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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Revenue Bureau
4505 Revenue Bureau: Regulatory Section

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)


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

 

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