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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

9607 EQUIPMENT AND TOOLS

9607-01   Equipment Records

Series is used to track specifications, purchase and use of automobiles, trucks and other equipment. Records are also created to prepare future specifications for equipment purchase. Records include copies of purchasing specifications, technical manuals, operating manuals, maintenance manuals, parts catalogs, purchase orders, etc.

Retention: Until superseded
Record Copy? Yes

 

9607-02   Fleet Sheets

Series is used to track the inventory of equipment and vehicles owned and operated by the bureau. Records identify the equipment/vehicle, vehicle identification number (VIN), year, make, model, city number, location of equipment, cost information, Responsibility Unit (RU) number, organization number, person responsible for vehicle, billing information, estimated cost, fleet standards information, date purchased and planned replacement. Records may also include vehicle registration and DEQ (Department of Environmental Quality) emission testing records.

Retention: Until superseded
Record Copy? Yes

 

9607-03   Vehicle and Equipment Specification Records

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Retention: Until superseded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

 

9607-04   Tool Records

Series is used to document tools, valued over $500, owned by the Water Bureau. The inventory includes information on the type of tool or equipment, manufacture, model, serial number, purchase information, purchase order number, replacement cost, physical location of tool or equipment, maintenance, repair, etc. Records include property inventory and tool use records.

Retention: Until superseded
Record Copy? Yes

 

9607-05   Replacement Request Records

Series is used to document requests for new vehicles and equipment. Records include copies of requests and justification for equipment replacement.

Retention: Retain as needed
Record Copy? Yes

 

9607-06   City Bid Records

Series is used to document City bids on construction jobs. The Water Bureau bids against private contractors on certain types of jobs. Records include costs, personnel, material costs, and other records used to prepare cost estimate and bid.

Retention: 2 years
Record Copy? Yes