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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

9614 CONTROL CENTER

9614-01   ADAS (Automated Data Acquisition System) Records

Series is the computer program used to monitor certain wells within the well fields. The system is a distributed control system that allows the well system to be monitored according to set parameters. System contains information on flows, points, status, communications and other parameters needed to monitor the well fields. System includes analog (values such as levels) and digital (discrete status such as on/off/alarm) information. Records are used as part of the data acquisition process.

Retention: 10 years. Destruction of material is subject to review and approval of the City Attorney.
Record Copy? Yes

 

9614-02   Communications Summary Records

Series is used to document communications between the various water system sites and the control center. Record includes date, site, and communications status (errors, type of error, operational percentage, etc.).

Retention: 13 months
Record Copy? Yes

 

9614-03   Daily Operations Logs

Series is used to record daily alarms or events in water system. Series is created to determine sequence of events. Records is the computer printout of what happened and when. Record includes pumps turned on, alarms, intrusions, etc. Record contains date, time, point associated and short description.

Retention: 13 months
Record Copy? Yes

 

9614-04   Operational Status Reports

Series is used to document status on the operation of the water system. Series is used to analyze the water system and capture information from the Water Control Computer Systems. Records are reports that include date, status, type of operation, hourly averages, etc. Examples of reports include pump availability, instrumentation reports, call out reports, pump run time, etc.

Retention: Until superseded
Record Copy? Yes

 

9614-05   Operator's Console Log

Series is used to supplement the Daily Operations Log (9614-03). Series is created to document communications between shifts. Series is used by the operators to note conditions, demand level and status of the water system. Record includes conduit flows, system flows, meter readings, unusual conditions, etc.

Retention: 13 months
Record Copy? Yes

 

9614-06   SCADA (Supervisory Control and Data Acquisition) System Records

Series is the computer program used to operate the water system. SCADA is a distributed control system that allows the system to run remotely according to set parameters. System contains information on flows, points, status, communications and other parameters needed to run the water system. System includes analog (values such as levels) and digital (discrete status such as on/off/alarm) information.

Retention: 10 years- tape backup. Destruction of material is subject to review and approval of the City Attorney. Information is kept online for 13 months.
Record Copy? Yes

 

9614-07   System Analysis Records

Series is used to analyze system for future growth annexations and operational problems. Series is used to support engineers in planning design and project implementation. Records consist of analysis, reports, memos, correspondence, computer printouts, network models, maps, work records, testing results, findings, work orders, etc. Records include network analysis, hydrant flow and other flow tests.

Retention: Retain as needed
Record Copy? No 
Where? Requester

 

9614-08   Network Model Records

Series is created to run simulated tests on the water system. Series is used to support planning and analysis. Records are the computer models developed for planning design and operational problems.

Retention: Until superseded
Record Copy? Yes

 

9614-09   Forecast Monitoring (Hydrological) Records

Series is created to record forecast information that is gathered to help determine supply status and water demand. Records include weather forecasts, contracts with forecast services, graphs, reports, memos, etc. Examples include hydrologic flows, reservoir data, watershed stations, river data, climatological data and other similar records.

Retention: Permanent. Information is currently maintained on computer tape. Information on tape should be refreshed and brought forward on an annual basis. Bureau shall comply with requirements of OAR 166 Division 15. Assistance and questions should be directed to City of Portland Records Management Staff.
Record Copy? Yes