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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules General Schedule
1004 PERSONNEL RECORDS

1004-01 BUREAU PERSONNEL FOLDERS

Series consists of individual employee files maintained within the bureau. Records are a convenience copy of the record copy held in the Bureau of Human Resources. Records consist of: individual’s application; personal information (non-medical); selection materials; promotions, demotions, transfers; salary information; performance evaluations; notifications of disciplinary action and termination of employment;  other records related to status, tenure and work history. Bureau employee files may contain additional information which is not maintained by BHR. Records containing medical information must be transferred to the Bureau of Human Resources.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       No
Where?               Bureau of Human Resources
 
RETENTION: Upon separation from city employment, transfer any remaining original documents to the Bureau of Human Resources.  Retain convenience copies 1 year after separation from city employment. Records should transfer with the employee if bureaus are changed. Follow guidelines for confidential destruction when disposing of personnel records.

1004-02 BUREAU AFFIRMATIVE ACTION/EQUAL EMPLOYMENT OPPORTUNITY RECORDS

Records are bureau copies documenting Affirmative Action/Equal Employment Opportunity actions. Records include the bureau copies of Affirmative Action/Equal Employment Opportunity reports filed with the Affirmative Action Office, copies of the quarterly status reports, regulations, manuals, current bureau policy and goals.
Record Copy? No
Where? Affirmative Action Office
RETENTION: Transfer policies, plans and updates to the Affirmative Action Office for permanent retention; Other records: 3 years.

1004-03 BUREAU COMPLAINT, GRIEVANCE, PERSONNEL ACTION AND APPEAL BACKGROUND RECORDS

Series consists of bureau background and investigatory materials related to reviewing, hearing, and disposing of employee- or employer-initiated complaints (including Affirmative Action/Equal Employment Opportunity), employee grievances, bureau-initiated disciplinary actions and appeals of adverse personnel actions and disciplinary measures. Documents are used and created within the agency in the course of investigating formal and/or informal complaints. Records consist of complaints, investigation reports, hearing transcripts or summaries, statements of witnesses and other related information.  These background and investigatory records are to be filed separately from Bureau Personnel Folders (1004-01).
 
Confidential?        Consult City Attorney’s Office for assistance before releasing information.
Vital record?         No
Record Copy?        No
Where?                Bureau of Human Resources
RETENTION:         Files to be transferred to BHR upon final resolution of issue  

1004-04 BUREAU DELEGATION AGREEMENT RECORDS

Series consists of bureau copies detailing exam responsibilities agreed upon between the Bureau of Human Resources and the hiring bureau. This agreement verifies the testing process in the individual bureaus. Records consist of copies of the agreement, documentation of the implementation of the exam process and records used to develop the eligibility lists. Records may also include applications, resumes, rating forms and other information gathered during the testing process.
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.
Record Copy? No
Where? Bureau of Human Resources
RETENTION: Transfer original documents to Bureau of Human Resources; Other records: 3 years

1004-05 BUREAU EMPLOYEE RELATIONS RECORDS

Records are bureau copies of general information concerning all city employees. Records include correspondence, memos, notices and general information relating to represented and non-represented employees.
Record Copy? No
RETENTION: Retain until superseded or obsolete

1004-07 BUREAU HIRING PROCESS RECORDS

Series consists of records that are created, maintained, or received by the bureau and used during the selection, interview and hiring process. Records document the internal hiring process for full time, part time, and temporary employees. Records consist of resumes, applications, educational background, employment and salary history, references, interview information score sheets, audio tapes and other hiring process 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.
Record Copy? Yes
RETENTION: Recruitment summary: 10 years (if not duplicated in BHR); Unsolicited applications and resumes: 3 months; Unsuccessful applications and other records: 3 years after position filled or recruitment cancelled.

1004-08 BUREAU POSITION DESCRIPTION RECORDS

Series provides information and material on job descriptions and job classifications. Records are a convenience copy and consist of position descriptions, responsibilities, experience, demands and working conditions. Series may also include bureau-specific job descriptions not found in BHR.
Record Copy? No
Where? Bureau of Human Resources
RETENTION: 3 years after obsolete

1004-09 BUREAU TRAINING COURSE RECORDS

Series documents training activities conducted by city bureaus for employees. Records include program descriptions, materials and plans, attendance records, correspondence and employee evaluations of training received. Note: records of individual training/certification received by employees – whether conducted by a City or outside entity – are to be transferred to the official employee personnel folder maintained by the Bureau of Human Resources.
 
Confidential?         No
Vital Record?        No
Record Copy?       Yes
 
RETENTION:        5 years
 
AUTHORITY:        OAR 166-200-0090 (19) (a)

1004-11 BUREAU TRAVEL RECORDS

Records pertain to employee travel on city business and document employee justification for city trips. Records include correspondence, requests, travel authorizations, itineraries and records maintained for accounting purposes. Series also include records of travel advances and expense statements.
Record Copy? No
Where? Office of Management & Finance
RETENTION: 3 years

1004-12 BUREAU WORKER'S COMPENSATION RECORDS

Series consists of convenience copies of records and documents regarding the action taken on worker's compensation claims of city employees. Records include incident reports, risk management and worker's compensation claim forms, bureau documentation on events surrounding claim, medical release forms, modified work hours and physical capacity records, claims processing records and payment information. Worker's compensation records contain medical information and must be kept in a separate locked cabinet.
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.
Record Copy? No
Where? Risk Management
RETENTION: Transfer original documents to Risk Management. Destroy convenience copies of documents 1 year after termination of city employment. Follow guidelines for confidential destruction when disposing of records.

