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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Management & Finance
4810 Property Control

 4810-01         CAPITAL ASSET /EQUIPMENT RECORDS

Series is created to provide descriptions of capital assets acquired and held by the bureaus.  Series is used to document capital asset acquisitions, showing cost, date of purchase, vendor and estimated useful life.  Series is used to verify that items on the inventory are still held by department and are accurately described and to compute depreciation figures for the annual financial report. Information generally includes department, inventory number, description of item, acquisition forms, vendor payments, invoices and POs to support purchase, estimated useful life, purchase date, cost, location, depreciation, etc.  
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:   3 years after disposal or replacement of asset
AUTHORITY:   OAR 166-200-0050(15)
 

4810-04         PROPERTY DISPOSAL/TRANSFER RECORDS

Records document disposition of city owned non-real property. Records are used to show how property was disposed. Records include reports of unclaimed property, sales records, certificates of sale, authorization notices, surplus property notices, receipts for transfer of property, evidence to property control, public auction records, etc.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:   3 years after disposition of property
AUTHORITY:   OAR 166-200-0050(18)
 

4810-05         REAL AND INFRASTRUCTURAL PROPERTY RECORDS

Series is created to track land, buildings, land improvements and infrastructure owned by the city.  Series is created to track the financial records to property ownership. Acquisition forms and supporting documentation include description of property, purchase price, date purchased, appraisal value at donation, fund property was acquired by, and other related information.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        Yes
Record Copy?       Yes

RETENTION:   Permanent
AUTHORITY:   OAR 166-200-0050(20)
 

4810-07         REAL PROPERTY AND EQUIPMENT RECONCILIATION REPORTS AND RECORDS

Series is created to reconcile capital asset transactions. Series is used to reconcile current year and previous year activities and records of transactions. Series includes spreadsheets, worksheets, journal entries and capital asset transaction reports. See Audit Schedule 023.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information.
Vital Record?        No
Record Copy?       Yes

RETENTION:   3 years
AUTHORITY:   OAR 166-200-0050(23)

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

 

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