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9403 Wastewater Group - Maintenance Support

9403‑02    WG, Asset Management System (SYNERGEN/Oracle Work and Asset Management - OWAM)    

Series consists of records related to the procurement, inventory, maintenance and management of assets used in the operation of wastewater pump stations, treatment plants and other facilities and properties. Records include asset inventories and specifications, preventative maintenance procedures, work requests, maintenance activity descriptions, inventory transactions, purchasing/procurement transactions, labor costs, timekeeping & employee leave request records, OR-OSHA compliance work orders, standard operating procedures, and other associated data.  These records are maintained electronically in the Synergen/Oracle Work and Asset Mgmt (OWAM).


Confidential?  No                  

Vital Record?  Yes

Record Copy?  Yes


RETENTION:  Retention periods will vary depending on the type of record series maintained.  The system must be able to reproduce an authentic copy of any record considered to be the record copy for the record’s entire retention period, or until the record is captured and retained appropriately elsewhere.  Follow retention periods in Wastewater, BES and City General retention schedules.

Records related to the system itself must be retained for one year after the system is retired or superseded.


Authority: For records maintained in the system see authority citations for specific record series. Authority for records related to the system itself: OAR 166-200-0270(2)

 9403‑03    WG, Call Out Scheduling Reports   

Series is used to document the names of employees scheduled to be available to work in after hours emergency maintenance situations. Records include rotation schedules and weekly callout reports that include date, name, contact numbers and other related data.


Confidential?  Follow bureau procedures for maintaining confidentiality of employee phone numbers

Vital Record?  No

Record Copy?  Yes                


RETENTION:  2 years


Authority: OAR 166-200-0400(2)

9403‑05    WG, Precursor Purchase Approval Records 

Series is used to document the approval to purchase hazardous materials and other materials that require tracking.  Records include vendor agreements for conditions of acceptance for precursor materials, toxic reduction pre-approval forms, pre- approval forms for materials that require a Safety Data Sheet (SDS) and other related data.


Confidential?  No                  

Vital Record? No

Record Copy?  See Retention


RETENTION:  Vendor correspondence related to terms of agreement and other records not maintained by OMF Procurement must be retained for 6 years after expiration of agreement. Other records retain 3 years.


Authority:  OAR 166-200-0210(4); 166-200-0265(3)(c)

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
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
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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