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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

6214 ADMINISTRATION

6214-01   Attendance Cards

Record summarizes employee activity for calendar year. Record includes employee name, classification, pay status, and comp time, vacation and sick leave accrual information. Record generally is filed in the bureau personnel file.

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 after separation.
Record Copy? Yes

 

6214-02   Out Of Class Hour Records

Series documents hours worked by employees out of their classification. Series is used to adjust pay rates during pay period, time of promotion and to track salary increases. Records include name of employee, regular class, higher class worked, total for pay period, and total hours worked to date. Report may include more than one class that an employee has worked.

Retention: 2 years
Record Copy? No 
Where? Attendance Card

 

6214-03   Overtime Report Records

Series is used to document overtime hours of the job classifications. Series is used equalize overtime between the job classifications. Record is the quarterly/monthly report mandated by union contract. Report includes information for each section on number of hours offered, number of hours worked and number of hours not available.

Retention: 2 years
Record Copy? Yes

 

6214-04   Emergency Call Out Lists

Series is used to notify Bureau of Maintenance personnel in the event of emergency conditions. Record includes employee name, phone number, section, and classification. 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Retention: Until superseded
Record Copy? Yes

 

6214-06   Employee Recognition Program Records

Series is used to document program that awards outstanding employee performance. Records include date, name of employee or section, award received, reason for award, and amount of award.

Retention: 2 years
Record Copy? Yes