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2017 Ombudsman Office

2017-01 OMBUDSMAN COMPLAINT RECORDS

Series is used to document complaint information gathered during the course of an investigation. Series is the working files of the Ombudsman and consists of documented communications between the ombudsman and citizens, city officials or other persons who may have contact with the Ombudsman office during the course of an investigation. Series also includes other supporting documentation used to verify the legitimacy of the complaint and support the recommendations of the Ombudsman.
 
ACCESS: The Ombudsman office maintains the confidentiality of complaints to the extent allowable by law.
 
Record Copy? Yes
 
RETENTION: 5 years after last action

2017-02 OMBUDSMAN FINAL REPORTS - CITY AGENCIES

Series is used to summarize and make available Ombudsman findings and recommendations relating to administrative acts of city agencies with the goal of safeguarding the rights of persons and promoting higher standards of competency, efficiency and justice in the provision of city services. Reports are usually produced when the agency has chosen not to accept an Ombudsman recommendation.
 
Record Copy? Yes
 
RETENTION: Permanent

2017-03 OMBUDSMAN REPORTS TO COUNCIL/ CITY AUDITOR

Series documents the activities of the Ombudsman office to City Council and/or the City Auditor. Reports are compiled annually and provide general information on activities and progress of the Ombudsman office. Information generally includes number of complaints, trends and other statistical data.

Confidential? No
Vital Record? No
Record Copy? Yes
 
RETENTION: Permanent

2017-04 OMBUDSMAN CONTACT RECORDS

Series is used to record intake calls from citizens to the Ombudsman office. Contact records may include citizen information on matters that have been referred to another agency or that have been accepted for review by the Ombudsman. Information may be used to identify areas or issues within city government that are in need of systemic review or need follow-up. ACCESS: The Ombudsman office maintains the confidentiality of complaints to the extent allowable by law.
 
Record Copy? Yes
 
RETENTION: 3 years
 

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

 

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