8014-01 Employee Rosters 

Series is created to track assignments of police bureau employees. Series is used as reference of current assignments and emergency contact information for police bureau personnel. Rosters may include information about the officer such as name, rank, address, organization, Department of Public Safety Standards and Training (DPSST) number, seniority, class, status, assignment, date at current assignment, and other related data. Series includes Precinct Rosters.

Retention: 2 years
Authority: OAR 166-200-0400(2)
Confidential? Yes – personal contact information not to be shared outside of bureau
Vital Record? No
Record Copy? Yes

8014-02   Personnel Orders

Series is used to notify bureau personnel of transfers and promotions within the bureau. Records includes name, transfer information (where from and where to), shift changes, etc.

Retention: Permanent
Authority: OAR 166-200-0235(8)
Confidential? Yes
Vital Record? No
Record Copy? Yes

8014-03   Sealed Background Investigations – Sworn and Non-Sworn Positions – Hired 

Series consists of results of background investigations of applicants who are subsequently hired into sworn positions.  Records include correspondence, audio files, interview notes, copy of background report and other information.

Retention: 3 years after separation
Authority: OAR 166-200-0305(3)(b)
Confidential? Yes
Vital Record? No
Record Copy? Yes

8014-04(A)   Unsealed Background Investigations – Sworn Positions – Non-Hired 

Series consists of results of background investigations of applicants who applied for sworn positions but were not hired.  Records include correspondence, audio files, interview notes, copy of background report and other information.

Retention: 20 years
Authority: OAR 166-200-0305(3)(b)
Confidential? Yes
Vital Record? No
Record Copy? Yes

8014-04(B)   Unsealed Background Investigations – Non-Sworn Positions

Series consists of results of background investigations of individuals who applied for non-sworn positions.  Records include correspondence, audio files, interview notes, copy of background report and other information. 

Retention: 7 years
Authority: OAR 166-200-0305(3)(b)
Confidential? Yes
Vital Record? No
Record Copy? Yes

 8014-04(C)   Unsealed Background Investigations – Cadets and Reserve Officers

Series consists of results of background investigations of cadets and reserve officers..  Records include correspondence, audio files, interview notes, copy of background report and other information.

Retention: 20 years
Authority: OAR 166-200-0305(3)(b)
Confidential? Yes
Vital Record? No
Record Copy? Yes

8014-05   Background Investigations - Working Records 

Series is used to investigate the background of potential hires for sworn and non-sworn police personnel.  Series consists of the records compiled and used to finalize background reports.  Records include correspondence, audio tape/digitize recording, police reports, agency checks, and other records used to compile the final background report.

Retention: Until final report is issued.
Authority: OAR 166-200-0305(3)(b)
Confidential? Yes
Vital Record? No
Record Copy? Yes

8014-06   Background Investigations - Level One 

Series is used to investigate the background of potential hires for temporary, seasonal/casual, and contract employees of the Police Bureau as well as other City bureaus.  Series is the records compiled and used to final background report.  Records include waivers, background checks and other related data.

Retention: 90 days
Authority: OAR 166-200-0305(3)(b)
Confidential? Yes
Vital Record? Yes
Record Copy? Record copy to be retained by bureau requesting investigation

8014-07   Background Investigation Assignment Log 

Series is created by the division to assign background checks to the investigators.  Series is also used as a daily reference to check status of ongoing investigations.  Log includes name, date assigned, investigator and other related information.

Retention: Until superseded or obsolete
Authority: OAR 166-200-0305(3)(a)
Confidential? No
Vital Record? No
Record Copy? Yes

8014-09   Reserve Officers Records - Selected 

Series is the personnel record of reserve officers. Series is created to track information on individual reserve officers. Records include applications, personnel orders, evaluations, uniform records, concealed weapon/off duty weapons permit, badge number, Bureau on Public Safety Standards and Training (BPSST) information, recommendations, etc. 

Retention: 10 years after separation
Authority: OAR 166-200-0305(5)
Confidential? Yes
Vital Record? No
Record Copy? Yes

8014-10   Testing Records and Employment Applications 

Series is created to provide applicant information and test documentation. Series is used in the hiring process. Series includes copies of tests, employment applications, questions, materials list, testing records, job announcements, information on assessment centers, etc. Records include copies of promotional tests and new hire applications. Series also includes records used to develop tests.

Retention: 3 years after position filled or recruitment canceled.  Files need to be transferred to the PPB Personnel Division at the time the position is filled or the recruitment results in a no-hire.
Authority: OAR 166-200-0305(12)
Confidential? Yes
Vital Record? No
Record Copy? Yes

8014-12   Transfer Request Records 

Series is used to document request by personnel to transfer shifts and assignments. Records contain name of employee, date, identification number, classification, appointment date, assignment, transfer request, police bureau signatures, remarks and other related records.

Retention: 3 years after reassignment approved or denied
Authority: OAR 166-200-0305(12)
Confidential? Yes
Vital Record? No
Record Copy? Yes

8014-16   Cadet Records

Series is the personnel record of volunteer Police Cadets.

Retention: 10 years after separation
Authority: OAR 166-200-0305(15)
Confidential? Yes
Vital Record? No
Record Copy? Yes