PortlandOnline

POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Environmental Services
8807 Wastewater Group - Maintenance Engineering

8807‑01    WG, Sewer Maintenance Job Records  
 
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)
 
*********************************************
 
8807‑02    WG, Maintenance Notes/Sewer Connection Records
 
Series is used to document sewer connections.  Records have been maintained electronically since 1987.
 
Confidential?  No                     Vital Record?  Yes
Record Copy?  Yes                 
 
RETENTION:  Permanent
 
 
                                                    *********************************************
 
8807‑03    WG, Branch Location Books   
 
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)
 
                                                      *********************************************
 
8807‑04    WG, Collections Systems Maintenance and Management Records (Hansen)
 
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)
 
*********************************************
8807‑05    WG, Outfall Data 
 
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)
 
************************************
 
8807‑06    WG, Diversion Inspection Records
 
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)
 
********************************************
 
8807‑08    WG, Video Records of Sewer Conditions
 
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)
 
********************************************
 
8807‑09    WG, Flooded Basement Log
 
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)
 
*********************************************
 
8807-11     WG, Collection System Sediment Management Program Records
 
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)
 
***********************************
8807-12     WG, Vector Control       
 
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)
 
***********************************

8807-13     WG, Spill Clean Up and Response Records
 
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                       
 
 
 
***********************************
 
8807-14     WG, Sediment Decant Wastewater Pre-Treatment Records
 
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)
 
***********************************
 
8807-15     WG, Collection System Sediment Management Monitoring Records
 
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)

Contact Information
Archives & Records
1800 SW 6th Ave, Suite 550
Portland, OR 97201
phone: 503-865-4100 (new)

 

Table of Contents
8801 Customer Services
8802 Environmental Compliance
8803 Solid Waste & Recycling
8804 Wastewater Group - Engineering Support
8805 Development Assistance
8806 Engineering / Projects
8807 Wastewater Group - Maintenance Engineering
8808 Public Involvement
8809 Material Testing Lab
8810 Mid County Office
8811 Source Control
8812 Spill Protection and Response
8813 Environmental Monitoring / Investigations
8814 Hazardous Site Management
8815 Pollution Control Lab
8816 Surfacewater Management
8817 Modeling
8818 Data Acquistions
8819 Downspout Disconnection
8820 Financial Planning
8821 Administration
8822 Communications
8823 Information Services
8824 MWESB (Minority, Women, Emerging Small Business)
8825 - Watershed Services
9401 Wastewater Group - Operations
9402 Wastewater Group - Maintenance
9403 Wastewater Group - Maintenance Support
9404 Wastewater Group - Biosolids & Residuals Management
9406 Wastewater Group - Safety
9407 Wastewater Group - Facilities Management
9408 Wastewater Group - Regulatory Compliance
Questions & Comments
If you have any questions or comments, please contact our site administrator.