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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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9608-01   Property Records

Series is created to track easements, property rights and property owned by the City. Series is the working records used to record the property documents. Records include correspondence, easements, ordinances, appraisals and other related material.

Retention: Permanent
Record Copy? No 
Where? County Recorder and City Auditor


9608-02   Water Rights Records

Series is used to document the right to take water from well and surface sources. Series is created to document what rights the City has to take water for municipal use. Records include legal documents, correspondence, permits, ordinances, use reports, water rights certificates and other related material.

Retention: Permanent
Record Copy? No 
Where? State Water Resources Department


9608-03   Property Database

Series is used as a reference and index to track source material in the Property Records. Series includes location, interest in property, recording information, ordinance information, site name/water bureau name, county parcel number, county tax identification number, and other related data.

Retention: Until superseded
Record Copy? Yes


9608-04   Property Management Records

Series is used to manage and maintain property owned by the city. Series is created to ensure that specific site issues are addressed, investigated and managed by the Bureau. Series is used to document the city effort to be a "good neighbor". Records include correspondence, management plans, photographs, site plans, photographs and other records documenting neighborhood issues and concerns. Examples of property management records include records documenting planning and zoning, fencing, lighting, surplus property, etc. Records include recently annexed property that the City has acquired and is exploring the continued use of the property.

Retention: 10 years or as needed, whichever is longer. Material of continuing value should be brought forward annually.
Record Copy? Yes


9608-05   Survey Monitoring Records

Records are created by the Bureau to survey and monitor specific projects and areas that may show changes over time. Records include survey notes, control movement data, and other related survey records. Examples of monitoring records include ditch camp monitoring, hydro monitoring and surveys undertaken for non-project work.

Retention: Retain as needed. All material is turned over to the requester of the survey. Material should be incorporated into appropriate records series.
Record Copy? Yes