4505-01 TAXI PERMIT RECORDS
Series is used to create a profile of applicants for taxicab driver permits and taxi company permits. It includes permit applications, personal data, employment history, police record history, applicants’ photo, company name, and permit number.
Confidential? No
Vital Record? Yes
Record Copy? Yes
RETENTION: 3 years after expiration, revocation or denial
AUTHORITY: OAR 166-200-0010(20)
4505-02 LIMITED PASSENGER TRANSPORT PROVIDERS (LPTP) RECORDS
Series is created as a profile of companies that provide transportation services beyond normal taxi requirements. This includes town cars and shuttles. Series is used to document companies who provide a service level somewhere between the level provided by a taxi and that provided by an ambulance. Records include copies of permit applications, data on the company, fees, vehicles, insurance certificates and other related records. Examples of LPTP include Agency Requested Transportation (ART) and Specially Attended Transportation (SAT).
Confidential? No
Vital Record? Yes
Record Copy? Yes
RETENTION: 3 years after expiration, revocation or denial
AUTHORITY: OAR 166-200-0010(20)
4505-03 BOARDS OF REVIEW RECORDS
Series is created to document the activities of the various Boards of Review. The Boards review activities of certain regulated industries as they relate to city code. The Board of Review may initiate and adopt rules and regulations to clarify city codes. Series includes minutes, list of those present, record of subjects discussed, record of actions taken, materials used in decision making process, public hearings records and other related records. Examples include Towing Board of Review and Private for Hire Transportation Board.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: (A) Retain minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in city records) permanently
(B) Retain audio or visual recordings 1 year after minutes prepared and approved
(C) Retain other records and exhibits not pertinent to minutes 5 years)
AUTHORITY: OAR 166-200-0010(13)
4505-04 TOWING COORDINATION/REGULATION RECORDS
Series is used to document towing and dispatching contractors’ activities during the contract periods. Series includes correspondence and reports related to tow companies.
Confidential? No
Vital Record? No
Record Copy? No
Where? Auditor’s Office (Schedule # 2010-04)
RETENTION: 3 years
AUTHORITY: N/A (non-record copy)
4505-05 TOW DISPATCH LOGS
Series is maintained for reference in case of investigation/litigation. Series includes date and time of tow, vehicle description, reason for tow, location of tow, tow company name, and special instructions. Logs are created by private companies.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: 2 years after disposition of vehicle
AUTHORITY: OAR 166-200-0100(29); 166-200-0100(63)
4505-06 CONTRACTOR TOW RECORDS
Series is created to document tow companies doing business with the city for certain requested services. Series is used to set performance requirements for tow companies under contract. Records include the application, proof of insurance, copy of the contract, correspondence and other related records.
Confidential? No
Vital Record? No
Record Copy? No
Where? Auditor’s Office (Schedule # 2010-04)
RETENTION: Retain 2 most current contracts or hold 3 years after last renewal
AUTHORITY: N/A (non-record copy)
4505-07 TOW RELEASE RECORDS
Series is created to document vehicles released by private contractors and is used to assess fees due the city for releases per tow contract. Records include date, tow company, records of vehicle released, calculations of fees, deposit, etc.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: 3 years after fees collected or deemed uncollectible
AUTHORITY: OAR 166-200-0050(2)
4505-08 PPI (PRIVATE PROPERTY IMPOUND) TOW RECORDS
Series is used to document tow companies registered per city code to tow cars from private property. Series is created to regulate the behavior of tow companies and resolve citizen complaints. Records include registration form, complaint forms, correspondence, tow rates and other related records. Series includes tow company, tow driver and tow owner records and complaints.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: 2 years after last action or 3 years after tow company permit revoked, expired or denied, whichever occurs later
AUTHORITY: OAR 166-200-0010(25); 166-200-0010(20); 166-200-0100(63)
4505-09 DISPATCH RECORDS
Series is used to document towing and dispatching contractors’ activities during the contract period. Series is maintained for reference in case of investigation/litigation. Records consist of dispatch slips, CAD printouts and faxed forms reporting release of vehicles.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: 2 years after disposition of vehicle
AUTHORITY: OAR 166-200-0100(29); 166-200-0100(63)
4505-10 PAY AND PARK SURCHARGE TICKET RECORDS
Series is used to retain tickets for review in case of investigation on complaints of validity. It contains copies of Pay & Park surcharge tickets issued by private operators who are regulated by the Bureau and includes vehicle make and model, license number, date location, reason for surcharge, and name and address of issuing agency.
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION: 3 years after collected or deemed uncollectible
AUTHORITY: OAR 166-200-0050(2)
4505-11 PERMIT RECORDS
Series is created to document permits issued for regulated businesses. The permit is used by the businesses to show compliance with permit requirements. Records include copies of applications, type of permit, approval, fees paid, denials, and other related records. Examples of records include but are not limited to Secondhand Dealer Permits, Amusement Device Permits, Social Games Permits, Payday Lender permits, etc.
Confidential? No
Vital Record? Yes
Record Copy? Yes
RETENTION: 3 years after expiration, revocation or denial
AUTHORITY: OAR 166-200-0010(20)
4505-12 LIQUOR LICENSE RECORDS – OUTLETS
Series is used to document liquor outlets and liquor licenses issued. Series is created to document the history of businesses that sell liquor. Series is used as a reference of compliance history for future applications. Series includes application for liquor license, city business history form, staff reports, Council recommendations, police and investigation reports, Oregon Liquor Control Commission (OLCC) actions, public correspondence, newspaper clippings and other related data.
Confidential? Yes
Vital Record? No
Record Copy? Yes
RETENTION: Retain records that demonstrate a history of ownership and significant actions for life of establishment plus 3 years; all other records retain 3 years after license expiration
AUTHORITY: OAR 166-200-0135(12)
4505-13 LIQUOR LICENSE RECORDS – TEMPORARY LICENSES
Series is used to document temporary liquor licenses issued for special and community events. Series may be used as a reference for future applications. Series may include application for liquor license, staff reports, Council recommendations, police and investigation reports, Oregon Liquor Control Commission (OLCC) actions, public correspondence, newspaper clippings and other related data.
Confidential? Yes
Vital Record? No
Record Copy? Yes
RETENTION: 3 years after expiration, revocation or denial
AUTHORITY: OAR 166-200-0135(12)
4505-14 LIQUOR LICENSE AND PERMITS DATABASES
Series is used as a reference of business with permits and liquor licenses. Series is created to track general information about businesses that are regulated. Series is a computer database that contains information about the business and regulatory/permit/OLCC interactions. Series may contain information such as address, owner, licenses information, license expiration, problems, OLCC interactions, permits, etc.
Confidential? Yes
Vital Record? Yes
Record Copy? Yes
RETENTION: 3 years after superseded
AUTHORITY: OAR 166-200-0135(12)
4505-15 PAYDAY LENDER PERMIT DATABASE
Series is created to track payday lender permits issued, complaint resolutions and enforcement actions including civil penalties issued. Series is a computer database that contains information about payday lender businesses. Series may contain such information as address, owner, permit information and expiration, enforcement actions, civil penalties issued, complaints and resolutions.
Confidential?
Vital Record?
Record Copy?
RETENTION:
(A) Retain records related to business permits 3 years after expiration
(B) Retain records related to complaints or permit violations 5 years after case closed, dismissed or date of last action
AUTHORITY:
OAR 166-200-0010(20)
OAR 166-200-0010(25)
OAR 166-200-0075(12)
