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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

More Contact Info

2012 Records Management

2012-01   Archival Descriptive Records

Series is created to document archival/permanent holdings. Series is used to retrieve information from archives for use by archival patrons. Records include series schedule number, series/folder title, detailed descriptive information, location, and other similar information. Series also includes inventories for maps, plans, photographs, unprocessed boxes, etc. Series may include some agency administrative histories.

Retention: Until superseded
Record Copy? Yes


2012-02   Information Request Records

Series is created to document requests for information from the records center and archives. Series is used for statistical purposes to track work done by staff and to track what records have been checked out to other users. Record includes name of requester, organization, address, description of request, location of item requested, action taken, date of request, follow up information, etc.

Retention: 5 years
Record Copy? Yes


2012-03   Records Activity Notice

Series is used to document the transfer of records to the Records Division. Series is created by the transferring agency to document records sent to SPARC for storage. Series is used by Division staff to create the comprehensive shelf list Records include schedule number, series title, date range, box number, box title, shelf location, name of agency transferring boxes, etc.

Retention: 20 years
Record Copy? Yes


2012-04   Comprehensive Shelf List

Series is created to track and locate records held in the Stanley Parr Archives and Records Center (SPARC). Records document shelf location, schedule number, series title, date range, box number, box title, comments, disposition, etc. Series may include detailed information on contents of boxes. Series includes lists and databases created to track microfilm, maps, plans, etc.

Retention: Until superseded
Record Copy? Yes


2012-06   Records Retention Schedules

Series is created to document retention schedules developed by the City and approved by the State Archives. Series sets the policy on records retention and disposition. Series is used to keep and maintain records per ORS 192 and  OAR 166 and to document that proper procedures were followed in obtaining records schedule approvals. Records include copies of State Retention schedule, signature and copies of correspondence between City and State Archives.

Retention: 5 years after superseded
: OAR 166-200-0060(10)(b)

2012-09   City Official Index

Series is an alphabetical index of mayors, commissioners and other city officials. Series is created as a reference to dates in office. Records include information such as name, office held, dates in office and special circumstances.

Retention: Permanent
Record Copy? Yes


2012-10   Records Destruction Notices

Series is created to document records eligible for destruction. Series is used to notify bureaus of impending destructions. Records include destruction memo, copy of shelf list with records eligible to be destroyed, signature of official approving destruction and date records destroyed. Series is maintained with Records Activity Notices.

Retention: Permanent. Combine with Record Activity Notices (2012-03).
Record Copy? Yes

2012-11   Patron Registration Records

Series is created to register researchers and explain rules for archival use. Records include name, address, phone, identification, research and use rules, date, signature and other related information.

Retention: 2 years
Record Copy? Yes


2012-30   Auditor's Historical Records

Series is used to gather historical reference information. The series documents records created by the city that belong to nonexistent records series and non-city records retained for their historical significance. Records include correspondence, studies, publications, photographs, maps, etc.

Retention: Permanent
Record Copy? Yes

2012-35   Collected Reports and Studies

Series is created as a reference file for reports and studies, not specifically generated by city agencies, collected for their relevance in regard to issues that effect the city government or provide enhancement to the current archival collection. Series may also include reports from defunct agencies or reports that cannot be assigned to a specific generating agency. Records include reports, studies, plans, budgets, etc. Series includes both published and non published material.

Retention: Permanent
Record Copy? Yes