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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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6213 LOSS CONTROL

6213-01   Loss Control Data System (LCDS)

Series is used to summarize and track loss control and safety issues. Computer database is used to track work, inspections and findings of safety and loss control issues.

Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.

Retention: 6 years
Record Copy? Yes

 

6213-02   Accident Investigation Records

Series is used to document and investigate accidents concerning Bureau of Maintenance personnel or equipment. Records include non-medical information, injury accident, fleet and general liability and investigation reports. Record may include photos, messages, memos, notes, testimony, etc.

Retention: If claim filed, transfer files to Risk Management.  If no claim filed, retain 3 years.
Record Copy? Yes

 

6213-03   Quarterly Inspection Records

Records are used to document quarterly inspections done on bureau operations by the safety committee. Record is the check list developed and used to document safety concerns.

Retention: 5 years
Record Copy? Yes

 

6213-04   Report of Unsafe Conditions

Series is used to document areas of concern regarding workers safety. Record is a report that identifies potential problems regarding safety issues raised by employees. Record contains description of problem, date time and solution (if any).

Retention: 5 years
Record Copy? Yes

 

6213-05   Safety Committee Minutes

Records are used to document discussions regarding safety issues. Records are the summary minutes of the meeting and include date, time, place, those in attendance and topics discussed.

Retention: Permanent
Record Copy? Yes