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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

9103 STRATEGIC PLANNING/RESOURCES

9103-01   Transportation Management and Planning System (TMAPS) Records

Series is used to document and create policies for the Portland Office of Transportation (PDOT). Records are the policy analysis developed by staff and consultants on strategic transportation issues. Records document the strategic planning for projects. Records include information on operations, maintenance, repair and preservation, construction and expansion, financial analysis, policy, rank order and annual budget development. Records include consultant and internal reports.

Retention: Permanent- Reports; Retain as needed - Working Papers.
Record Copy? Yes

9103-02   Revenue Development Records

Series is used to develop background material on costs of services for elections. Series is project and special issue records developed in response to elections on transportation and annexation issues. Records include working papers, memos, research material, reports, computer printouts, etc.

Retention: 10 years
Record Copy? Yes

9103-03   Status Condition Report

Record is used to produce the annual report on the condition of infrastructure. Series is the working documents used to record the condition of infrastructure, history of projects and other information used to prepare the report. Record contains both text and spreadsheets.

Retention: Permanent- Report; 5 years or retain as needed, whichever is longer- Working Records.
Record Copy? Yes

9103-04   Citizen Complaint/Inquiry Records

Series is used to follow up citizens’ complaints and inquiries. Series generally concerns services promised regarding urban services and transportation issues. Records include correspondence to and from PDOT, meeting notes and resolution of issues.

Retention: 3 years. Keep permanent any records that define policy or decision making.
Record Copy? Yes

9103-05   Multnomah County Urban Services Records (City/County Agreement Records)

Records are used to document transportation and annexation issues agreed to under the City County Agreement. Series includes information on original agreement, annual transfers and city/county consolidation issues. Records include information on road transfers (number of miles, names, employees, equipment, and correspondence), annexations, and issues relating to city/county agreements. Records also include information on Hayden Island, bridges, west side pockets and eastside unincorporated areas.

Retention: Permanent
Record Copy? Yes

9103-06   Washington County Urban Services Records

Series is used to document urban services and transportation agreements and discussions with Washington County officials. Records set policy on specific issues (road transfers, urban services boundary, etc.) concerning the City and Washington County. Records include correspondence, agreements, maps and analysis of issues.

Retention: Permanent
Record Copy? Yes

9103-07   Clackamas County Urban Services Records

Series is used to document urban services and transportation agreements and discussions with Clackamas County officials. Records set policy on specific issues (road transfers, urban services boundary, etc.) concerning the City and Clackamas County. Records include correspondence, agreements, maps and analysis of issues.

Retention: Permanent
Record Copy? Yes

9103-08   Legislative Bill Records

Records are used as a reference file on bills that impact the Portland Department of Transportation (PDOT). Records are mainly state legislative bills but may include some federal legislation. Records are copies of bills, city testimony, fact sheets, correspondence, memos and other testimony concerning legislative bills.

Retention: Current session plus 3 sessions- city testimony, fact sheets and correspondence dealing with city policy; Current session plus one- all other records.
Record Copy? Yes

9103-09   Legislative Records on VAX

Series is used to document information developed concerning bills that impact Portland Department of Transportation (PDOT). Series is used to develop city positions on specific issues and analyze impact of proposed legislation. Records include fact sheets, correspondence and testimony developed by PDOT.

Retention: Current session plus 3 sessions
Record Copy? No 
Where? Bill records

 

9103-10   Special Project Records

Series is created to document city-wide projects and outreach efforts to increase interaction between City and the public. Series is used to document discussions of public issues. Records may also include notes, agreements, budgetary information, site maps, and correspondence. Records include pamphlets, brochures and other material (such as t-shirts) developed during for the special project. Examples of past projects include Earth Day, Bike Fest, Walk Your Talk, etc.

Retention: 1 year
Record Copy? Yes

 

9103-11 Media Project Records

Series is created at request of project managers or programs to develop and produce brochures, direct mail pieces and posters. Series is used to disburse information regarding transportation and land use issues. Records include pamphlets, brochures, posters, direst mail pieces and other material used to document transportation or land use programs.

Retention: Permanent- final printed copy; retain as needed- all drafts and other material.
Record Copy? Yes

 

9103-12 Media Release Records

Series is used to document announcements and activities regarding transportation issues. Records include copies of press releases sent to local media.

Retention: 1 year
Record Copy? Yes