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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules City Auditor
2003 Liens & Assessments - Project Management & Recording

2003-01 ASSESSMENT AND LIEN SUPPORTING DOCUMENTS-LEGAL/COUNCIL RECORDS

Series is used to document the legal creation of the assessment lien. Documents give legal authority to levy lien or assess property for improvement and are created to keep all documents about a lien in on easily accessible location. Records include council ordinances (assessing, accepting, and time and manner ordinances), resolutions, petitions, street vacations, invoices, code hearings findings and orders, contract, change orders, receipt release and waivers, Final LID Estimates and worksheets, certificate of completion, and other documents that are directly associated with final assessment calculation.
 
Record Copy? Yes
 
RETENTION: Permanent

2003-02 ASSESSMENT AND LIEN SUPPORTING DOCUMENTS-WORK PAPERS

Series is created to document project activity up to the date the lien, or assessment was implemented and determined. Records include estimated assessment worksheets and maps, bureau correspondences, petitioner correspondence, non-successful bids and other documents and working papers that precede the final assessment.
 
Record Copy? Yes
 
RETENTION: 10 years after assessment.

2003-03 ASSESSMENT AND LIEN SUPPORTING DOCUMENTS-ENGINEERING RECORDS

Series is used to document the engineering and technical areas of the assessment and lien. Series is used by staff to determine costs associated with the completion of the lien. Records include bid information, plans and specifications (proposed and as-built), warrants, estimates, wage certificates, progress payments, performance bonds, certificates of insurance, bid tabulations and proof of payments.
 
Record Copy? Yes
 
RETENTION: 10 years from substantial completion.

2003-04 ASSESSMENT AND LIEN SUPPORTING DOCUMENTS-NOTICES

Series is used to notify property owners of assessments and liens affecting their property. Records include proof of publication, notices mailed certificates, proposed assessments, affidavits of posting of notice, copies of assessment notice are certificates of mailing.
 
Record Copy? Yes
 
RETENTION: 22 years after assessment

2003-05 ASSESSMENT AND LIEN SUPPORTING DOCUMENTS-CORRESPONDENCE

Series is documentation of correspondence received and sent about a specific assessment or lien process. Records include remonstrances and other complaints about assessments and liens levied.
 
Record Copy? Yes
 
RETENTION: 10 years after assessment

2003-06 ASSESSMENT AND LIEN SUPPORTING DOCUMENTS-REPORTS

Reports are used to formally respond to correspondence and to the formation of the project. Records include extension requests, preliminary reports, progress reports, formation reports and formal responses to correspondence and remonstrances.
 
Record Copy? Yes
 
RETENTION: 5 years

2003-07 SEGREGATION RECORDS

Series is used to segregate liens on property. Segregation determines the amount to be paid by parcel when property is divided within an assessed are. Series is created at the request of the property owner. Record includes tax number, legal descriptions at time of lien and property to be segregated, location of property, parcel maps, contract to segregate, spreadsheet used to determine segregation percentages and total assessment.
 
Record Copy? Yes
 
RETENTION: 22 years

2003-08 ASSESSMENT AND LIEN INDEXES

Series consists of indexes to Assessment and Liens projects. Index includes name of project, LID (Local Improvement District) number, address, etc.
 
Record Copy? Yes
 
RETENTION: Until superseded

2003-09 LIEN DOCKET/ASSESSMENT ROLL

Series is record of all City Liens established. Record includes legal description, ownership, account number, amount of lien, title and type of assessment, project number, and copy of assessing ordinance (if any), etc.
 
Record Copy? Yes
 
RETENTION: Permanent

2003-10 ASSESSMENT AND LIEN SUPPORTING DOCUMENTS-NUISANCE AND SIDEWALK BILLINGS

Series is used to document the legal creation of a lien on private property. Documents give legal authority to lien a property for work done on a nuisance abatement, sidewalk repair, code violations/enforcement, etc. Records include billing records, invoices, code hearings findings, bureau records and other records used to establish the lien.
 
Record Copy? Yes
 
RETENTION: 10 years after date of assessment.

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

 

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