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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules City Auditor
2013 Fire & Police Disability & Retirement Fund

2013-01 POLICE AND FIRE DISABILITY AND RETIREMENT FUND BOARD AND COMMITTEE RECORDS (MINUTES AND AGENDAS)

Series is created to document the decisions and payments of the Board of Trustees of the Police and Fire Disability and Retirement Fund. Records include agendas listing items that have come before the Board, verbatim minutes, meeting reports, miscellaneous expenses, medical claims expenses, etc. Series also includes records from the Expediting Committee, Vocational Rehabilitation Committee, No Time Loss Claims, Executive Sessions, and the Medical Claims Agenda. Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.
 
Record Copy? Yes
 
RETENTION: Permanent

2013-02 DISABILITY AND RETIREMENT DATABASE (MEMBERSHIP AND TRANSACTION HISTORIES)

Series is used to verify and provide reference information to staff. Series is created to electronically track member claim records, membership records, disability and employment history, and disability, retirement and medical claim transactions. Records include name, claim information, medical claim transactions, payment information, injury records, tax withholding and offset data, health premium deductions, etc. Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.
 
Record Copy? Yes
 
RETENTION: Until superseded

2013-03 MEMBERSHIP RECORDS (MASTER FILES)

Series is created to track members who are eligible for benefits under the Disability and Retirement System. Series is created to maintain information that will assist in determining eligibility and benefit amounts for members and survivors. Records include personal information, birth certificates, marriage certificates, dates of appointment, retirement, termination, death pension applications, calculations, and other similar information. Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.
 
Record Copy? Yes
 
RETENTION: 7 years after death

2013-04 DISABILITY CLAIM RECORDS

Series is created to document claims submitted to the Boards and committees. Series is used to track and support claims submitted by the membership. Records include applications forms, disability application forms for time loss and No time loss, medical records, correspondence, vocational rehabilitation reports, medical and benefit payment summaries, etc. Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.
 
Record Copy? Yes
 
RETENTION: 7 years after death of claimant

2013-05 FIRE AND POLICE DISABILITY AND RETIREMENT CHECK REGISTERS AND LOGS

Series is used to issue payments to members, survivors and vendors. Series is created to issue and track payments by the Board. Series is also used to reconcile accounts with IBIS (Financial System). Records include check registers for disability and pension warrants, direct deposits to banks, create-a-check logs, misc. payments and bank transmittal logs and listing.
 
Record Copy? No
 
RETENTION: 2 years as long as record copy is maintained by the Office of Finance and Administration (OFA).

2013-06 FIRE AND POLICE DISABILITY AND RETIREMENT FUND REPORTS FOR FEDERAL AND STATE AGENCIES

Series is created to ensure that the Fund complies with federal and state reporting requirements. Series is used to report money paid out by the fund. Series includes quarterly and annual reports and documents required by federal and state agencies. Examples include "Report of Wages Taxable Under Federal Insurance Contributions Act", 1099's, in lieu of form for W-2s, W-2s, Federal and State tax withholding forms, etc. Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.
 
Record Copy? Yes
 
RETENTION: 5 years

2013-07 INJURY RECORDS AND LOGS

Series is created to track injuries of members that occur on the job. Series is used to track and review injuries that occur to Police personnel on the job. Records include precinct logs, injury reports, risk management forms, workers comp records, etc. Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.
 
Record Copy? Yes
 
RETENTION: 7 years after claim closed.

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

 

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