4401-01 COMPREHENSIVE EMERGENCY MANAGEMENT PLAN
The City of Portland Basic Emergency Operations Plan (BEOP) is the core document of the Comprehensive Emergency Management Plan. The purpose of the BEOP is to outline the process and policies by which Portland City government operates in a disaster to minimize the adverse effects to life, property, the environment and critical infrastructure in response to any emergency or disaster or disruption to continuity of operations. Records often include adopted plans, notes, outlines, drafts, correspondence and related documents. Records include:
- The Basic Emergency Operations Plan and its associated background material
- Hazard specific appendices
- Functional annexes
- Natural Hazard Mitigation Plan
Plans included are those for which POEM Planning Section has a responsibility as well as those that involve City coordination as a whole. Responsible POEM Section: Planning
Confidential? Certain public safety plans are conditionally exempt from disclosure under ORS 192.501(18). Consult City Attorney’s office for assistance.
Vital Record? Yes
Record Copy? Yes
RETENTION:
Submit one copy of BEOP and Natural Hazard Mitigation Plan to City Archives for permanent retention; retain other records 3 years after annual or final expenditure report submitted or until plans are superseded, whichever is longer.
AUTHORITY: OAR 166-200-0030(13)
4401-02 EMERGENCY MANAGEMENT PREPAREDNESS PROGRAM RECORDS
Records document the design and implementation of emergency management educational and outreach programs. May include:
- Publications and presentations provided to the public by the City
- Class descriptions, instructional materials, course outlines, class enrollment and attendance records, reports, speeches, audio-visual records, and related documentation
Responsible POEM Section: Training, Community Emergency Services
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION:
(a) Significant program records, retain 3 years
(b) Class enrollment and attendance records, retain 2 years
(c) Other records, retain 1 year.
Submit one copy of POEM-created publications or recordings to City Archives.
AUTHORITY: OAR 166-200-0030(10)
4401-03 TRAINING, SEMINAR AND CONFERENCE RECORDS
Records document the design and implementation of POEM-sponsored training, seminars, conferences, workshops, conventions, and similar gatherings. Records may include class descriptions, instructional materials, course outlines, enrollment and attendance records, reports, speeches, planning documentation, and related records. Responsible POEM Section: Training
Confidential? No
Vital Record? No
Record Copy? Yes
RETENTION:
(a) Significant program and fee records, retain 3 years
(b) Class enrollment and attendance records, retain 2 years
(c) Other records retain 1 year.
AUTHORITY: OAR 166-200-0030(10); 166-200-0010(29)
4401-04 EMERGENCY EXERCISE RECORDS
Records document emergency exercises performed by the City bureaus and coordinated with POEM, as required by federal and state government programs. Documentation usually includes statements required by the Homeland Security Exercise and Evaluation Program (HSEEP). Responsible POEM Section: Exercises
Confidential? Certain public safety plans are conditionally exempt from disclosure under ORS 192.501(18). Consult City Attorney’s office for assistance.
Vital Record? No
Record Copy? Yes
RETENTION:
3 years after final expenditure report submitted
AUTHORITY: OAR 166-200-0030(4)
4401-05 EMERGENCY AND DISASTER INCIDENT RECORDS – DECLARED EMERGENCIES
Records document the extent of impact and actions taken by the City in response to declared disasters/emergencies as defined in the Basic Emergency Operations Plan and Title 15 of the City Code. Records include:
- Documentation recovered from the Documentation Unit of the Planning Section at the City Emergency Coordination Center, including records created in the WebEOC system. This could include logs, damage assessment reports, response reports, situation and resource status reports, incident action plans, resource ordering and tracking records, financial documentation, messages, photographs, sign-in sheets, and any other incident related documentation.
- After Action Report and Improvement Plan and any Bureau Emergency Operations Center documentation as appropriate and not redundant.
