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The City of Portland, Oregon

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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8807 Wastewater Group - Maintenance Engineering

8807‑01   WG, Sewer Maintenance Job Records  

Series is created in response to a sewer maintenance or customer complaint to research issues and determine whether a problem exists. Series is used to document investigations and resolutions (if any) to problems. Records may include copy of complaint, summary of problem, investigation results, solutions, calculations, design material, notes, correspondence, memos, maps, photographs, detail drawings, field notes, sketches, cost estimates, and other related documents. Series includes jobs that are not assigned project numbers.

(a) Records requiring engineering stamps, retain 2 years after life of structure;
(b) All other records, retain 2 years.
Record Copy? No
Confidential? No
Authority: OAR 166-200-0345(11); OAR 166-200-0345(13)
Vital Record? No


8807‑04   WG, Collections Systems Maintenance and Management Records (Hansen)

Series is created to control and track the maintenance and repair activities of the wastewater collection system.  It is used to maintain the inventory of the lines, manholes, service lines, and storm inlets; schedule preventive maintenance; maintain a history of activities; and track customer service requests.  Record includes asset location, inventory, work completed, who did it and other related data.

Retention: 5 years after disposal, sale or replacement of equipment or asset.
Record Copy? Yes  (Business Svcs)   
Confidential?  No
Authority: OAR 166-200-0345(13)
Vital Record? Yes


8807‑05   WG, Outfall Data 

Series is used as a reference to track information about outfalls and is created to keep information about outfalls in a single easily used location. Records include outfall locations, outfall numbers, elevations, inspection data, photographs, maps, pipe size, slope, and other related data.

Retention: Until obsolete or superseded
Record Copy? No (Record copy part of 8807-04)
Confidential? No
Authority: OAR 166-200-0380(7)
Vital Record? No  


8807‑08   WG, Video Records of Sewer Conditions

Series is created to provide a visual record of sewer conditions. Series is used to visually document the condition of sewer pipes to assess need for reconstruction or as supportive data for litigation. Records consist of video images of existing sewer systems showing the interior of pipe.

Retention: 1 year after information entered into maintenance tracking system (Hansen), or when issue resolved, whichever is longer.
Record Copy? Yes
Confidential? No
Authority: OAR 166-200-0345(16)(b)
Vital Record? No



8807-12   WG, Vector Control       

Series documents the steps taken to monitor and control vector species, such as rats and mosquitoes, harbored in the City’s wastewater and stormwater collection and treatment facilities to avoid public health and nuisance impacts to the public. Records consist of copies of IGAs and contracts, program documents, correspondence and other related records. The record copy of IGAs and contracts is maintained in the Auditor’s office.

Retention: 5 years; retain copies of IGAs and contracts as needed
Record Copy? see description   
Confidential? No
Authority: OAR 166-200-0360(7)(b)
Vital Record? No