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Archives & Records Management

Office of the City Auditor

phone: 503-865-4100


1800 SW 6th Ave, Suite 550, Portland, OR 97201

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9605-01   Backflow Database/Records

Series is used to track backflow prevention devices/values in the City of Portland. Series tracks inspection from installation to removal. Series is also used to generate backflow test, reminders, and final notice letters. Record is the computer database that contains name, address, location of valve, owner, installation date, party responsible for maintenance and inspection, etc. Database constitutes the inventory of backflow devices. Database only stores the results of last nine (9) backflow tests along with the original test data.

Retention: 5 years after permanent removal of backflow prevention device.
Record Copy? Yes


9605-02   Backflow Test Records

Series is created to document findings of tests on backflow devices. Information from record is entered into the Backflow Database. Series is a copy of the test report, name, address, testing company, findings, comments, date, pass/fail information, etc.

Retention: 5 years after permanent removal of backflow prevention device- initial inspection report; 5 years- test slips.
Record Copy? Yes


9605-03   State Health Division Backflow Reports

Series is used to generate reports for the State Health Division and shows information about the testing of backflow devices. Reports summarize data for number of backflow devices in the City, number tested, number of passes and fails, number of inspections, etc.

Retention: Retain as needed
Record Copy? Yes


9605-04   Regulatory Reports

Series is created to respond to state and federal requirements for clean water. Series documents steps undertaken to ensure compliance with the regulatory agencies. Records include monitoring procedures, monitoring notebooks, special monitoring requirements and copies of reports and summaries submitted to various federal and state agencies. Series includes applications for unfiltered water, sanitary survey report, variance and exception reports and other related data. Series includes corrective action taken, if required by regulating agency.

Retention: Permanent
Record Copy? Yes


9605-05   Regulatory Review Records

Series is created to document the development of rules and regulations concerning water quality and water rights issues. Records include correspondence, reports, draft rules, and other working documents.

Retention: 10 years
Record Copy? Yes


9605-06   Customer Notification Records

Series is created to inform the public about general issues and programs. Series documents what specific issues exist and are used to notify the public about specific issues. Records include informational brochures, regulatory brochures, correspondence and notification logs. Series maybe the notification to users on programs that effect water quality. Series includes groundwater notifications and other related program documents.

Retention: 10 years
Record Copy? Yes