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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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8022 PRECINCTS - SPECIAL UNITS

8022-01   Special Program Records

Series is used to document the procedures, selection and training for special units within the Police Bureau. Series is used by the units to administer programs. Records include policy and procedures manuals, training required for officers or animals, selection records for team members, etc. Series includes records created for the mounted patrol, canine (K-9) unit, Special Emergency Response Team (SERT), Explosive Disposal Unit (EDU), hostage negotiation team, and other similar programs.

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- Policy Manuals. Keep one copy of manual after it has been superseded; Team Selection Records- see Hiring Records 1004-07.
Record Copy? Yes

 

8022-02   Canine Records

Series is the records documenting the dogs that are involved in the City Canine (K-9) unit. Series is used by the handler to maintain historical information about the dogs. Records include data about how he came into the program, training information, capture lists, tracking reports, photographs, veterinarian information and other records specific to an individual dog.

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. Information kept by handler through service of dog. Records should be transferred to Canine Unit upon separation of dog from department.
Record Copy? Yes

 

8022-03   Bite/Contact Log

Series is created to document dog bites to and contact with suspects who have tried to elude capture by the canine units. Record includes information such as date, name of dog and handler, suspect name, brief description of how contact/bite took place, location of contact/bite, etc. Some records may include photographs of bites.

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
Record Copy? Yes

 

8022-04   K-9 Capture Log

Series is created to document the use of canines to capture suspects. Log contains, date, time, location, name of suspect, race of suspect, date of birth, reason for call, charge, type of activity undertaken by the dog (tracking, search, guard, etc.), capture number, custody number and other related information. Information since 1993 is kept on computer.

Retention: 6 years after dog leaves the program
Record Copy? Yes

 

8022-05   Horse Records

Series is used to track information about the horses in the Mounted Patrol Program. Series contains information about each of the horses. Record includes purchase records, tacking information, property identification number, contracts, correspondence, animal information sheet, veterinarian records, etc.

Retention: 5 years after horse leaves program
Record Copy? Yes

 

8022-06   Stable Attendant Records

Series is used to track medical and other information about the horses. Series is created to ensure that horses are properly cared for. Records include information on condition of horse, medical problems, prescriptions, vaccination schedules, shoeing schedules and other information about the horse such as type of food and how he likes it, etc.

Retention: Retain as long as horse is in program. Transfer pertinent information to Horse Records (8022-05) when horse is retired.
Record Copy? Yes

 

8022-07   Mounted Patrol Activity Log

Series is used to track the activity of the mounted patrol. Series is created to show arrests and activities of the mounted patrol. Log includes date, name, charge, location and other related information.

Retention: 21 years- Annual Summary; 5 years- monthly and daily summaries; Retain as needed- Logs and other records.
Record Copy? No 
Where? Records