounts. Series includes receipt number, case number, amount, release name, fund deposited, deposit receipt, and other related records. Series includes payment authorization forms.

Retention: 2 years
Record Copy? No
Where? Police Bureau Fiscal Division

 

8021-07   Property Sale and Destruction Records

Series is used to document the sale of property. Series is used to dispose of property that has been seized, forfeited or is unclaimed. Series includes disposition form, property tag, inventories, correspondence, sales receipts and other records related to the sale of property. Examples include auctions, public sales, surplus property, state disposal forms, etc.

Retention: 5 years after last action
Record Copy? Yes

 

8021-08   Property Notification Records

Series is used to notify property owners that property is eligible to be released and must be picked up within 90 days. Record is the letter sent to property owner that identifies property eligible to be returned and explains procedures on how to reclaim property.

Retention: 120 days
Record Copy? No
Where? Police Incident Records (8016-01)

 

8021-09   Trace Forms

Series is used to advise officers and investigators of case status and is created to request a disposition of material. Records include date, receipt number, case number, copy of receipt, disposition information, and other related material.

Retention: Transfer to Police Records Division after release of property
Record Copy? Yes