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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules General Schedule
1009 ELECTED OFFICIALS

1009-01 PROCLAMATIONS

Statements issued by the mayor on matters affecting the city, usually dedications, openings and other ceremonial occasions.
Record Copy? Yes
RETENTION: Permanent

1009-02 MEMORABILIA AND GIFTS

Series contains memorabilia and gifts given to Elected Officials and their staff as a remembrance of an event or visit. May include trinkets, t-shirts, photos, gift packets and other memorabilia given to a City representative in an official capacity. Public officials should consult ORS 244.020 and City Attorney opinion issued 2/12/85 (Hurtig to Clark, re: Gifts to Public Officials) before acceptance of gifts. Material sent to the Archives and Records Center for storage will be considered public property.
Record Copy? Yes
RETENTION: Permanent, subject to archival review. Unwanted material will be donated to an appropriate agency at the discretion of the City Archivist.

1009-03 COUNCIL PACKETS

Series is used to add background information to items before Council. Records consist of the Council Member's copies of materials such as ordinances, resolutions, reports, contracts, and other similar items to be considered before Council. Original documents are maintained permanently in the City Auditor's Office.
Record Copy? No
RETENTION: 1 year. Transfer material of continuing value to Policy and Historical Records, 1000-01.

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

 

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