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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules City Auditor
2010 Contracts & Disbursements

2010-01 BID BONDS

Series is created to track bonds submitted with bids on City projects. Series is used until contract is signed and a performance bond is entered into. Records include bonds and checks submitted with a project bid. ACCESS - Bonds are a public records, but can only be reviewed in presence of City employee due to attached checks and bonds.
Record Copy? Yes
 
RETENTION: Retain as needed.

2010-02 EMPLOYEE AND ELECTED OFFICIALS BONDS

Series documents bonds (fidelity, performance, or position) posted by elected officials, individual employees, and groups of employees as prescribed by City Charter and City Code. Records include copies of bonds, payment records and correspondence. Record generally includes name and position, amount of coverage, effective and expiration date, etc. Series may also include copies of resignation letters from bonded employees.
Record Copy? Yes
 
RETENTION: 6 years after expiration.

 
2010-03(A)  CONTRACTS: INTERGOVERNMENTAL, HISTORICAL and VITAL

Series contains contracts for cooperation with other government agencies for public works, property development and other projects.  Series also includes contracts that have historical importance and/or document vital transactions that are essential to protect the rights and interests of the City and of the individuals directly affected by its actions, such as real property transactions and significant financial transactions.  Records include contracts, amendments, insurance, correspondence and other related records.
 
Confidential?        No
Vital Record?       Yes
Record Copy?      Yes
 
RETENTION:  Permanent
AUTHORITY: OAR 166-200-0135(10); 166-200-0135(4)

 
2010-03(B)  CONTRACTS: CONSTRUCTION - MAJOR

Series contains contracts for public works and property development construction.  Records include contracts, amendments, bonds, insurance, correspondence and other related records filed by companies doing business with the City of Portland.  Examples of major construction are: infrastructure (roads, sewers, water systems etc.); bonds; grants; city-owned structures; local improvement districts ( LIDs ); emergency planning.
 
Confidential?        No
Vital Record?       Yes
Record Copy?      Yes
 
RETENTION:  Permanent
AUTHORITY:  OAR 166-200-0135(4)

 
2010-03(C)  CONTRACTS: CONSTRUCTION - MINOR

Series contains contracts for public works and property development construction.  Records include contracts, amendments, bonds, insurance, correspondence and other related records filed by companies doing business with the City of Portland.  Examples of minor construction are: sidewalks; interior remodeling; partial exterior remodeling; infrastructure projects under $100,000. 
 
Confidential?        No
Vital Record?        Yes
Record Copy?       Yes
 
RETENTION:  10 years after substantial completion [as defined by ORS 12.135(3)]
AUTHORITY:  OAR 166-200-0135(4)

 
 
2010-04  CONTRACTS:  SERVICE AND SUPPLY 

Examples of service and supply contracts are:  research, technical, advisory and professional services supplied by private persons, businesses, or other agencies, and for service or maintenance of equipment, leases, purchasing contracts, and other contracts not included as part of Intergovernmental Agreements and Construction contracts.
Confidential?        No
Vital Record?        No
Record Copy?       Yes                        
 
RETENTION:  6 years after expiration
AUTHORITY:  OAR 166-200-0135(4)

 
2010-05  CONTRACT INDEX

Series is created to track open and closed contracts.  Records may include contract number, contractor name, date of contract, dollar amount, contract span, purpose of contract, etc.  Records prior to 1984 are in hard copy and since 1984 are kept as part of a computer database.
 
Confidential?         No
Vital Record?        Yes
Record Copy?       Yes
 
RETENTION:  Until superseded or obsolete
AUTHORITY:  OAR 166-200-0135(4)

2010-06 GARNISHMENT LOG

Series is used to document that the City has received garnishment court orders. Series is created to track garnishments that have been received by City Staff. Log includes date received, employee's name, Plaintiff Name, Plaintiff Address, amount due and other related information.
Record Copy? Yes
 
RETENTION: 2 years

2010-08 PAYROLL DISBURSEMENT DOCUMENTS

Series is created to help facilitate the disbursement of biweekly payroll to city employees. Series is used to ensure that payroll has been properly released. Records include biweekly time reports , signature sheets of who picked up payroll for bureau, signature sheet for early release of payroll, authorization for early release, manual pay pickup log, garnishment records, garnishment logs (Court Order logs), and other related records.
Record Copy? Yes
 
RETENTION: 4 years

2010-09 LOST WARRANT RELEASE RECORDS

Series is created to document the replacement of warrants that have been lost or destroyed. Series is used to document in lieu of receipt for lost warrant. Record includes lost warrant number, amount, replacement warrant number, who issued to, loss and release statement, signatures and other related information.
Record Copy? Yes
 
RETENTION: 7 years

2010-11  PAYROLL WAGE CERTIFICATIONS (CONTRACTORS)

The prevailing wage rate payroll/certified statement form isused by contractors for reporting their payroll as required by ORS 279.354 on public works projects subject to the Prevailing Wage Rate Law.  The formcontains a certified statement that is required to be signed by the contractor, certifying the accuracy of the information reported on the payroll, including representations pertaining to the provision of fringe benefits to employees by third parties. 
Record Copy?  Yes
RETENTION:   3 years from completion of contract work

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

 

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