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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules General Services
5406 Facilities Services

5406-01 CONSTRUCTION PROJECT RECORDS

Series is used to track and maintain history of City construction projects. It includes service requests from bureau, planning, proposal, cost estimates, change orders, and completion documents.

Record Copy? Yes

RETENTION: Permanent

5406-02 LONG RANGE FACILITIES PLANNING RECORDS

Series is used to track and maintain a history of City long range planning. It includes correspondence between bureaus and Facilities Planning, and summary of each bureau's improvement list. End result is included in the Capital Improvement Plan compiled annually.

Record Copy? Yes

RETENTION: Capital Improvement Plan retain permanently; other records retain 2 years after CIP created.

5406-03 COMPUTER-AIDED DESIGN (CAD) SPACE PLANNING RECORDS

Series used for space and architectural designing. It includes original drawings and changes made to plans.

Record Copy? No
Where? Project Records

RETENTION: Until superseded

5406-04 PROPERTY MANAGEMENT PLANNING RECORDS

Series is maintained for planning materials on the use of city owned or operated properties. It includes feasibility and land use studies, drawings and diagrams, proposals, reports, and minutes of meetings pertaining to the possible uses of City property.

Record Copy? Yes

RETENTION: Permanent

5406-05 PROPERTY ACQUISITION/DISPOSITION RECORDS

Series used to maintain material on actual acquisition and disposition of City owned real property. It includes original inquiry, polling of bureaus before disposition, restrictions on sales, acquisition authorization from bureaus and commissioners, offers to purchase, preliminary title, closing statements, deeds, earnest money agreements, and options to buy.

Record Copy? Yes

RETENTION: Permanent

5406-06 PROPERTY APPRAISAL RECORDS

Series used to document and record appraisals of City property. It includes current appraisals of City property completed by Bureau of General Services personnel and appraisals furnished to the bureau upon its creation.

Record Copy? Yes

RETENTION: Until superseded

5406-07 PROPERTY LEASE RECORDS

Series is used to maintain original leases and correspondence related to tenancy of City owned property. It includes "in-leases", space leased from private or other government agencies for City bureaus; "out-leases", City owned space rented to private or other government agencies; and "sub-leases", space owned by other government agencies for which the City is acting as the leasing agent.

Record Copy? Yes

RETENTION: Hold 6 years after contract expiration.

5406-08 PROPERTY MANAGEMENT FUND RECORDS

Series used to maintain financial information needed to manage and operate City owned properties. It includes authorization number and log file, budget information, vendor invoices, trustee statements, and quarterly reports.

Record Copy? No
Where? Office of Management & Finance, Data Control

RETENTION: Hold 2 fiscal years.


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

 

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