8015-01   Volunteer Chaplain Records

Series is used to document award presentations and ceremonial activities. Records may include application, training information and other data related to the Volunteer Chaplain.

Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.

Retention: 7 years after leaving program
Record Copy? Yes

8015-02   Chaplain Counseling Records

Series is created to document counseling by the Chaplain for bureau employees and dependents. Series is used by the Chaplain to compile statistical information and to track and follow-up on problems and counseling action. Record includes personal data, problem, evaluation, recommendations, acceptance, referral info, etc.

Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.

Retention: 3 years after last action
Record Copy? Yes

8015-03   Employee Assistance Program Records

Series is created to track billing information for Police Bureau's EAP (Employee Assistance Program). Series is used to ensure that bills for referrals are paid and to see that employee doesn't exceed number of sessions that the city has agreed to pay for. Series includes referral number, patient number, session dates, session fees, accounting data and other material used to pay bill. Record may include copies of bills and include signatures of Chaplain and personnel to approve payment by fiscal section.

Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.

Retention: 6 years
Record Copy? Yes

8015-04   Disability Records - Personnel Files

Series is used as a reference to track disability claims filed with the pension board. Series is used by the disability coordinator to keep in contact with officers who are currently off on disability leave. Record may include copies of the disability in line of duty report, continued disability reports, attending physicians reports, recovery from disability report and other related records.

Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.

Retention: 1 year after last action
Record Copy? Yes 
Where? Fire and Police Disability and Retirement Board (2013-04).

8015-05   Disability Records - Minor Injuries

Series is created as a reference to track injuries that occur on the job. Series is used to track minor injuries and as a tool for developing injury prevention programs. Series may be used to determine if a particular officer is developing reoccurring injuries. Record may include copies of the disability in line of duty report, continued disability reports, attending physicians reports, recovery from disability report and other related records. Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.

Retention: Retain as needed.
Record Copy? No
Where? Fire and Police Disability and Retirement Board (2013-04)

8015-06   Limited Duty Records

Series is used as a reference to track employees who are on limited duty and jobs that can e filled by limited duty personnel. Records include copies of disability reports, physicians reports, continued activity reports and other related information.

Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.

Retention: Retain as needed
Record Copy? Yes