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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Development Services
2206 Administration

2206-01   SPECIFIC ADDRESS RECORDS  
Series is used by bureau management to track correspondence and information on a specific address.  Series is created to document larger issues that are of concern to bureau management.  Records include correspondence between property owners or constituents and bureau management regarding a particular address.
 
Record Copy?  Yes
Vital Record?    No
Confidential?    No
 
RETENTION:       Permanent
 
AUTHORITY:      OAR 166-200-0010(7)
 
 
2206-03   STATE SURCHARGE REPORTS
Series is created to document fees paid to the State.  Series is used to calculate state surcharge fees on permits.  Records include correspondence and spreadsheets that calculate and report fees due.  
 
Record Copy?  Yes
Vital Record?    No
Confidential?    No
 
RETENTION:       3 years after annual audit report issued
 
AUTHORITY:      OAR 166-200-0050(1)
 
 
2206-04    CUSTOMER REFUND RECORDS
Series is created to document refunds given to customers.  Series is used to request refunds for permits issued but not used.  Records include correspondence and payment authorizations regarding refunds.
 
Record Copy?  Yes
Vital Record?    No
Confidential?    No
 
RETENTION:       3 years after annual audit report issued
 
AUTHORITY:      OAR 166-200-0050(1)
 
 
2206-05   FEE WAIVER RECORDS
Series documents requests for waiver of fees for any building permit.  Series is used to document process and review of fee waivers.  Records include correspondence, summary reports, background data, etc.
 
Record Copy?  Yes
Vital Record?    No
Confidential?    No
 
RETENTION:       3 years after issued
 
AUTHORITY:      OAR 166-200-0050(2)
 
 
2206-06   PROGRAM AND CODE GUIDES
Series is created to assist clients in understanding bureau programs, procedures and Building Code interpretations.  Series is used to address specific permit type or information used to obtain approval for a specific code requirement.  Records generally include explanation of bureau programs and the plan review and inspection processes.  Staff copies include staff procedures.  
 
Record Copy?  Yes
Vital Record?    No
Confidential?    No
 
RETENTION:       One copy will be sent to Archives for permanent storage; additional copies retain as needed.
 
AUTHORITY:      OAR 166-200-0010(24)
 
 
2206-09   METRO REPORTS AND COMPARISON REPORTS
Series is created to track and summarize permit activity.  Series is used to provide statistical information on building activity.  Series provides historical trending on building activity.  Records include permit number, permit detail, sight address, class of work, occupancy, description, valuation, date, status, construction type, square footage, etc.
 
Record Copy?  Yes
Vital Record?    No
Confidential?    No
 
RETENTION:      
(A) Monthly report: Permanent;
(B) Weekly report: until compiled into monthly report
 
AUTHORITY:      OAR 166-200-0025(1)

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

 

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