Series is created in response to a sewer maintenance or customer complaint to research issues and determine whether a problem exists.  Series is used to document investigations and resolutions (if any) to problems. Records may include copy of complaint, summary of problem, investigation results, solutions, calculations, design material, notes, correspondence, memos, maps, photographs, detail drawings, field notes, sketches, cost estimates, and other related documents.  Series includes jobs that are not assigned project numbers.

 

Confidential?  No                     Vital Record?   No

Record Copy?  Yes                 

 

RETENTION:  Permanent

 

Authority: OAR 166-200-0120 (3); OAR 166-200-0110 (11)

 

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Series is used to document sewer connections.  Records have been maintained electronically since 1987.

 

Confidential?  No                     Vital Record?  Yes

Record Copy?  Yes                 

 

RETENTION:  Permanent

 

Authority: OAR 166-200-0105 (5)

 

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Series is used to document individual property owners’ requests to locate sewer branches in the public right of way to property line.  Records include site plans, correspondence, relocation logs, questionnaires, certified mailing certificates, location forms, and other related records.

 

Confidential?  No                     Vital Record?  Yes

Record Copy? Yes                 

 

RETENTION:  Permanent

 

Authority: OAR 166-200-0105 (5); OAR 166-200-0110 (21)

 

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Series is created to control and track the maintenance and repair activities of the wastewater collection system.  It is used to maintain the inventory of the lines, manholes, service lines, and storm inlets; schedule preventive maintenance; maintain a history of activities; and track customer service requests.  Record includes asset location, inventory, work completed, who did it and other related data.

 

 

Confidential?  No                     Vital Record?  Yes

Record Copy?  Yes                 

 

RETENTION: 5 years after disposal, sale or replacement of equipment or asset

 

Authority: OAR 166-200-0110 (12)

 

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Series is used as a reference to track information about outfalls and is created to keep information about outfalls in a single easily used location.  Records include outfall locations, outfall numbers, elevations, inspection data, photographs, maps, pipe size, slope, and other related data.

 

Confidential?  No                                 Vital Record?  No

Record Copy?  No (Record copy part of  8807-04)

                                                           

RETENTION:  Until obsolete or superseded

 

Authority: N/A (not record copy)

 

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Series is created to track weekly inspections of diversions.  It is used to document inspections per Department of Environmental Quality (DEQ) Amended Stipulation and Final Order (ASFO) and to insure that diversions are working properly.  Record includes inspection sheet that notes diversion number, node, location information, outfall, inspection data, inspectors’ name, weather information and other related data and comments.

 

Confidential?  No                                 Vital Record?  Yes

Record Copy?  Yes                               

 

RETENTION:  Until 12/31/2013 or 2 years after inspection, whichever is longer

 

Authority: OAR 166-200-0110 (12)

 

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Series is created to provide a visual record of sewer conditions.  Series is used to visually document the condition of sewer pipes to assess need for reconstruction or as supportive data for litigation.  Records consist of video images of existing sewer systems showing the interior of pipe.

 

Confidential?  No                                 Vital Record?   No

Record Copy?  Yes                             

 

RETENTION: 1 year after information entered into maintenance tracking system (Hansen), or when issue resolved, whichever is longer.

 

Authority: OAR 166-200-0110 (14)

 

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Series is used to identify sewer backup problems and to log incidents.  Record contains address, legal description, date of occurrence, record of participation in backflow program and other related records.

 

Confidential?  No                     Vital Record?  No

Record Copy?  Yes                 

 

RETENTION:  Permanent

 

Authority: OAR 166-200-0110 (12)

 

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Series is created to document the administration and operation of the Sediment Management Program.  Series is used to document environmental protection measures taken to ensure that sediment is managed and disposed of appropriately in accordance with applicable guidelines such as those issued by the Department of Environmental Quality (DEQ) and the Environmental Protection Agency (EPA).  Records include environmental protection documents, program activity and program planning documents. 

 

Confidential?    No                   Vital Record?  No       

Record Copy? Yes                  

 

RETENTION:

(A) Records documenting environmental protection measures taken - Permanent

(B) Program activity documents - 5 years

                                                                                     

Authority:  OAR 166-200-0120 (9); 166-200-0120 (11)

 

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Series documents the steps taken to monitor and control vector species, such as rats and mosquitoes, harbored in the City’s wastewater and stormwater collection and treatment facilities to avoid public health and nuisance impacts to the public.  Records consist of copies of IGAs and contracts, program documents, correspondence and other related records.  The record copy of IGAs and contracts is maintained in the Auditor’s office. 

 

Confidential?    No                   Vital Record?   No

Record Copy? Yes (except for what is maintained by Auditor’s Office)            

 

RETENTION: 5 years; retain copies of IGAs and contracts as needed                               

 

Authority: OAR 166-200-0120 (11)

 

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Series documents the accidental spill and subsequent clean-up of potentially hazardous stormwater residual materials to City of Portland stormwater and sanitary collection systems.  Records document the management and response of clean-ups for the unlikely occurrence of such accidents in accordance with applicable standards.  Included are lab reports, certifications, and purchasing records as necessary.

Confidential?    No                   Vital Record?   No

Record Copy?  Yes                 

 

RETENTION: 

(A) Records documenting specific clean-ups - Permanent

(B) Purchasing and other documents of an administrative nature -5 years                       

 

Authority: OAR 166-200-0010 (11); 166-200-0120 (11)

 

 

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Series documents the procedures for the collection and disposal of stormwater residuals removed from the City of Portland stormwater management facilities, including treatment of liquid waste removed from those materials prior to its release into the sanitary system.  Records consist of documentation and explication of procedures as well as changes in those procedures.

Confidential?    No                   Vital Record?   No

Record Copy? Yes                  

 

RETENTION:  Permanent

 

Authority: OAR 166-200-0120 (11)

 

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Series documents the research and development activities of the Sediment Management Program.  Records document the research activities undertaken by the City to determine how best to manage wastes removed from contaminated sites.  Information derived from data is used to drive the long-range plans of the program.   Records consist of lab results and data, methods used and other records documenting the research performed by the Sediment Management staff. 

 

Confidential?    No                   Vital Record?   Yes

Record Copy?  Yes                 

 

RETENTION:  20 years

 

Authority:  OAR 166-200-0120 (11)