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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules General Schedule
1000 ADMINISTRATION

1000-01 POLICY AND HISTORICAL RECORDS

Series documents the records that state or form the basis of policy, set precedents or record historic events related to the organization or operation of the city. Records include significant correspondence, memoranda, notes, annual reports, studies, policies, procedures and bureau directives. Series also includes e-mail messages and attachments of a policy nature.  Correspondence, including e-mail, of elected officials and bureau directors often falls under this category.
Record Copy? Yes
RETENTION: Permanent. Send 1 copy of all reports, studies, publications and  other published documents to the City Archives per City Code 3.76.050 (G).

1000-03 CORRESPONDENCE - ROUTINE

Series documents communications received or sent which do not contain significant information about a city's programs, fiscal status, activities or operations. Records include, but are not limited to, advertising circulars, routine City-wide announcements, and copies of or references to records that are officially maintained elsewhere.

Record Copy? Yes
RETENTION: Retain until read

1000-05 CORRESPONDENCE - PROGRAM

Series documents programs administered by bureau staff. Records include significant information about bureau programs that are not historical or policy in nature. Series includes correspondence, general subject records, memos, notes and other records received or sent by the city. Records also include e-mail messages and attachments.
Record Copy? Yes
RETENTION: Retain for same period as program or functional record series to which it relates

1000-06 PROGRAM / ACTIVITY TRACKING RECORDS

Series documents the activities of city employees and programs. Series may be used to compile annual reports, gather information for planning purposes or to track budget and work progress. Records include daily, weekly, and monthly reports and logs of activities that are not captured in a more specific retention schedule.
Record Copy? Yes
RETENTION: 2 years

1000-08 MEETING RECORDS - BOARDS, COMMISSIONS AND COMMITTEES

Records documenting the proceedings of city boards, commissions, task forces, committees, advisory councils and other similar groups as described in Oregon's Public Meetings Law (ORS 192.610 to 192.710). Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio or visual recordings, correspondence and related documentation. Records may also contain membership lists, correspondence and other records prepared by or for the board or commission. The minutes should contain a list of those present, record of subjects discussed, statement of intent, a record of action taken and any evidence on which the action was based.
Record Copy? Yes
RETENTION: Minutes, agendas, indexes and exhibits (not retained permanently elsewhere in city records): Permanent; Audio or visual recordings: 1 year; Other records: 5 years

1000-09 PHOTOGRAPHIC RECORDS

Series is used by bureaus to visually document activities and events. Records consist of photographs, videotapes, slides and negatives. Records may include visuals used in publications and presentations if the images were taken specifically for that purpose. Records should include full identification (dates, names, places, and occasion) of each image.
Record Copy? Yes
RETENTION: Photographs, Slides, Negatives: Permanent; Videotapes: 5 years. Destruction of videotapes is subject to archival review.

1000-12 SPEECHES, STATEMENTS, NEWS RELEASES

Prepared statements, announcements, news conference transcripts, and similar records issued by the city. Subjects include the adoption of new city programs, termination of old programs, policy shifts, changes in the status of elected officials or senior administrative personnel, and others. Also may include news releases announcing the routine events or actions carried out within the scope of existing city policies.
Record Copy? Yes
RETENTION: Policy and historic news releases: Permanent; Routine news releases: 2 years

1000-13 INFORMATION REQUESTS AND COMPLAINTS

Records documenting complaints or requests concerning a variety of city responsibilities. Information often includes name, phone number, and address of person making request or complaint, narration of request or complaint, name of person responding to request or complaint, dates of related activities, and other data. Series may also include compiled reports or statistics.
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: 2 years after last action. Compiled reports and statistics may have historic value. Contact City Archives for assistance prior to destruction.

1000-14 SURVEYS, POLLS AND QUESTIONNAIRES

Records document the measurement of public opinion by or for the City related to various issues, actions, and concerns. May include surveys, polls, questionnaires, summaries, abstracts and related records. Examples of summaries include studies, which incorporate the significant results of public opinion surveys, abstracts of questionnaires designed to determine the skills and interests of citizens volunteering for City service, and other records, which distill survey data into summary form.

 

Record Copy? Yes

 

RETENTION: Retain poll and questionnaire responses until summary report is created or 3 years, whichever is sooner.  Subject to archival review. Contact City Archives for assistance prior to destruction.

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

 

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