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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules General Services
5405 Facilities Management - Architectural

5405-01 ARCHITECTURAL DIVISION RECORDS INDEX (ADRI)

Series is an index to records stored at the Portland Archives and Record Center. Includes instructions for preparing documents for archival storage. Series includes index to drawings, specs, job files, and reports stored at Portland Archives and Record Center. Summarizes contents of drawings and boxed files.

Record Copy? Yes

RETENTION: Permanent

5405-02 ARCHITECTURAL PROJECT NUMBER REGISTER (PNR) DATABASE

Series is used to record project numbers which are the basic reference tag for all architectural projects. It includes project number which is assigned sequentially, location, code, address, project manager, and bureau. Magnetic Disc storage is updated and sorted yearly.

Record Copy? Yes

RETENTION: Until superseded

5405-03 ARCHITECTURAL PROJECT LOCATION/BUREAU DATA ACCESS RECORDS

Series used as a summary of each project. It originates from job file at conclusion of project and includes scope, schedule and cost information.

Record Copy? Yes

RETENTION: Permanent

5405-04 "AUTOCAD" PROGRAM DRAWING FILE INDEX

Series used as an index to architectural drawings on the autocad system. Hard copy listing of Project Log includes job number, name, date initiated; Drawing Log includes job number, size, title; and Sheet Log includes drawing parameters and protocol. Indexes 5405-16.

Record Copy? Yes

RETENTION: Permanent

5405-05 "SPEC-MASTER" SPECIFICATIONS INDEX

Series used as an index to all specifications on disc in Phillips Micom Word Processing. It consists of lists of specifications maintained in 3 ring binder.

Record Copy? Yes

RETENTION: Permanent

5405-06 PRODUCT LIBRARY INDEX

Series is an index to product files. It includes list of information and date received.

Record Copy? Yes

RETENTION: Permanent

5405-07 ARCHITECTURAL LIBRARY INDEX

Series is used to record reference material available in the technical library (5405-20). It is an alphabetical listing indexed by title.

Record Copy? Yes

RETENTION: Until superseded

5405-08 ARCHITECTURAL DRAWINGS, ORIGINALS AND UNIQUE PRINTS

Series used to maintain original drawings, revisions and as-builds, including all unique copies and/or reproducibles of jobs produced by Bureau of General Services as well as consultants for the City. It consists of drawings wrapped in archival paper and stored in sealed 4" and 6" tubes.

Record Copy? Yes

RETENTION: Permanent

5405-09 SPECIFICATIONS, ADDENDA, AND CHANGE ORDERS RECORDS

Series is original hard copy of bidding and contract documents used for reference, reproduction, and creation of new projects. It includes specifications, addenda, and change orders of the contract documents. Some contain 11x17 and 8½x11 drawings and details.

Record Copy? Yes
Where? Some stored on disc, 4602-12

RETENTION: Permanent

5405-10 ARCHITECTURAL PROJECT MASTER SPECIFICATIONS DISKS

Series created to store specifications for architectural projects. It consists of specifications on magnetic discs. Indexed in series 5405-05.

Record Copy? Yes

RETENTION: Until superseded

5405-11 ARCHITECTURAL PROJECT RECORDS

Series used to maintain project records. It includes authorizing, legal and contractual documents, and quality control, cost control and product information. May include small drawings. Indexed in 5405-01.

Record Copy? Yes

RETENTION: 20 years. Transfer to SPARC after 5 years.

5405-12 RESEARCH/PROMOTIONAL DRAWINGS

Series used to maintain drawings produced in the development or promotion of projects. It includes drawings, maps, aerial photos, and illustrations.

Record Copy? Yes

RETENTION: Until superseded

5405-13 CAPITAL IMPROVEMENTS PLAN RECORDS

Series used to maintain information on the Bureau of General Services Capital Improvements Plan. It includes program and cost information, budget submission forms, promotional materials and meeting notes and is held in 3 ring binder.

Record Copy? Yes

RETENTION: 5 years

5405-14 HISTORIC BUILDINGS MICROFILM RECORDS

Series is microfilmed records of historic buildings and major projects. It consists of major historic buildings from 1895 and selected projects from 1955 through 1972.

