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4815 Business Operations

4815-01         ANNUAL BUDGET SUBMISSION 

Records document the annual submission made by the Office of Management and Finance as part of the financial plan adopted by the City Council for City resources and requirements. The submission includes budget information, financial summaries, debt service, operating programs, position and wage summaries, overhead allocations, organization charts, previous and actual budgeted amounts and related data.

 

Confidential?        No

Vital Record?        No

Record Copy?       No; record copy maintained by Financial Services Division

 

 

RETENTION:       5 years

 

AUTHORITY:      OAR 166-200-0040(3)

 

4815-02         BUDGET MONITORING PROCESS (BuMP) RECORDS: MAJOR/MINOR SUPPLEMENTALS & OVEREXPENDITURE REPORTS

Records are used to track budget adjustments made by bureaus on a periodic basis. Records include BuMP reports filed with Council documenting adjustments, expenditures, justifications, impact statements, BFP recommendations and other notes or comments regarding the proposed adjustments. Major and minor supplemental are used to adjust funds in accordance with Oregon Budget Law as required by ORS 294.

Overexpenditure records are used to adjust bureau budgets at year end to prevent overexpenditures.

 

Confidential?        No

Vital Record?        No

Record Copy?       Yes

 

RETENTION:       5 years

 

AUTHORITY:      OAR 166-200-0040(3)

 

 

4815-03         BUDGET PROCESS CORRESPONDENCE, ANALYSES & SUPPORTING DOCUMENTS

Records are the budget, financial and capital improvement (CIP) plans submitted for the annual budgeting process. Records include memos and analyses of budget requests and supplemental materials. Series also includes budget forms, narrative, explanations, justifications, add packages, cut packages, memos and other notes submitted by the bureaus.

 

Confidential?        No

Vital Record?        No

Record Copy?       Yes

 

RETENTION:       5 years

 

AUTHORITY:      OAR 166-200-0040(3)

 

4815-04         FINANCIAL REPORTS

Series consists of reference copies of financial reports produced by the Office of Management and Finance as well as other Bureau computer systems and used to monitor spending, workflow, performance measures and other bureau operations.  Series includes initial and quarterly allotment reports, spending plans, quarterly review of performance measurements, reports on benchmarks, reallocation of funds, SAP reports and other similar reports.

 

Confidential?        No

Vital Record?        No

Record Copy?       Yes

 

RETENTION:       3 years

 

AUTHORITY:      OAR 166-200-0050(14)

 

 

4815-05         SPECIAL PROJECTS

Series is created to develop short term projects that are specific in nature. Series may be used to develop programs that will impact bureau policies. Record is the report, recommendations, reference, correspondence, memos, working records, etc.

 

Confidential?        No

Vital Record?        No

Record Copy?       Yes

 

RETENTION:       

(A) Final reports: permanent

(B) Other records: 3 years

 

AUTHORITY:      OAR 166-200-0010(2); OAR 166-200-0010(3); OAR 166-200-0040(4)


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

 

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