1004-13 EMERGENCY NOTIFICATION FORMS

Series is the emergency notification form completed by an employee and is used in case of an emergency involving a current employee. Series generally includes name, address, phone number, contact person in case of an emergency, and phone number of contact person. Records may also consist of medical information and drug allergies.
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.
Record Copy? Yes
RETENTION: Until superseded or 1 month after separation from city employment. Record should transfer with employee if bureaus are changed.

1004-15   BUREAU EMPLOYEE MEDICAL RECORDS

Series consists of medical records (except hazard exposure records) maintained separately from the Bureau Personnel File in compliance with ADA(Americans with Disabilities Act) requirements. Records are a convenience copy of the record copy held in the Bureau of Human Resources. See HRAR 1.06 EMPLOYEE MEDICAL FILES for a description of what should be maintained in this record series. File should transfer with employee if bureaus are changed. Note: employee hazard exposure records are maintained in a separate medical file at the bureau level.  See separate schedule #1004-16 for EMPLOYEE HAZARD EXPOSURE RECORDS.

 

Confidential?        Yes
Vital Record?        No
Record Copy?       No
Where?               Bureau of Human Resources
 
RETENTION:       Forward to Bureau of Human Resources Employee Records upon employee separation.  If employee transfers to another City bureau, the file should transfer to that bureau.
 
 

1004-16   EMPLOYEE HAZARD EXPOSURE RECORDS

Medical records related to a city employee's exposure to hazardous conditions such as chemicals, toxic substances, bloodborne pathogens, biological agents, bacteria, virus, fungus, radiation, noise, dust, heat, cold, vibration, repetitive motion, or other dangerous work related conditions. Records may include but are not limited to hearing test records, radiation measurement records, blood test or other laboratory results, incident reports, first-aid records, X-rays, work station air sampling reports, and correspondence. Hazard Exposure Records should be maintained in a secure file physically separate from other personnel files and handled as confidential medical information. Hazard Exposure Records are to be maintained for the entire retention period by the safety office of the bureau that employed the employee at the time the exposure occurred.

 

Confidential?        Yes

Vital Record?        Yes

Record Copy?       Yes

 

RETENTION:       30 years after employee separation

AUTHORITY:      OAR 166-200-0090(18)

1004-17         BUREAU SAFETY PROGRAM RECORDS

Records document Bureau programs to promote a safe work environment for its employees. Records may include safety policies, plans and procedures, workplace safety committee records, reports on inspections conducted by the safety officer, evacuation rosters and reports, and related documentation and correspondence.
 
Confidential?        No
Vital Record?        No
Record Copy?       Yes
 
 
RETENTION:      
(A) Safety policies, plans, and procedures: 10 years after superseded
(B) Inspection reports, evaluations and recommendations: 10 years
(C) Safety committee minutes, exhibits, and agendas: 3 years
(D) Other records: 5 years
 
AUTHORITY:      OAR 166-200-0140 (13)
 
 

1004-18   HAZARD COMMUNICATIONS PROGRAM RECORDS 

Records documenting city participation in the Hazard Communications Program as required by the Oregon Occupational Safety and Health Administration (OR-OSHA). These records may be useful as documentation for exposure and other claims because they include chemical content, safe handling instructions, and other facts about a product at a given time in the past. Usually includes plans, reports, and material safety data sheets (MSDS). Information included in the material safety data sheets includes product name, manufacturer's address and phone number, hazardous ingredients contained, ingredient description, carcinogenicity, quantity of ingredients, fire and explosion data, health hazard data, radioactivity data, spill and leak pressures, safe handling and use information, special use precautions and related data. 
 
Confidential?        No
Vital Record?        No
Record Copy?       Yes
 
RETENTION:      75 years after superseded
 
AUTHORITY:      OAR 166-200-0140(4)
 
 

1004-19    OCCUPATIONAL INJURY AND ILLNESS REPORTS 

Records documenting the activities of the workers' compensation program as required by Oregon Occupational Safety and Health Administration (OR-OSHA). Includes OR-OSHA logs and summaries, claims summary reports, status reports, financial reports, and supplemental records. Information includes calendar year, dates, file numbers, date and description of each injury, illness, or death, names, occupations, types of diseases, totals, and related data.
 
Confidential?        No
Vital Record?        No
Record Copy?       Yes
 
RETENTION:      6 years
 
AUTHORITY:      OAR 166-200-0140(10)

1004-20     UNEMPLOYMENT COMPENSATION CLAIM RECORDS

Records related to unemployment claims that have been filed by former city employees. Records include the state's "notice of claim filed" form, the city's response to claim, response worksheet, administrative decisions, hearings information and related correspondence.  Records may include confidential support documentation and should be maintained accordingly.

 

Confidential? Yes
Vital Record? No
Record Copy? Yes

 

RETENTION: 3 years


AUTHORITY:  OAR 166-200-0085(10)

 

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

 

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