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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

8701 LIABILITY

8701-01    Liability Claim Records                      

Series is used for documentation of claims against the city, including tort claims filed against the city on a fiscal year basis.  Series includes claims for property damage and/or bodily injury.  Information includes correspondence, accident reports, Claims Committee Obligation forms and legal documents.  This series also includes incident or accident reports for which a claim is never filed.

Retention: (A) If claim filed, retain 10 years after case closed, dismissed, or date of last action; (B) If no claim filed, retain 3 years; (C) Minor claims: retain 10 years after claimant reaches age of majority or 10 years after date of last action, whichever is longer
Authority: OAR 166-200-0140(8); 166-200-0140(6)
Confidential? Yes – Consult City Attorney's Office for assistance before releasing information
Vital Record? Yes
Record Copy? Yes

 

8701-02   Subrogation Records

Series documents compensation made to the City for damage done to City property by private citizens, corporations, and other public agencies.  Series also documents the collection of compensation.  Series includes police reports, bureau repair invoices, description of occurrence, and form correspondence between Risk Management and private citizens.

Retention: If there is no litigation retain 3 years after last action; if there is litigation, transfer to City Attorney General/Tort Litigation records
Authority: OAR 166-200-0140 (11)
Confidential? No
Vital Record? Yes
Record Copy? Yes

 

8701-03   Civil Rights, Equal Employment Opportunity and Oregon Bureau of Labor and Industries Complaints

Series documents investigation of civil rights, EEO and BOLI complaints.  Series includes copies of employee personnel files, Risk Management interviews with employee, summary bureau report, and Risk Management findings.

Retention: 35 years after separation
Authority: OAR 166-200-0020(1); OAR 166-200-0090 (11)
Confidential? Consult City Attorney's Office for assistance before releasing information
Vital Record? No
Record Copy? Yes