4813-01   Rating Records (Rating Handbooks)

Series is used to provide rating agencies with information to establish ratings for City bond issues and rating reports provided by the various rating agencies.  It includes information on the bureau or agency, City of Portland, and area economic information.  Rating report includes information on scope of issues and rationale for the rating.

Retention: 3 years after final payment
Authority: OAR 166-200-0035[7]
Confidential? No
Vital Record?       
Record Copy? Yes

4813-02   Official Statements

(Note: records are no longer being added to this series, but existing records will be retained permanently) Records are disclosure documents distributed to potential investors for each financing undertaken by the city.  Statement includes information on bond, description of bond, issuer of bond, and financial and economical information.

Retention: Permanent
Authority: OAR 166-200-0035[7]
Confidential? No
Vital Record?       
Record Copy? Yes

4813-03   Debt Issuance Transcript

Series is used to maintain record of each issue of bonds sold by the City.  Bound volumes include transcript certification, lease-purchase agreement, escrow agreement, specimen certificate, City proceedings and documents, issue price, certificate, receipt for certificates, preliminary official statement, final official statement, escrow agents’ documents, certificate of legal operation and closing memorandum.

Retention: Permanent
Authority: OAR 166-200-0035[7]
Confidential? No
Vital Record?       
Record Copy? Yes

4813-05   Bond Issue Development Records

Records are used to compile information prior to the issuance of a bond.  Records include meeting records, correspondence, notes, analysis, working documents and other information used in the development of a bond issue.

Retention: 5 years after issue or 3 years after annual audit report, whichever is longer.
Authority: OAR 166-200-0035(8) 
Confidential? No
Vital Record?       
Record Copy? Yes

4813-06   Bond Compliance Records

Records are created to document arbitrage rebate requirements.  Records are used for payment of rebates on bond interest as defined in the US Tax Code.  Records include computer analysis and summary of rebate calculations.  Records are used to file report every five years.

Retention: Permanent
Authority: OAR 166-200-0035[7]
Confidential? No
Vital Record?       
Record Copy? Yes