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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

6211 FACILITIES AND EQUIPMENT

6211-01   Vehicle and Equipment Inventories

Series is used to track the inventory of equipment and vehicles. Records identify the equipment/vehicle, city number, location of equipment, cost information and date purchased.

Retention: Until superseded
Record Copy? Yes

 

6211-02   Vehicle and Equipment Warranties

Series is used to document and track the warranties on new equipment and vehicles. Series includes the agreement stating coverage or replacement of equipment. Also includes information on purchase and delivery information.

Retention: 1 year after expiration.
Record Copy? Yes

 

6211-03   Maintenance Yards Records

Series is used to document the facilities operated by the Bureau of Maintenance. Record includes drawings, blue prints, maps and other documentation that details that facilities, maintenance yards and lots used and run by maintenance crews.

Retention: Permanent
Record Copy? Yes

 

6211-04   Parts and Tools Inventory

Series is used to document and track parts used to repair equipment and tools used by Bureau of Maintenance personnel. Records contain part/tool name, part/tool number, vendor, amount paid, etc. Tool may also include the account or capital number.

Retention: Until superseded
Record Copy? Yes

 

6211-05   Fuel Usage Records

Series is used to track fuel usage for Bureau equipment and vehicles. Record is a monthly report from Fleet Management that shows fuel usage. Record contains date, equipment or vehicle receiving fuel, amount of fuel, and type of fuel.

Retention: 1 year
Record Copy? No 
Where? Fleet Management (5408-01)

 

6211-06   Vehicle and Equipment Specifications

Series is used to track specifications of automobiles, trucks and other equipment. Records are also used to prepare future specifications of equipment that is to be used with or is similar to currently owned equipment. Series is a copy of the purchasing specifications, technical manuals, operating manuals and maintenance manuals.

Retention: Until superseded
Record Copy? Yes

 

6211-07   Equipment Repair Records

Series is used to document repairs and maintenance on bureau owned equipment. Records include copies of work orders and work performed by outside vendors.

Retention: 3 years
Record Copy? No 
Where? Fleet Management (5408-06)

 

6211-08   Underground Storage Tank (UST) Records

Series is used to document locations, licensing, inspection and removal of city owned underground storage tanks. Records contain map, location information, information about the tank, information on storage, copy of license, inspection information and reports, and action taken.

Retention: Permanent
Record Copy? Yes