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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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8823 Information Services

8823-01   Network Access Records

Series is used to document the configuration and authorization for network services. Series is created to document access rights and network configuration for Bureau information systems. Records include user information and hardware and software requests. Series may include printer setup requests, requests to access specific programs, GRUMP (Group Resource and User Management Person) approval for access to programs, user names/passwords, work groups, directories, etc. Records include termination rights and documentation of date and who made network changes. Series includes PC inventories and reports to document network configurations.

Retention: Retain as needed or until superseded.
Record Copy? Yes


8823-02   Technical System Information Records

Series is created to document the use of technical systems in the Bureau. Series is used to document the type of computers and programs used by the bureau. Records include software and hardware requirements, general descriptive information about the program, contact names, system names, user information, back up data, estimated number of users, locations, etc.

Retention: Until superseded
Record Copy? Yes


8823-03   Problem Log

Series is used to track calls for services on information systems. Records are created at the help desk when bureau users call for assistance with a specific problem. Record is a log that includes date and time of call, caller's name, location of problem type of problem, description of problem, who it was referred to, resolution date, and comments/description about resolution. Series includes reports generated to follow problems that are reoccurring or have not been solved.

Retention: 1 year or resolution of problem, whichever is longer.
Record Copy? Yes