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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules General Schedule
1005 LEGISLATIVE AND LEGAL RECORDS

1005-01 COUNCIL RECORDS

Series consists of convenience copies of council records. Records include bureau copies of council calendars/agendas, council documents, ordinances, and working documents created during the preparation of ordinances, resolutions and city code revisions.
Record Copy? No
Where? Auditor's Office
RETENTION: 1 year

1005-02 CONTRACTS AND AGREEMENTS -- BUREAU COPIES 

Series consists of convenience copies of contracts and agreements that have been assigned an official contract number by the Auditor’s Office.  Records include bureau copies of contracts and agreements, authorizing ordinances, correspondence, payment authorizations, insurance certificates and other information pertaining to a specific contract or agreement.  Series includes consultant selection records including proposals, correspondence, cover letters, requests for proposals (RFPs), consultant portfolios and other materials submitted as evidence of professional work done.  (Record copies of collective bargaining and grant related contracts are maintained by the Bureau of Human Resources and Grants Office, respectively.)
 
Confidential?   No
Vital Record?   No
Record Copy?  No
Where?          Office of the City Auditor
RETENTION: Retain as needed
 
AUTHORITY: Not record copy

1005-03 ATTORNEY'S OPINIONS AND LEGAL RECORDS

Series is used to track legal issues of interest to the bureau. Records include convenience copies of legal opinions and records on legal cases or court matters relevant to the bureau.
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? City Attorney
RETENTION: Until reference value is served

1005-04 LEGISLATIVE LIAISON RECORDS

Series is used by bureaus to track legislation of interest to the bureau. Records include copies and drafts of legislation that are of interest to the bureau. Records include correspondence, testimony and other background and research material.
Record Copy?Yes
RETENTION: 4 years
 
 

1005-05     LIABILITY WAIVER RECORDS 

Records documenting the release of the city from liability related to various activities that include citizen involvement. Examples include but are not limited to riding in police or fire and emergency services vehicles, participating in city sponsored runs or other activities such as recreational classes including canoeing, kayaking, tennis, basketball, and others. Information usually includes release terms, date, signatures, and related information.
 
Confidential?       No
Vital Record?       Yes
Record Copy?      Yes
 
 RETENTION:      3 years
 
AUTHORITY:      OAR 166-200-0140 (9)
 
 

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

 

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