1800 SW 6th Ave, Suite 550, Portland, OR 97201
Office of Record – the bureau or office responsible for maintaining the City’s record copy for the entire retention period.
Public Record – For the purposes of retention a public record is defined by Oregon Revised Statutes (ORS) 192.005(5):
(5) "Public record"
(a) Means any information that:
(A) Is prepared, owned, used or retained by a state agency or political subdivision;
(B) Relates to an activity, transaction or function of a state agency or political subdivision;
(C) Is necessary to satisfy the fiscal, legal, administrative or historical policies, requirements or needs of the state agency or political subdivision.
Record Copy – the single copy of a document, often the original, which is designated as the official copy to be preserved for the entire retention period.
Record Series – The individual categories in the records retention schedule. Each category represents a collection of files, documents or electronically stored information kept together (either physically or intellectually) because it relates to a particular subject or function, results from the same activity, documents a specific type of transaction or has some other relationship arising out of its creation, receipt, maintenance, or use.
Records Management – the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records (ISO 15489-1:2001)
Retention Period – The length of time a record must be kept to meet the City's administrative, fiscal, legal, or historical requirements.
Vital Records – records which are essential to the continued functioning or reconstitution of an agency during and after an emergency; and also those records which are essential to protect the rights and interests of that agency and of the individuals directly affected by its actions.