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5408 Fleet Services

5408          FLEET SERVICES 

5408-01         FLEET/EQUIPMENT INVENTORY REPORTS                           

Series is used as reference for historical data to establish rates.  Records include billing reports, fuel and mileage use, cost and revenue, and vehicle year, make and model.

Confidential?        No

Vital Record?       

Record Copy?       Yes

 

RETENTION:       5 years

 

AUTHORITY:      OAR 166-200-0050(29)

 

5408-02         VEHICLE CERTIFICATION/TITLE

Series is used to provide proof of ownership of vehicles.  It includes the registration card and the certification of title.

Confidential?        No

Vital Record?       

Record Copy?       Yes

 

RETENTION:       Retain title until vehicle sold or disposed of.  Retain registration until superseded or vehicle sold or disposed of.

 

AUTHORITY:      OAR 166-200-0135(19)

 

 

5408-03         FLEET SERVICE OUTSIDE USER BILLING RECORDS

Series used for billing other public agencies for use of City Fleet Services.  It includes accounts receivable, work orders, purchase orders, and copy of billing invoices.

Confidential?        No

Vital Record?       

Record Copy?       No

Where?                  Office of Management and Finance Financial Services Division

 

RETENTION:       3 years after collected or deemed uncollectible

 

AUTHORITY:      OAR 166-200-0050(2)

 

 

5408-04         VEHICLE HISTORY RECORDS

Series is used to track historical data on active vehicles until the time of disposal.  It includes input documents for the database chronologically logged in a hard copy file.  Purchase history, record of who the vehicle was assigned to, and all correspondence relating to vehicle is included.

Confidential?        No

Vital Record?       

Record Copy?       Yes

 

RETENTION:       3 years after disposition of vehicle

 

AUTHORITY:      OAR 166-200-0010(34); OAR 166-200-0050(29) 

 

 

5408-05         MOTOR POOL TRIP TICKETS

Series used to track number of miles driven, and hours, days or weeks used by outside bureaus of Motor Pool vehicles to assess correct charges.  It consists of trip tickets that include bureau, department, name of driver, division, time in and out, and time used.

Confidential?        No

Vital Record?       

Record Copy?       Yes

 

RETENTION:       3 years

 

AUTHORITY:      OAR 166-200-0050(29)

 

 

5408-06         VEHICLE REPAIR RECORDS

Series used to track vehicle repairs.  It includes vehicle numbers, make, mileage, what shop and what employees did work.  Lists all parts and labor associated with repair and indicates nature of the problem.  

Confidential?        No

Vital Record?       

Record Copy?       Yes

 

RETENTION:       2 years after disposition of vehicle

 

AUTHORITY:      OAR 166-200-0010(34)

 

 

5408-07         VEHICLE PARTS INVENTORY RECORDS

Series used to maintain record of parts in the inventory.  It includes part name, part number, number on hand, location, and vendor.

Confidential?        No

Vital Record?       

Record Copy?       Yes

 

RETENTION:       3 years or until superseded, whichever is longer

 

AUTHORITY:      OAR 166-200-0050(18) 


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

 

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