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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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8703 LOSS PREVENTION

8703-01   Audiometric Test Records                 

Series used as historical documentation of results of employee hearing tests.  Noise above 85 decibels requires testing.  Series includes initial hearing tests, retests for hearing loss, training documentation, test equipment checkout, certification of calibration, and summary of test.

Retention: 75 years
Authority: OAR 166-200-0140 (5)
Confidential? Consult City Attorney's Office for assistance before releasing information
Vital Record? No
Record Copy? Yes

 

8703-02   Safety Programs: City-Wide Training Records

Series documents the development and implementation of safety training programs intended for city-wide distribution. Records may include training materials, class rosters, completion certificates, and instructor’s guide.  Note: Individual bureaus are responsible for maintaining bureau-specific safety training records (See General Schedule section 1010 Bureau Safety Records)

Retention: (A) Retain significant training program records 5 years; (B) Retain class enrollment and attendance records 2 years
Authority: OAR 166-200-0090 (19)
Confidential? No
Vital Record? No
Record Copy? Yes

 

8703-03   Noise Survey

Series identifies noise exposure in the workplace above 85 decibels.  Series includes memoranda summarizing the report and report from hearing conservation company that administered the survey.  Series also includes copies of individual medical records obtained from Bureau of Human Resources.

Retention: (A) Retain records documenting the formation or change of policy permanently; (B) Retain other records 5 years
Authority: OAR 166-200-0140 (12)
Confidential? Consult City Attorney's Office for assistance before releasing information
Vital Record? Yes
Record Copy? Yes

 

8703-05   Fleet Accident Review Board

Series is used to document actions of board on accidents involving city drivers.  A copy of board action is sent to employee.  Series includes driver’s name, date of accident, copy of accident report, and letter of board determination.

Retention: If there is no litigation retain 3 years; if there is litigation, transfer to City Attorney General/Tort Litigation records
Authority: OAR 166-200-0140 (1)
Confidential? No
Vital Record? No
Record Copy? Yes

 

8703-06   Safety Programs: Bureau Liaison Records

Series documents the advisory role that Risk Management plays in assisting city bureaus in developing and implementing loss prevention and safety plans, which may include providing statistical information, current industry technologies, and the establishment of loss prevention and safety benchmarks.  An annual report is created to highlight activities, accomplishments and recommendations.  

Note: Individual bureaus are responsible for maintaining bureau-specific safety program records (See General Schedule section 1010 Bureau Safety Records).  Transfer Annual Report to retention schedule 1000-01 Policy & Historical Records; any city-wide loss prevention or safety policies are to be incorporated into the Portland Policy Documents or BHR Administrative Rules.

Retention: A) Retain reports (other than annual reports), evaluations and recommendations 10 years; B) Retain other administrative records 5 years.
Authority: OAR 166-200-0140 (13)
Confidential? No
Vital Record? No
Record Copy? Yes