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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules General Services
5407 Facilities Services - Maintenance

5407-01 CONTRACTUAL SERVICES RECORDS

Series is used to maintain records of companies with which the City has service contracts. It includes copy of contract, ordinances, proposals and specifications, and correspondence.

Record Copy? Yes
Where? Original contract in Office of City Auditor

RETENTION: Hold 2 years after contract expiration.

5407-02 CONTRACTUAL INSPECTION REPORTS

Series used to track services of companies contracted by City. It consists of form check off lists that include name of company, date of inspection, location, and name of inspector.

Record Copy? Yes

RETENTION: Life of contract

5407-03 SERVICE REQUEST RECORDS

Series used to document service requests from other City bureaus. It consists of Service Request forms that include name of requesting bureau, location of service, BUC number, service requested, and authorized signature.

Record Copy? Yes

RETENTION: 2 years

5407-04 WORK ORDER RECORDS

Series used to document work requested and completed. It consists of Work Order Forms that include name of requester, date of request, service required, who was assigned to do work, time worked, and date completed.

Record Copy? Yes

RETENTION: 2 years

5407-05 MAINTENANCE RESPONSIBILITY RECORDS

Series used to record responsibilities of facilities management in maintaining City buildings. It includes project number, building name, description of duties required for maintenance, square foot of building, and funding source.

Record Copy? Yes

RETENTION: Until superseded

5407-06 EMERGENCY ON-CALL WORK SCHEDULE

Series is used to record mechanics on emergency call. It consists of list by week done for six month period. List is posted on bulletin board in maintenance area.

Record Copy? Yes

RETENTION: 1 year

5407-07 SECURITY GUARD ACTIVITY REPORT

Series used to maintain record of security guard's activities while on duty. It consists of a form that includes guard name, date, sign-in, and rounds made.

Record Copy? Yes

RETENTION: Hold 1 fiscal year.

5407-08 BUILDING SECURITY LOGS

Series used to maintain record of people entering City buildings after hours. It consists of sign-in-sheet with name, date, and time of entry and exit.

Record Copy? Yes

RETENTION: Hold 1 fiscal year.

5407-09 SECURITY GUARD INCIDENT REPORTS

Series used to maintain record of any unusual occurrence within City buildings. It consists of a form completed by security guard that includes building, date, type of occurrence and name of person making report.

Record Copy? Yes

RETENTION: Hold 1 fiscal year.


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

 

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