PortlandOnline

POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Environmental Services
8820 Financial Planning

8820-01 RATE RECORDS

Series is used to develop capital charges (connections, line, branch, stormwater, etc.) for hooking up to the sewer system. Records include project costs, correspondence, memos, spreadsheets, working records, calculations, summary outputs, etc.
Record Copy? Yes
RETENTION: 3 years

8820-02 RATE REVIEW RECORDS

Series is used to set rates and provides information about costs of service. Series documents how the rates were set and is created to provide an audit trial for the rate setting process. Records include spreadsheets, presentations, calculations, correspondence, memos, projections, rate modeling information, samples, process used, notes, and other working documents such as weight studies that are created to document fees and actual costs.
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

8820-03 RATE MODELING SYSTEM

Series is used to set annual rates for solid waste and recycling. Series is created to run different scenarios to help determine levels of service. System consists of financial information, costs of services, assumptions of rates, and other related records. Series includes all computer records and programs required to complete the rate modeling system.
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: Retain as needed.

8820-04 SYSTEM FORECAST RECORDS - LONG TERM

Series is created to forecast financial needs to manage sewer system. Series is used to determine revenue requirements and rate increases over a 10 to 20 years period. Records includes spreadsheets, computer records, some detail records and other related data.
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-annual forecast; 3 years- all supporting documentation.

8820-05 SYSTEM FORECAST RECORDS - SHORT TERM

Series is created to project bond coverage requirements to ensure that financial resources are available to pay outstanding debt for improving and maintaining sewer system. Series is used to track revenues and expenditures. Records include spreadsheets, budget tracking documents, source documents, calculations, financial reports and other related records.
Record Copy? Yes
RETENTION: 3 years

8820-06 WATER BUREAU CUSTOMER BILLING RECORDS - SUMMARIES (FLOW HISTORIES)

Series is created to download data from the Water Bureau Customer Systems (CBIS) to bureau computer systems for manipulation. Series is used to project financial trends for billing revenue and rates. Records may include account information, type of account, frequency, billings, meter read information, etc.
Record Copy? No
Where? Water Bureau CBIS System (9602-01).
RETENTION: 5 years- summary data; retain as needed (but no longer than 2 years) - all other data.

8820-07 CONTRACT PAYMENTS AND RETAINAGE RECORDS

Series is created to track payments made on BES contracts. Series is used to track amount of retainage and status of contracts. Record includes a copy of the contract, payments, invoices, computer reports, payment logs and other similar records.
Record Copy? No
Where? Accounting/Auditor
RETENTION: 6 years after closure. Construction and Government Contracts should be transferred to the Auditor's Office for final disposition.

8820-08 FRANCHISE EVALUATION/SPECIAL PROJECT RECORDS

Series is used to verify information submitted by companies to ensure that revenue that is collected is being reported. Series is the working documents used by the financial planning section on special projects. Records are pre-audit records and include spreadsheets, correspondence, documentation, copies of reports, and other related data.
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: Retain as needed.

8820-09 RESIDENTIAL HAULER FINANCIAL REPORTS

Series is used for rate setting and to monitor the solid waste program. Series may be used to determine financial strength of haulers in franchise purchase agreements. Series is created because of franchise requirements that require reports to be submitted. Records contain revenue and costs (income statements) for providing services.
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: 10 years

8820-10 SERVICE SUBSIDY RECORDS

Series is created to determine the amount the city needs to subsidize haulers for programs performed below cost. Records include customer reconciliation records, company name, subsidized amount total off set, etc. Examples of subsidy programs include the mini-can off set, recycling, etc.
Record Copy? Yes
RETENTION: 3 years- hard copies of reports; retain as needed- computer records

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
8804 Wastewater Group - Engineering Support
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
Questions & Comments
If you have any questions or comments, please contact our site administrator.