PortlandOnline

POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules General Schedule
1002 OFFICE MANAGEMENT RECORDS

1002-01 DESK CALENDARS AND NOTES

Series is created to document and facilitate planning, scheduling and similar actions related to meetings, appointments, trips, visits, and other activities. Records include calendars, appointment books, Franklin planners, notes, diaries, phone records, telephone surveys, and other types of similar records including electronic calendars. Records that contain significant information that is not duplicated or summarized may merit inclusion into other record series.
Record Copy? Yes
RETENTION: Elected Officials and Bureau Directors: Permanent; All other bureau personnel: 1 year

1002-02 MAILING LISTS

Series is created to facilitate billing, community outreach and other functions that require notification by the city. Records may include name of person or organization, address, phone number, contact person (if any) and other similar information. Note: Consult your legal counsel prior to releasing information.
Record Copy? Yes
RETENTION: Until superseded

1002-03 OFFICE MANAGEMENT RECORDS

Series is created to document the office administrative and management activities of the bureau. Series is used to track tasks and functions that are not generally unique to the bureau. Examples of office management records include risk management, records management, property management, equipment inventories, surplus forms and information, hold harmless agreements/waivers, office space records, space layouts, copies of leases and rental agreements, floor plans, computer network information, locations of communications and wiring records, and other similar records.
Record Copy? Yes
RETENTION: 2 years

1002-05 SEMINAR AND CONFERENCE RECORDS - NON-CITY SPONSORED

Series documents activities of seminars, conferences, workshops, conventions and similar meetings not sponsored by the City but attended by city personnel. Records include reports, recommendations, instructional material and other records.
Record Copy? Yes
RETENTION: 2 years

1002-06 WORK ORDERS

Series is used to document requests for services by city bureaus and outside agencies. Records include copies of work orders and service requests for printing, distribution, telephone services, wiring, fleet, facilities, general services, and other similar functions. Records include items that need repair or maintenance.
Record Copy? Yes
RETENTION: 2 years

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

 

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