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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

9601 FINANCE/ACCOUNTING

9601-01   Project Financial Records

Series is used to document project costs and is created by staff engineers to track actual and final costs. Series is also used to track fixed assets. Records include project status reports, correspondence, applications for service, work orders, requisitions, payroll and equipment detail, stock requisitions, bureau charges (paving, testing, etc.), outside vendor billings and memos. Records may also include copies of ordinances and service records.

Retention: 10 years after completion- all records except Chargeable Work Ordinance Service Records; 3 years after completion- Chargeable Work and Ordinance Service Records.
Record Copy? Yes

 

9601-02   Fixed Assets Records

Series is summary information of project work in process and completed. Series is developed at the end of the fiscal year and becomes the basis for the Service Efforts and Accomplishments (SEA) report and the City Consolidated Annual Financial Report (CAFR). Series tracks what has been added to the infrastructure inventory. Records include questionnaires, fixed asset schedules, work papers, transactions, reports, size of service, costs of projects and types of service. Records document both dollar amounts and quantitative material. Fixed assets are currently tracked for meters, mains, hydrants, fountains, property, chargeable work, services, capital improvements (CIPs), and annexations.

Retention: Permanent
Record Copy? Yes

 

9601-03   Accounting Structure Change Records

Series is used to track changes made to IBIS activity codes. Records include memos, e-mail, requests to make changes, supporting documents, etc.

Retention: 3 years
Record Copy? Yes

 

9601-04   Project Tracking Reports - Group 3 Expenditures

Series is used to track charges against projects and as a summary of project costs. Record is a computer report that gives project number, description, current accounting period (AP) expenditures, and year to date expenditures. Report tracks projects, activities and equipment.

Retention: 5 years- Accounting Period 13; retain as needed, but no longer than 2 years all other reports.
Record Copy? Yes

 

9601-05   Bond Sale Records

Series is created to document bond sale information for specific projects and bond sales. Records include supporting documentation and copies of the prospectus.

Retention: Permanent
Record Copy? No
Where? 4813-02 and 4813-03

 

9601-06   Consumption Data Records

Series documents actual sales of water sold inside and outside of the district. Records include number of accounts, amount of water sold, amount of money made, accounts and sales.

Retention: Until superseded
Record Copy? Yes

 

9601-07   Wholesale Consumption Records

Series is used to summarize billing and working information on wholesale contracts. Series is used to compile and compare consumption. Background material is used to fix water rates. Records include calculations, working papers, supporting documentation, computer print outs, correspondence, etc.

Retention: Retain as needed
Record Copy? Yes

 

9601-08   Wholesale Contract Records

Series is created to document history of relationships with wholesale purchasers of Portland water. Series is primarily contracts and agreements with outside water districts and smaller water companies. Records include correspondence, contracts, legal information, newspaper clippings, and other working records.

Retention: Permanent- Legal Documents; 7 years after superseded- all other records.
Record Copy? No 
Where? Auditor (2009-03)

 

9601-09   Capitalized Overhead Records

Series is created for audit purposes and tracks total project costs. Series documents end product of overhead and indirect costs. Records are spread sheets of costs, activities, allocations, etc.

Retention: 2 years
Record Copy? Yes

 

9601-10   Rate Records

Series is the documentation of how the yearly water rates is set. Records include computer models, computer support records, working documents, council documents, ordinances, fixed assets reports, CIP requests, old financial plans, rate books, etc.

Retention: 5 years- Supporting Documents; Retain as needed- Rate Books.
Record Copy? Yes

 

9601-11   Bull Run Promotion Sales Records

Series are created to document items sold by bureau that have Bull Run logo. Records include requests and cash records for T-shirts, mugs, and other promotional items.

Retention: 2 years
Record Copy? Yes

 

9601-12   Water Bureau Payroll and Personnel Computer System

Series is the computer system designed to administer the payroll system for the Water Bureau. Series also tracks general information about employees. Record includes time slip totals, vacation and sick leave, rate differential, hours in specific job classification, PANs (Personnel Action Notifications), history, class information, etc.

Retention: Until superseded
Record Copy? Yes