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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

6207 TRAFFIC MAINTENANCE

6207-01   Tri-Met Work Records

Series documents work done for Tri-Met and is used to bill Tri-Met for services. Record is the service request for work to be performed. Records include type of work requested, what done, when done and location.

Retention: 1 year
Record Copy? Yes

 

6207-02   Street Name Sign List

Series is the inventory of street names used in the sign production process. Series is the record of street names in the City of Portland. Record is a list of street names and geographic location.

Retention: Until superseded
Record Copy? Yes

 

6207-03   Sign Cost Records

Series is used to document sign costs. Records breakdown cost of materials. Records are a breakdown list of general materials used to manufacture signs and also includes the cost of signs that have already been manufactured.

Retention: Until superseded
Record Copy? Yes

 

6207-04   Sign Orders

Series is the order form used to document request for signs to be made. Record includes pertinent sign information regarding material, color, shape, size, who ordered sign, contact information and may include drawing of sign.

Retention: Retain as needed
Record Copy? Yes

 

6207-05   Daily Signal Response and Main Activity Log

Series is used to track any appearance by a city crew at a service site and what was done at the signalized intersection. Record documents action taken and is used to establish maintenance history. Record is a computer log documenting work undertaken, who did work, what done and when. Record is used to correct problems found during inspections, but original problem may be identified by traffic signal computer.

Retention: 2 years after signal equipment is permanently removed from service.
Record Copy? Yes

 

6207-06   Signal Inspection Records

Series is used to document inspections and regular maintenance on signalized intersections. Record includes location, intersection and when inspected.

Retention: 2 years after signal equipment permanently removed from service.
Record Copy? Yes

 

6207-07   Signal Relamp Records

Series is used to document relamping schedule for signals and school lamps. Record is part of the daily work plan and documents regular maintenance plan to relamp and replace lights in signals and school lamps.

Retention: Retain as needed
Record Copy? Yes

 

6207-08   Signal Wiring Records

Records are the wiring diagrams used for maintenance and installation of traffic control and lighting equipment and are used for locating underground cable locations and conduits. Records include schematics, diagrams and notes about wiring and electrical installations.

Retention: Until superseded
Record Copy? No 
Where? Bureau of Traffic Management or originating bureau

 

6207-09   Street Light System Records

Records are used to serve individual areas of the street lighting system. Series is related to help troubleshoot problems during outages. Records include wattage of system, control location, troubleshooting log and number of lights on system. Records may include diagrams, maps and other information pertaining to the individual lighting systems.

Retention: Until superseded
Record Copy? Yes

 

6207-10 Winter Maintenance Maps and Records - Routine Maintenance

Series is used by the crew leaders during winter months to check signage and pipe. Records document the condition of traffic signs currently in place. Records include maps, locations and notes on conditions of signs and posts.

Retention: Until superseded
Record Copy? Yes

 

6207-11   Pavement Marking Inventory Records

Series is used to track and document pavement markings on city streets. Record is a map which includes date inspected, changes made and date maintained for all pavement markings in the city.

Retention: Until superseded
Record Copy? Yes

 

6207-12   Pavement Marking Survey Records

Records are used to document work that needs to be completed or undertaken. Records are part of the Planning Standards. Records are the policy that determines what is to be done, condition, and type of product to be applied. Records currently document cold and hot plastic and striper applications.

Retention: Until superseded
Record Copy? Yes

 

6207-13   Meter Tracs Records

Series is used to track the maintenance history and the location of individual parking meters. Record is a computer system designed by the Duncan Meter Company. Series replace a system of bound volumes. Records include information on individual parking meters. Information includes meter number, electronic information, maintenance history, name of technician working on meter, amount of money received by meter, location of meter and other information about the history of the meter. Series also contains meter theft and damage reports.

Retention: 2 years
Record Copy? Yes

 

6207-14   Parking Meter Records

Series is created to track general information about city parking meters and is used to document meter specifications, purchase and use. Records include specifications, maps, service manuals, price sheets, purchasing information and inventory and stock information.

Retention: Life of meter or until superseded.
Record Copy? Yes

 

6207-15   Meter Key Checkout Records

Series is a list of the usage and location of meter keys used by technicians when working on parking meters. Record includes name, when checked out, when checked in, date, key number and district information.

Retention: 2 years
Record Copy? Yes

 

6207-16   Repair Cash Receipt Records

Series is used to track revenue emptied from parking meters during repair or maintenance. Series is created to document monies turned over to the collection company. Record is copy of the receipt given to the meter repair shop. Receipt includes amount of money turned over, date, and who received the monies.

Retention: 2 years
Record Copy? Yes