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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Fire, Rescue & Emergency Services
5015 PERSONNEL

5015-01 PERSONNEL ASSIGNMENT CHARTS

Series is created to document current assignments and shifts by all personnel in the bureau. Record includes name, station, district, assignment, station phone numbers, etc. Records also include information on civilian personnel.
Record Copy? Yes
RETENTION: Until superseded

5015-02 PERSONNEL DETAIL SHEETS (GREEN SHEETS)

Series is created to document personnel detailed (temporary change) to a specific station, shift or job. Record includes date, name, assigned station, detailed from, detailed to, shift, etc.
Record Copy? Yes
RETENTION: Permanent

5015-03 TRANSFER LISTS (BLUE SHEET)

Series is used to notify bureau by personnel to transfers and promotions within the bureau. Records include name, transfer information (where from and where to), shift changes, hours owed, etc.
Record Copy? Yes
RETENTION: Permanent

5015-04 TRANSFER REQUEST RECORDS

Series is used to document request by personnel to transfer shifts, stations or assignments. Records contain name of employee, employee number, appointment date, certifications, background, transfer data, reason for request, fire bureau signatures, and remarks.
Record Copy? Yes
RETENTION: 3 years

5015-05 RETIREMENT FORMS

Series is used by Fire Bureau personnel to notify the bureau of the intent to leave the bureau. Series is created to document the last work day that an employee will be working. Record includes why the person is leaving, last work day, other retirement information, continued benefits information, property returned and signatures acknowledging retirement.
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? No
Where? Bureau Personnel File
RETENTION: 2 years

5015-06 PERSONNEL DATABASE REPORTS

Series is the hard copies of reports from the personnel database that are created for various administrative purposes. Records are computer printouts that generally include name, employee number and other requested information. Examples of reports include the seniority list, alpha list of employees, master list of addresses and phone numbers, retired employees, transfer requests, etc.
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: Until superseded

5015-07 CHECK SEQUENCE NUMBER CHANGE RECORDS

Series is used to notify central payroll of changes in check sequences for Fire Bureau employee paychecks. Records contain effective date, employee social security number, name, position control number (pcn), AU, RU/org and activity number, old check sequence number and new sequence number.
Record Copy? Yes
RETENTION: 1 year

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

 

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