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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules City Auditor
2018 Independent Police Review (IPR)

2018-01   CITIZEN INITIATED COMPLAINT FILES (C-FILES AND T-FILES)

Records documenting investigations of citizen complaints against police officers.  Includes but is not limited to: initial complaint; written and e-mail correspondence with complainant and Police Bureau; written and tape recorded interviews; Internal Affairs Division investigative reports and worksheets; computer-aided dispatch printouts; Bureau findings; tort claim notices; civil pleadings; supporting documentation; and IPR recommendations.  Note: these files contain a combination of IPR original material and convenience copies of Police Bureau material and may contain convenience copies of City Attorney materials.

 

Confidential?        Yes

Vital Record?        No

Record Copy?       Yes (IPR original material only)

 

RETENTION:  Cases that result in officer termination: 10 years after employee separation.  All other cases: 7 years after resolution.

 

AUTHORITY:  OAR 166-200-0100(40)

 

 

2018-02     POLICE BUREAU INITIATED COMPLAINT FILES (B-FILES)

Records documenting investigations of complaints against police officers initiated by the Police Bureau.  Includes but is not limited to: written and e-mail correspondence with victim-complainants and Police Bureau; written interviews; Internal Affairs Division investigative reports and worksheets; Bureau findings and IPR recommendations.  Note: these files contain a combination of IPR original material and convenience copies of Police Bureau material.

 

Confidential?        Yes

Vital Record?        No

Record Copy?       Yes (IPR original material only)        

 

RETENTION:   Cases that result in officer termination: 10 years after employee separation.  All other cases: 7 years after resolution.

 

AUTHORITY:  OAR 166-200-0100(40)

 

 

2018-03 APPEALS FILES (X-FILES)

Records documenting citizen appeals (of Police Bureau findings) to the IPR and the Citizen Review Committee (CRC).  Includes but is not limited to: IPR/CRC report summarizing the investigation and Bureau findings; written and e-mail correspondence with appellant, Police Bureau and members of the CRC; IPR notes and comments; CRC decision.  Note: these files contain a combination of IPR original material and convenience copies of Police Bureau material.

  

Confidential?        Yes

Vital Record?        No

Record Copy?       Yes (IPR original material only)

 

RETENTION:   Cases that result in officer termination: 10 years after employee separation.  All other cases: 7 years after resolution.

 

AUTHORITY:  OAR 166-200-0100(40)

 

2018-04 COMMENDATION FILES (A-FILES)

Copies of written or e-mailed correspondence from citizens that praises individual or unspecified police officers.  Originals are forwarded to the Chief of Police.

 

Confidential?      Yes

Vital Record?      No

Record Copy?     No.  Official record maintained with Employee Personnel Folder

                                                                                      

RETENTION:   3 years

 

AUTHORITY:  Independent Police Review copy is non-record copy.

 

 

2018-05 PERIODIC REPORTS

Monthly, quarterly and/or annual reports on IPR activities, generated for the division itself, the City Council or the public. 

 

Confidential?        No

Vital Record?        No

Record Copy?       Yes

 

RETENTION:   Quarterly and annual reports: Permanent.  Monthly reports: 2 years.

 

AUTHORITY:   OAR 166-200-0010(3); OAR 166-200-0010(2)

 

 

2018-06 AUDIT REPORTS AND WORKPAPERS

Reports and supporting materials documenting the formal examination of activities, performance, controls, policies, procedures or other matters that fall under the IPR division’s scope of authority.  Includes resulting findings and recommendations. 

 

Confidential?        Yes

Vital Record?        No

Record Copy?       Yes

 

RETENTION:   10 years

 

AUTHORITY:   OAR 166-200-0010(10)

 

 

2018-07 CITIZEN REVIEW COMMITTEE MEETING RECORDS

Records documenting the official actions of committee proceedings.  Series consists of summaries of meetings which include date and time of meeting, members present, motions, proposals and their dispositions, results of votes of each member by name, and action taken. Series includes agendas, exhibits and resolutions.  Series also includes tape recordings of the proceedings.

 

Confidential?        Yes

Vital Record?        No

Record Copy?       Yes

 

RETENTION:   Retain minutes (except executive session minutes) permanently.  Retain executive session minutes, if any, 10 years.  Retain audio or visual recordings 1 year after minutes prepared and approved; Retain other records and exhibits not pertinent to minutes 5 years.

 

AUTHORITY:  OAR 166-200-0010(13)

 

 

2018-08 CITIZEN REVIEW COMMITTEE MEMBER SELECTION RECORDS

Records documenting the process for selecting Citizen Review Committee members.  Include applications and related information relating to review and ranking of applicants.

 

Confidential?        Yes

Vital Record?        No

Record Copy?       Yes

 

RETENTION:   Retain records for individuals who are selected to serve 3 years after separation.  Retain unsuccessful applications and resumes 3 years after position filled. Retain unsolicited applications and resumes 3 months.

 

AUTHORITY:  OAR 166-200-0090(21); OAR 166-200-0090(18)


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

 

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