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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


7214-01   Parks Publicity Records

Series is created to document the public relations events and other activities that result in public attention and support for programs, parks and facilities. Record includes photographs, news clippings, promotional material, newsletters, brochures, announcements, etc.

Retention: 10 years. Destruction of photographs is subject to archival review by Record Management Division.
Record Copy? Yes


7214-02   Program Guides

Series is created to document programs offered on a quarterly basis. Series is used to provide information to the public about classes and programs. Record includes copies of activity schedules and program books. Information includes name of program, age level program intended for, description of program, instructor, date and location of program, costs, general information, etc. Series includes "the BIG Guide", and program books created for community centers and other activities.

Retention: Permanent
Record Copy? Yes


7214-03   Media/Publications Project Records

Series is created to document special projects and publications undertaken by the public affairs staff. Series is used as a reference to monitor past projects undertaken. Record includes procedures and guidelines for special events, and copies of pamphlets, brochures, posters, and promotional material.

Retention: 10 years
Record Copy? Yes


7214-04   Special Project Records-Graphics

Records contain original art work, graphics and logos that are created as part of the special project records. Series is used to produce the project records or may be used as a production mockup of a specific project. Records include logos, flyers, art work and may contain production material used to produce brochures, posters, banners, magnets, pencils, pens, T-shirts, etc. Series may contain the camera ready copy, proof documents, original art work, oversized documents and material and other information from publications that are likely to be reproduced.

Retention: 5 years or end of program.
Record Copy? Yes


7214-05   Marketing Research Records

Series is created to track the opinions of the public on programs and other issues that affect the Bureau of Parks and Recreation. Series is used to document how the parks bureau is doing and how programs are being received. Records contain public opinion polls and surveys, focus groups, interviews, results, questions, comments, trend analysis and other data gathered to ascertain public opinion.

Retention: 10 years. Keep other copies 5 years or as needed.
Record Copy? Yes