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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Human Resources
7405 Labor Relations

7405-01         BARGAINING RECORDS                               

Bargaining files are used as a reference in contract bargaining prior to the commencement of negotiations.  Records include past contracts, midterm bargaining, current contracts, minutes, notes and surveys.
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes
 
RETENTION:       75 years after contract expires
 
AUTHORITY:      OAR 166-200-0090(2)
 

7405-02         GENERAL ISSUE RECORDS

Series is created to track various general issues not bargaining unit specific.  Records include correspondence, memos, studies and data documenting and/or implementing plans, policies, procedures, accomplishments, opinions and decisions.
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
 
RETENTION:       6 years after current contract expires
 
AUTHORITY:      OAR 166-200-0090(2)
 

7405-03         UNION HISTORICAL FILES

Series contains information related to contract bargaining and is used as a reference tool by the Personnel Analyst to review annually for collective bargaining.  Series contains union specific information on issues negotiated.  Records include correspondence, memos, minutes of arbitration hearings, arbitration, amendments and past contracts.  Records also include union specific issues such as supplemental pensions, disability, moonlighting, fact finding, arbitration, and various sidebars and lawsuits.
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
 
RETENTION:       75 years after contract expires
 
AUTHORITY:      OAR 166-200-0090(2)
 
 

7405-05         GRIEVANCE RECORDS

This series function enables the employee relations unit to research historical data which sets precedence for present or future grievances.  Grievances are used to establish contract interpretation.  Series includes case records, summary or closing letters, and arbitrations and settlement documents.
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
 
RETENTION:       10 years after separation.
 
AUTHORITY:      OAR 166-200-0090(14)
 
 

7405-07         EXECUTIVE SESSION MINUTES

Minutes are created to record personnel issues and items discussed during City Council Executive Sessions (as defined by ORS 192.610).  Record includes summary minutes, confidential reports, deliberations and negotiations.
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
 
RETENTION:    10 years
 
AUTHORITY:   OAR 166-200-0010(14)
 
 

7405-08         DRUG TESTING RECORDS

Series consists of records that document the testing of current and prospective employees for controlled substances prohibited by policy, procedure, code, or statute.  Records may include but are not limited to the documentation of test results, the collection process, the random sample process, and those documenting the decision to administer reasonable suspicion drug testing.
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
 
RETENTION:     Negative test results: 1 year; positive test results: 5 years.
 
AUTHORITY:   OAR 166-200-0090(24)
 

7405-09         CONTRACTUALLY MANDATED TRAINING RECORDS

Series is used to document contractually mandated training programs. Series contains training fund documentation and records specific to an individual employee’s training. Series includes cooperative agreements between trainee and Union.
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
 
 
RETENTION:    Retain for 6 years after agreement expires.
 
AUTHORITY:   OAR 166-200-0090(2); 166-200-0135(4)
 
 

7405-10         PERSONNEL ACTION AND APPEAL BACKGROUND RECORDS

Series consists of 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 originating bureau in the course of investigating formal and/or informal complaints and are transferred to BHR upon final resolution of the issue, meaning all administrative and court proceedings, if applicable, are concluded with final decisions rendered and appeal rights exhausted. 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 Personnel Folders (7401-01).
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes
 
RETENTION:       7405-10 (A) Retain records from investigations resulting in termination10 years
                             after employee separation
 
                         7405-10 (B) Retain records from investigations resulting in disciplinary action or
                         exoneration, or unfounded investigations, 3 years after resolution or final disposition
                               
AUTHORITY:   OAR 166-200-0090(4)

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

 

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