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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Fire, Rescue & Emergency Services
5020 EMERGENCY MANAGEMENT

5020-01 BASIC EMERGENCY PLAN AND ANNEXES

Series is used to provide direction, guidance and planning for man made and natural disasters that may occur or affect the City of Portland. Records include reports, plans, planning documents, annexes, drawings, maps and other information to be used in the event of a disaster.
Record Copy? Yes
RETENTION: 6 years after superseded.

5020-02 COMPREHENSIVE COOPERATIVE AGREEMENT (CCA) RECORDS

Series is created to document the agreement/workplan between the Oregon Office of Emergency Management (OEM) and the City. Series documents what the city will agree to do to receive Federal Emergency Management Agency (FEMA) funds. Record includes a copy of the agreement, work plan, quarterly status reports, state reports, and other records used to verify the agreement.
Record Copy? Yes
RETENTION: 6 years after expiration of financial report.

5020-03 CROSSWALK RECORDS

Series is used to verify Basic Plan and Annexes and contains all necessary elements and components required by the Federal Emergency Management Agency (FEMA). Records document where necessary elements are specifically found in the Basic Plan and Annex. Record may include signature and approval sheets from the Oregon Office of Emergency Management (OEM).
Record Copy? Yes
RETENTION: 9 years after annual final expenditure report submitted.

5020-04 FEMA (FEDERAL EMERGENCY MANAGEMENT AGENCY) EXERCISE REPORTS

Series is used to document responses to FEMA. Series documents the exercising of Basic Plan, annexes, and Emergency Operations Center (EOC). Series also documents the activation of the EOC. Records consist of federal report covering functions tested or activated and any back-up documentation.
Record Copy? Yes
RETENTION: 3 years

5020-05 EOC (EMERGENCY OPERATIONS CENTER) RESPONDER RECORDS

Series is used to track personnel assigned to the City's Emergency Operations Center (EOC). Records include name of responder, phone numbers, pager numbers, bureau, EOC assignment and ICS (Incident Command System) training record. Records may include EOC Volunteer Records.
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

5020-06 NEIGHBORHOOD EMERGENCY TEAM (NET) RECORDS

Series is used to document neighborhood contacts and resources in the community regarding Emergency Management issues. Records include FAST (Facility Assessment Stabilization Team) and ECHO (Emergency Communications for Hazardous Operations). Records include correspondence, training information, contact sheets, studies, and background information.
Record Copy? Yes
RETENTION: Until superseded

5020-07 EOC (EMERGENCY OPERATIONS ENTER) ACTUAL OCCURRENCE RECORDS

Series is used to document the activation of the Emergency Operations Center (EOC) for an actual/real occurrence. The Series is created to document actions taken by EOC staff and responders. Series may be used to prepare FEMA Disaster Request Records. Records include messages, forms, video tapes, t-cards, financial documents, photographs, computer data, federal and state forms, and other records used to manage and respond to the incident. Records include cleanup, closure and reimbursement.
Record Copy? Yes
RETENTION: Permanent

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

 

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