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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Emergency Communications
4003 - Information Services

4003-01    DATA MANAGEMENT SYSTEM
Series is created to handle all incoming calls and dispatch appropriate emergency vehicles.  Series is the computer system used by emergency dispatchers (CAD) and documents the maintenance and update of information used to direct incident response.  Information may include but is not limited to address data, response unit assignments, response codes, responsible person data, and related documentation. CAD creates a log of activities related to 9-1-1 call handling and dispatch as it relates to incident processing, tow requests, and LEDS activity.
 
Confidential?        Yes
Vital Record?        Yes
Record Copy?       Yes
 
 
AUTHORIZATION:  OAR 166-200-0145(2)
 
 
 
4003-05    STATISTICAL REPORTS
Records document the compilation of statistical data about the actions and activities of the 9-1-1/public safety answering point system. Data may be compiled on a daily, weekly, monthly, quarterly, and/or annual basis and may be used for analysis, evaluation, and budget development purposes. Information may include but is not limited to data about response times, number of calls received and dispatched, and responses by individual agency. 
 
Confidential?        Yes
Vital Record?        No
Record Copy?       Yes
 
RETENTION:       Retain data instruments used to compile statistics until statistical report completed; Retain daily and weekly reports until compiled into monthly reports;  Retain monthly and quarterly reports 1 year;  Retain annual reports 10 years (1 copy must be sent to Archives).
 
AUTHORIZATION:  OAR 166-200-0145(11)
 
 
4003-06   VESTA, MAGIC AND MAX RECORDS
Series is created to gather information about phone calls received at 911 Emergency Center.  Series is used to document information about phone calls.  This is a computer record that gathers information such as phone number, location of phone call, time call was received, wait time, time on line, and other related data.  Records are kept on a separate computer from the Computer Aided Dispatch (CAD) records.
 
Confidential?        Yes
Vital Record?        No
Record Copy?       Yes
 
RETENTION:       3 years. 
 
AUTHORIZATION:  OAR 166-200-0145(3)
 
 
4003-07    PIN (PREMISE INFORMATION NOTATION) RECORDS
Series is created to identify hazards and concerns at specific locations.  Series is used to notify responders of potential problems at a location.  Record includes address, hazard/concern, reporting agency, date entered into system, request to add/change/delete information and other related data.  Series includes data entry sheets.
 
Confidential?        Yes
Vital Record?        No
Record Copy?       Yes
 
RETENTION:       3 years. 
 
AUTHORIZATION:  OAR 166-200-0145(8)
 
 
Records document the 9-1-1/public safety answering point's notification to the phone service provider about the addition of new streets or revision to existing streets on the Master Street Address Guide (MSAG). The MSAG is maintained by the phone service provider or its independent contractor. Forms are usually maintained by the agency's MSAG Coordinator. Information may include but is not limited to new or updated address, customer, and responder information.  These records are created and maintained electronically.
 
Confidential?        Yes
Vital Record?        No
Record Copy?       Yes
 
RETENTION:  3 years. 
 
AUTHORIZATION:  OAR 166-200-0145(5)

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

 

Table of Contents
4001 - Administration
4002 - Operations
4003 - Information Services
4005 - Security
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