Responsible POEM Section: Operations
Confidential? Certain public safety plans are conditionally exempt from disclosure under ORS 192.501(18). Consult City Attorney’s office for assistance.
Vital Record? Yes
Record Copy? Yes
RETENTION:
Permanent
AUTHORITY: OAR 166-200-0010(7)
4401-06 EMERGENCY AND DISASTER INCIDENT RECORDS – NON-DECLARED EMERGENCIES
Records document the actions taken by the City in response to non-declared significant events causing limited or above routine level of activation of the City’s Emergency Coordination Center. Responsible POEM Section: Operations
Confidential? Certain public safety plans are conditionally exempt from disclosure under ORS 192.501(18). Consult City Attorney’s office for assistance.
Vital Record? No
Record Copy? Yes
RETENTION:
2 years
AUTHORITY: OAR 166-200-0010(2)
4401-07 DISASTER POLICY COUNCIL (DPC) MEETING RECORDS
Agendas, minutes, exhibits and list of attendees documenting the DPC proceedings under City jurisdiction as described in Oregon’s Public Meetings Law (ORS 192.610 to 192.710). May also include staff reports. Responsible POEM Section: Administration
Confidential? No
Vital Record? Yes
Record Copy? Yes
RETENTION:
(a) Minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in city records) retain permanently
(b) Audio or visual recordings, retain 1 year after minutes prepared and approved
(c) Other records and exhibits not pertinent to minutes, retain 5 years
AUTHORITY: OAR 166-200-0030(9); 166-200-0010(13)
4401-08 GRANT RECORDS
Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which POEM is the recipient, grantor, allocator, or administrator. Grants may come from federal or state governments. May include records documenting allocation of funds, contracts, project plans, progress reports, audit reports, accounting and expenditure reports and related documentation. Responsible POEM Section: Administration
Confidential? No
Vital Record? No
Record Copy? Coordinate with OMF Grants Office regarding which records to maintain in POEM
RETENTION:
(a) Final reports retain permanently
(b) Records documenting the purchase and/or disposal of real property, retain 10 years after substantial completion [as defined by ORS 12.135(3)], or 3 years after final disposition, or as specified in agreement, whichever is longer
(c) Other grant records, retain 3 years after annual or final expenditure report submitted and approved or, as specified in agreement, whichever is longer
(d) Unsuccessful grant applications, retain 1 year after rejection or withdrawal
AUTHORITY: OAR 166-200-0050(15)
4401-09 EMERGENCY COORDINATION CENTER (ECC)
Records related to equipment, equipment agreements, data bases, Standard Operating Procedures, plans and processes pertaining specifically to the ECC and which do not fall into a category retained by another bureau. Also includes facility management plans, and POEM approved agreements and processes with ECC users. Responsible POEM Section: Operations
Confidential? Certain public safety plans are conditionally exempt from disclosure under ORS 192.501(18). Consult City Attorney’s office for assistance.
Vital Record? Yes
Record Copy? Yes
RETENTION:
(a) Policy and procedure manuals retain permanently
(b) Routine clerical manuals, retain 2 years after superseded or obsolete
(c) Agreements (not retained by City Auditor’s Office) retain 6 years after expiration
(d) Equipment records retain 2 years after disposition of equipment
AUTHORITY: OAR 166-200-0030(13); 166-200-0030(3); 166-200-0135(15); 166-200-0135(4);166-200-0110(7)
4401-10 EMERGENCY MANAGEMENT RESOURCE LISTS
Lists of emergency resources such as workforce, equipment, supplies, and services; may includes names, daytime and nighttime phone numbers, and addresses of suppliers and vendors as well as contact names. Personal contact information must be treated confidentially. Responsible POEM Section: Operations
Confidential? Certain public safety plans are conditionally exempt from disclosure under ORS 192.501(18). Consult City Attorney’s office for assistance.
Vital Record? Yes
Record Copy? Yes
RETENTION:
Until superseded or obsolete
AUTHORITY: OAR 166-200-0030(12)