Record Copy? Yes

RETENTION: Permanent

5405-15 BUILDING CONSTRUCTION PROGRESS PHOTOS AND SLIDES

Series used to maintain photos and slides of buildings before, during and following construction. It includes 5x7 photos, with date stamped on the back, of buildings built by the City. Photos stored in labeled file folders. Slides stored in separate folders.

Record Copy? Yes

RETENTION: Permanent

5405-16 "AUTOCAD" PROGRAM DRAWINGS AND GRAPHICS DISKS

Series is a disc containing drawings and graphics created on the computer aided design system. Discs are magnetic media and contain information which can be used for reference, recreating drawings, and creating new drawings on an "Autocad" Program.

Record Copy? Yes

RETENTION: Permanent

5405-17 ARCHITECTURAL PROJECT PHOTO NEGATIVES

Series used to maintain negatives of Architectural Division projects for reference and reprint. It includes photo negatives stored in protective paper and envelopes which are stamped with date.

Record Copy? Yes

RETENTION: Permanent

5405-18 JOB PLANS AND SPECIFICATIONS (OFFICE COPY)

Series used to maintain job copies for reference during the construction and warranty phase of jobs. It includes working copies of the bound specifications (shelved) and drawings (hung).

Record Copy? No
Where? Original Drawings

RETENTION: Permanent. Retain in office 5 years, then place in respective job file and transfer with job file to SPARC.

5405-19 PRODUCT LIBRARY (SPEC-FILE)

Series created to maintain construction product information used for developing specifications. It includes catalogues of manufactures' and distributors' literature, and samples of construction materials, fabrics and finishes. Indexed in 5405-06.

Record Copy? Yes

RETENTION: Until superseded

5405-20 TECHNICAL LIBRARY

Series is a library of reference material. It includes books and reference materials relating to building design and facilities planning.

Record Copy? Yes

RETENTION: Until superseded

5405-21 REFERENCE MAPS AND DRAWINGS

Series created to maintain maps and drawings used for reference. It includes maps and drawings not related to current City projects.

Record Copy? No
Where? Copies of materials from sources outside the City.

RETENTION: Until superseded

5405-22 SECURE BUILDINGS PLANS HANGING FILE

Series is used for drawings of police facilities and used as reference, usually buildings in some phase of design or warranty. It consists of hanging bound blueprints.

Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.

Record Copy? No
Where? Original Drawings

4602-10 RETENTION: Until superseded

5405-23 CURRENTLY MAINTAINED BUILDINGS BLUEPRINTS HANGING FILE

Series used to maintain drawings required for frequent reference, usually buildings in some phase of design or warranty. It consists of hanging bound blueprints.

Record Copy? No
Where? Original Drawings

4602-10 RETENTION: Until superseded

5405-24 TENANT SPACE RECORD DRAWINGS

Series used to maintain information on space the City rents to tenants. It is a vertical file containing architects plans and publicity information for City owned tenant space including The Portland Building and four garages. Property Management information included.

Record Copy? Yes

RETENTION: Until superseded

5405-25 RECORD PARTITION DRAWINGS

Series used for reference drawings of City owned buildings. It is a vertical file which includes reproducible drawings of the floor plans of various buildings showing partitions, doors and major features. This file will be transformed to digitized drawings (5405-16).

Record Copy? Yes

RETENTION: Until superseded

5405-26 BUILDING SYSTEMS OPERATION AND MAINTENANCE MANUALS

Series used to hold back-up copies of manual for building systems. It includes manuals provided with a construction project final submittals. They contain operating and maintenance information for building systems as actually installed.

Record Copy? Yes

RETENTION: For life of system. Retain 5 years in office then to SPARC with job file (5405-11).

5405-27 CONTRACTOR RECORD (AS-BUILTS) DRAWINGS

Series used to maintain as-built record drawings provided by the contractor. It consists of blueprints or original drawings provided by the contractor in conjunction with final submittals on a construction project. They show details of how specialized work was actually constructed. Original inserted into 5405-08. Copy may be included with 5405-26.

Record Copy? Yes

RETENTION: Permanent. Retain 5 years in office with Job File (5405-11) then send to SPARC.

5405-28 BIDDER PREQUALIFICATION RECORDS

Series used for developing recommended bidders list. It includes status of applicants for prequalification in building, remodeling, or construction for the City. For "prequalified" it includes name, address, and recent projects. "Not qualified" includes name and address.

Record Copy? Yes

RETENTION: 2 years


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

 

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