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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Environmental Services
8801 Customer Services

8801-01 CUSTOMER RECEIPTS (ADDRESS RECORDS)

Series is used to document payments to sewer connection charges and fees. Record includes receipt number, account number, site location, tax number, how paid, amount paid, etc.
Record Copy? Yes
RETENTION: Permanent

8801-02 CUSTOMER CORRESPONDENCE RECORDS

Series is created to document the interaction between the Bureau of Environmental Services Customer Service Section and account holders. Series is used to verify findings of customer concerns and to justify adjustments and services. Records include copies of correspondence, findings, copies of loans, calculations, screen prints, notes, adjustment forms, receipts, memos, permits and other related documents. Examples of records include customer adjustment records, connection charges refund records, permit refunds, general correspondence, etc.
Record Copy? Yes
RETENTION: Permanent

8801-03 CUSTOMER SERVICE HOUSEKEEPING REPORTS

Series is created to document activities and reports that are related to the customer service activity. Series is used as a reference, to verify work progress and to check that work has been done. Records include computer generated reports, correspondence, rate sheets, etc. Examples of reports include residential new connections, new constructions, right of way reports, DCIP (District Connects in Portland), and other special and one time reports.
Record Copy? Yes
RETENTION: Retain as needed.

8801-04 QUARTER SECTION CONTACT AND INFORMATION RECORDS

Series is used to document interaction with the public that is not connected with a specific job. It is created to document what the public was told and to research past problems. Records include contact sheets, correspondence, findings, investigations, etc.
Record Copy? Yes
RETENTION: Retain as needed.

8801-05 OUTSIDE SEWERAGE DISTRICT RECORDS

Series is created to document charges paid or credited between the City and outside sewerage districts for customers served by another agency. Records include reports, notes, calculations, charges, memos, fees, etc. Examples of outside districts include the Unified Sewerage Agency (USA), the City of Milwaukie, etc.
Record Copy? No
RETENTION: 3 years

8801-06 PERMIT PLAN REPORTS

Series is used by the bureau to assign fees and give bureau sign off on buildings permits. Series is created to initiate sewer fees assessed on building permits. Record is a report from Buildings Bureau database that includes permit number, project, applicant, location, date received, date checked and other related data. Records include handwritten notes on reports that indicate actions taken.
Record Copy? No
Where? Bureau of Buildings Permit Records
RETENTION: Retain as needed.

8801-07 DYE TEST RECORDS

Series is created to document requests to the Bureau of Maintenance to check to see if an address is connected to the sewer system. Series is used to answer questions regarding connections. Records include date, address, type of property, contract person, what was done, findings, site maps, etc.
Record Copy? Yes
RETENTION: 2 years

8801-08 IMPERVIOUS AREA RECORDS

Series is used to document impervious area on account properties. Series is created to show drainage areas and to figure charges based on impervious areas. Records include measurements, water account information, tax id numbers, quarter section number, field notes, measurement dates, and other similar records. Series includes DAMP (Drainage Area Measurement Program) database, Multi-Family Measurement Project, Single Family Drainage Area Measurement Project, aerial photographs, topographic maps, and other databases or worksheets used to measure and record imperious areas.
Record Copy? Yes
RETENTION: Until superseded. Destruction of aerial photographs and topographic maps are subject to archival review.

8801-09 EXTRA STRENGTH ACCOUNT RECORDS

Series is created to calculate rates based on data received from the Pollution Control Lab for extra strength fees. Series information is entered into the computer to update the billing record. Records include rates, discharges, correspondence and calculations.
Record Copy? Yes
RETENTION: 3 years

8801-10 SPECIAL METER DATABASE

Series is created to record meter readings and calculate proper readings to be applied to water and sewer bills. Series is used to records readings submitted by the customer. Records include account name, number, reading data, report date, date sent to Water Bureau, etc.
Record Copy? Yes
RETENTION: Until superseded. Purge meter reading data from system after 3 years.

8801-11 SUB METER ACCOUNT RECORDS - METER READ DOCUMENTS

Series is used to measure water that does not flow into sewer system or enters the sewer in a clean state and is used to measure water that is eligible for a discount on the sewer portion of their bill. Records include meter readings, correspondence, and other related documents. Series includes self read and city read meter readings.
Record Copy? Yes
RETENTION: 3 years
8801-12 SUB METER ACCOUNT RECORDS - METER RECORDS
Series is used to document meters in place for the sub accounts and is created to track information about the meters. Records may include name of company, type of meter, serial number, units meter measures, drawings, location, etc.
Record Copy? Yes
RETENTION: Until superseded

8801-13 STORMWATER DRAINAGE DISCOUNT PROGRAM RECORDS

Series is created to document the reduction of drainage charges to customers and is used to show how decision to reduce charges was reached. The program is scheduled to end by October 1998. Records include applications, field notes, research, correspondence, customer contacts, decision/result, and other related documents.
Record Copy? Yes
RETENTION: 2 years after program closure. Program is currently scheduled to run through October 1998.

8801-14 STORMWATER DRAINAGE DISCONNECT DATABASE

Series is created as a quick reference for the stormwater drainage disconnect program. Series is used to create reports and develop statistics on program. Series is also the system that calculates discount to be applied to individual accounts. The program is scheduled to end by October 1998. Records include customer information, discounts, results, customer contacts, and other related information.
Record Copy? Yes
RETENTION: Until superseded or life of program. Program is scheduled to end October 1998.

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

 

Table of Contents
8801 Customer Services
8802 Environmental Compliance
8803 Solid Waste & Recycling
8805 Development Assistance
8806 Engineering / Projects
8807 Wastewater Group - Maintenance Engineering
8808 Public Involvement
8809 Material Testing Lab
8810 Mid County Office
8811 Source Control
8812 Spill Protection and Response
8813 Environmental Monitoring / Investigations
8814 Hazardous Site Management
8815 Pollution Control Lab
8816 Surfacewater Management
8817 Modeling
8818 Data Acquistions
8819 Downspout Disconnection
8820 Financial Planning
8821 Administration
8822 Communications
8823 Information Services
8824 MWESB (Minority, Women, Emerging Small Business)
8825 - Watershed Services
9401 Wastewater Group - Operations
9402 Wastewater Group - Maintenance
9403 Wastewater Group - Maintenance Support
9404 Wastewater Group - Biosolids & Residuals Management
9406 Wastewater Group - Safety
9407 Wastewater Group - Facilities Management
9408 Wastewater Group - Regulatory Compliance
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