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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules General Services
5404 Communication Services

5404-01 FCC LICENSE LIST DATABASE

Series is used to maintain FCC license information it includes call sign, frequency, user name, class, locations, and expiration date.

Record Copy? No
Where? FCC License Records

RETENTION: Until superseded or 1 year after expiration of license.

5404-02 FCC STATION LICENSE RECORDS

Series used to maintain records as required by the Federal Communications Commission. It includes license application, license issued, frequencies, clearance letters, request to coordinators, and FAA notice of proposed construction or alterations.

Record Copy? Yes

RETENTION: Hold 1 year after expiration of license.

5404-03 ELECTRONIC COMMUNICATION SYSTEMS SERVICE AND USER MANUALS

Series used to maintain manufacturers' manuals for reference. It includes users and service manuals for electronic communication systems.

Record Copy? Yes

RETENTION: Life of system.

5404-04 COMMUNICATIONS SERVICE REQUESTS

Series used to track requests for installations, repairs, moves of telephones and data cabling in City locations. It includes bureau name, contact person, phone number, BUC and project number, completion date, and service performed.

Record Copy? Yes

RETENTION: 2 years

5404-05 ELECTRONIC COMMUNICATION PROJECT RECORDS

Series used to maintain records on design of data, voice, and image communication systems. It includes requests from bureau, estimates, drawings, and schematics for each project.

Record Copy? Yes

RETENTION: Retain for life of system.

5404-06 WORK ORDER LOG BOOK

Series used to log individual work orders and is an historical record to track acquisition, disposition, and maintenance of capital equipment. It includes work order number, bureau name, type of equipment, capital inventory number, reported discrepancy, technician working on problem, and open and close date.

Record Copy? Yes

RETENTION: 2 years

5404-07 INVENTORY SERVICE CARD RECORDS

Series used to maintain capital inventory, location and maintenance records. It includes equipment location cards which record installation date, inventory control number, and maintenance checks.

Record Copy? Yes

RETENTION: For life of equipment.

5404-08 MASTER REPAIR PARTS INVENTORY DATABASE

Series is used to provide a complete list of items in repair parts inventory. It includes item description, part numbers, quantity on hand, and vendor sources.

Record Copy? Yes

RETENTION: Until superseded or obsolete. Retain annual print copy 3 years.

5404-09 SPARE PARTS INVENTORY

Series used to maintain spare parts stock. It includes date received, location, part number, and number in stock.

Record Copy? Yes

RETENTION: Until superseded

5404-10 SHOP WORK ORDER RECORDS

Series is used to record description of deficiencies or tasks to be accomplished and to show actions taken. It includes description of work, date, parts, labor and time used to complete the job.

Record Copy? No
Where? Maintained in Bureau of General Services Office.

RETENTION: 3 years


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

 

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