POL Government Elected Officials Auditor Mary Hull Caballero Charter, Code & Policies Policies & Rules (PPD) Administrative Archives & Records Management
ADM-8.02 - Paper Size Standard - 8 1/2" X 11" (Letter Size)

Binding City Policy

The Council finds:
  1. The Association of Records Managers and Administrators (ARMA) and the Business Forms Management Association (BFMA) have advised all administrators that operating costs can be reduced by eliminating 8 1/2" X 14" and other off-size files and forms.

  2. The Judicial Conference of the United States eliminated legal-size requirements for all federal courts effective January 1, 1983 and the Oregon State Court System eliminated legal-size requirements and required filing to be on letter-sized paper effective in 1985 except for certain county probate filings.

  3. Off-size files and papers are more costly to store. For example, legal-size file equipment is 13% more expensive than letter-size file cabinets, requires 16% more floor space, requires 21% more records center shelf space, and increases the floor load factor by 24%.

  4. The City Attorney's Office previously converted much of its work to 8 1/2" X 11" pages, and supports efforts to make further reductions in use of oversize paper where feasible.

  5. Many other City Offices continue to use off-size paper and forms. Some uses can be halted immediately; others could be phased out.

NOW, THEREFORE, the Council directs that:
  1. Standard City forms and record keeping shall be on letter-size (8 1/2" X 11") paper whenever feasible.

  2. The City Auditor shall convene a working group to resolve problems associated with non-standard form sizes.

Ordinance No 162713, passed by City Council January 31, 1990 and effective March 2, 1990.
Filed for inclusion in PPD September 30, 2004.

Table of Contents
ADM-8.01 - Preservation of Archival (Historical) Material
ADM-8.02 - Paper Size Standard - 8 1/2" X 11" (Letter Size)
ADM-8.03 - Public Records Requests
ADM-8.03 - Public Records Requests - Appendix - Information and Forms
ADM-8.03(A) - Public Records Requests - Form Updates
ADM-8.04 - Transferring Records to the Archives and Records Center (PARC)
ADM-8.05 - City Bureau Access to Records Stored at the Archives and Records Center (PARC)
ADM-8.06 - Public Access to Records Stored at the Archives and Records Center (PARC)
ADM-8.07 - Standards for Storing City Records
ADM-8.08 - Microfilm
ADM-8.09 - Destruction of Records
ADM-8.10 - Preparing City Record Retention Schedules
ADM-8.11 - Identification of Bureau Vital Records
ADM-8.12 - Management, Preservation and Storage of Electronic Records and Electronic Mail Correspondence (E-Mail)
ADM-8.13 - Micrographic and Digital Imaging Conversion Policies
ADM-8.14 - Scanning Standards for Bureau Records
See Also Cultural Resource Records