5409          PRINTING & DISTRIBUTION

5409-01         PRINTING WORK ORDER RECORDS                       

Series is used for interagency billing.  It includes bureau, date requested, date sent, charges, and batch control sheet.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       3 years

AUTHORITY:      OAR 166-200-0010(36)

5409-02         PRINTING ESTIMATES

Series is used to maintain cost estimate information given to customers.  It is a breakdown of estimate costs based on specifications.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       1 year

AUTHORITY:      OAR 166-200-0010(36)

5409-03         PRINTING SPECIFICATIONS

Series is used to provide a record of specifications for vended work.  It is a computerized list of specifications for vended printing jobs.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       1 year

AUTHORITY:      OAR 166-200-0010(36)

5410          PRINTING & DISTRIBUTION - POSTAGE

5410-01         POSTAGE METER LOG                  

Series used to record daily use of postage meter.  It is a log book which includes ascending register and descending register of pre- postage.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       3 years

AUTHORITY:      OAR 166-200-0010(21)

5410-02         POSTAGE STAMP LOG

Series is used as a record of disbursement of postage stamps to other users.  It consists of bound log books containing information on user’s name, amount of stamps, and date.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       3 years

AUTHORITY:      OAR 166-200-0010(36)

5410-03         POSTAGE CHARGEBACK RECORDS

Series used to track and accumulate information on postage expenses by each user.  It is computerized postage chargeback information and includes user name, amount charged, and date charge made.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       3 years

AUTHORITY:      OAR 166-200-0010(36)

5411          PRINTING & DISTRIBUTION – CITY PHOTOGRAPHER 

5411-01         CITY PHOTOGRAPHER PHOTOGRAPHS                                

Series used to maintain copies of photographs taken by the city photographer of City related subjects.  It includes color and black and white prints of city photographer photos.  Most include information as to negative number, date taken, and subject.  Prints are of various sizes.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       Permanent

AUTHORITY:      OAR 166-200-0010(31); 166-200-0105(1)

5411-02         CITY PHOTOGRAPHER PHOTOGRAPHIC NEGATIVES

Series used to maintain negatives of photos taken by city photographer at request of city agencies and bureaus.  It contains color and black and white negatives of 135mm, 120mm and 220mm film.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       Permanent

AUTHORITY:      OAR 166-200-0010(31); 166-200-0105(1)

5411-03         CITY PHOTOGRAPHER PHOTOGRAPHIC SLIDES

Series used to maintain slides taken by the city photographer at the request of city agencies and bureaus.  It consists of 35mm color slides usually kept in slide boxes or plastic protective sleeves.

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       Permanent

AUTHORITY:      OAR 166-200-0010(31); 166-200-0105(1)

5411-04         NEGATIVES/SLIDE PROOF BOOKS

Series used to give visible copy of city negatives and slides.  It includes color and black and white contact sheets and contact prints.  Information on back of proofs includes date and time photo taken and where negative is filed.

Confidential?        No

Vital Record?       

Record Copy?       No (copies of 5411-02, 5411-03)

RETENTION:       Until identified in 5411-02, 5411-03

5411-05         CITY PHOTOGRAPHER MOTION PICTURE FILMS

Series used to maintain motion picture film taken by city photographer at request of city agencies and bureaus.  It includes 16mm black and white film of subjects such asBull Runflooding, aerial photos of the city, and big construction projects,

Confidential?        No

Vital Record?       

Record Copy?       Yes

RETENTION:       Permanent

AUTHORITY:      OAR 166-200-0010(31); 166-200-0105(1); 166-200-0010(7)

5412          PRINTING & DISTRIBUTION - MICROFILM

5412-01         MICROFILM PRODUCTION COPIES                         

Series is used for microfilms that are maintained and updated for other bureaus.  It includes Bureau of Planning, Bureau of Buildings, Water Bureau, and Office of Finance and Administration records.

Confidential?        No

Vital Record?       

Record Copy?       No

Where?                  Originating Bureau

RETENTION:       Until superseded