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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Neighborhood Involvement
6801 COMMUNITY AND NEIGHBORHOOD INVOLVEMENT CENTER

6801-01   NEIGHBORHOOD DISTRICT COALITIONS, ASSOCIATIONS, DIVERSITY AND CIVIC LEADERSHIP ORGANIZATIONS, BOARDS AND COMMISSIONS: ORGANIZATIONAL RECORDS

Series is created to document the organizational structure of both committees that are formed around specific issues as well as organizations officially recognized or formed by the City. Organizations include but are not limited to District Coalitions, Neighborhood Associations, Business District Associations, Diversity and Civic Leadership organizations, Communities Beyond Neighborhood Boundaries and other organizations over which ONI has recordkeeping responsibilities. Records may include articles of incorporation, mission statements, bylaws, committee and board member rosters, evidence of tax-exempt status (if applicable) etc. 

 

Confidential?        No

Vital Record?        Yes

Record Copy?       Yes

 

RETENTION:       Permanent

6801-02    NEIGHBORHOOD DISTRICT COALITIONS, ASSOCIATIONS, DIVERSITY AND CIVIC LEADERSHIP ORGANIZATIONS, BOARDS AND COMMISSIONS: MEETING RECORDS – AGENDAS, MINUTES, EXHIBITS

Series is created to document meetings held by neighborhood coalitions, associations, boards, commissions and committees.  This series includes records from meetings covered by Oregon Public Meetings rules as well as records from other neighborhood meetings that are preserved for their historical value. 

 

Confidential?        No

Vital Record?        Yes

Record Copy?       Yes

 

RETENTION:       Permanent

6801-03    NEIGHBORHOOD DISTRICT COALITIONS, ASSOCIATIONS, DIVERSITY AND CIVIC LEADERSHIP ORGANIZATIONS, BOARDS AND COMMISSIONS: MEETING RECORDS – AUDIO OR VISUAL RECORDINGS      

Series is created to make the content of a meeting available after it has been held and to facilitate the creation of written meeting minutes.               

 

Confidential?        No

Vital Record?        No

Record Copy?       Yes

 

RETENTION:       1 year after written minutes prepared and approved. 

 

COMMUNITY AND NEIGHBORHOOD RESOURCE CENTER PROGRAM RECORDS OVERVIEW

Program records document staff and partner organization work used to implement Office of Neighborhood Involvement goals and objectives, organize and/or facilitate special projects, produce communications and outreach materials, build community partnerships, provide information and technical assistance, train community members in leadership skills. ONI programs and partner organizations include, but are not limited to:

  • Neighborhood Program
  • Disability Program
  • Diversity and Civic Leadership Program
  • Elders in Action
  • Public Involvement Best Practices Program
  • Effective Engagement Solutions Program
  • Resolutions Northwest

RETENTION:  Program records are to be retained based on where they belong within the following record series.

 

6801-04      PROGRAM RECORDS – ACTIVITY REPORTS, OTHER THAN ANNUAL

Daily, weekly, monthly, or similar reports other than annual reports document City employee general activities not covered in a more specific retention schedule. Useful for compiling annual reports, planning and budgeting, monitoring work progress and other purposes. Usually tracks type of activity, employees and/or volunteers involved, time spent on activity, work completed, and related information in narrative or statistical form.

 

Confidential?        No

Vital Record?        No

Record Copy?       Yes

 

RETENTION:  2 years

 

6801-05      PROGRAM RECORDS – ANNUAL REPORTS

Reports document the program or primary functional activities and accomplishments of a City agency for the previous year. Reports are often compiled from monthly, quarterly, or other subsidiary activity reports. Usually includes statistics, narratives, graphs, diagrams, and similar information.

                        

Confidential?        No

Vital Record?        Yes

Record Copy?       Yes

 

RETENTION:       Permanent

 

 

6801-26      PROGRAM RECORDS – COMMUNITY WORKSHOPS / TRAINING

Records document the design and implementation of program-sponsored seminars, conferences, workshops, and similar gatherings. Often includes workshop descriptions, instructional materials, course outlines, enrollment and attendance records, reports, planning documentation, and related records.

 

Confidential?        Attendee records are confidential

Vital Record?        No

Record Copy?       Yes

 

RETENTION:        (A) Records documenting significant or historical aspects of event retain permanently.

                       (B) Routine administrative records retain 2 years after event

 

6801-27      PROGRAM RECORDS – OUTREACH PUBLICATIONS

Published records produced by the program and made available to the public. Includes newsletters, pamphlets, brochures, leaflets, reports, studies, proposals, weblogs and other on-line postings and similar records.

 

Confidential?        No

Vital Record?        No

Record Copy?       Yes

 

RETENTION:       Retain 1 copy of publications permanently

 

6801-28      PROGRAM RECORDS – SPECIAL EVENTS

Records document program-sponsored special neighborhood events or celebrations. Provides a record of planning and promotional efforts, public attendance and response, major speeches and dedications, and other aspects of the event. These records may include studies, publications, photographs, attendance summaries, final reports, and other documents.

 

Records related to the routine organization and promotion of a program-sponsored special event or celebration. These often include lists, rosters, correspondence, volunteer information, and related records.

 

Confidential?        No

Vital Record?        No

Record Copy?       Yes

 

RETENTION:        (A) Records documenting significant or historical aspects of event retain permanently.

                       (B) Routine administrative records retain 2 years after event

 

6801-29      COMMUNITY FUNDING GRANTS

Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which the City is the recipient, grantor, allocator, or administrator. Grants may come from federal or state governments or foundation and other private funding sources. Records may include but are not limited to applications including project proposals, periodic summaries, objectives, activities, budgets, exhibits, and award notification; grant evaluation records and recommendations concerning grant applications; grant administration records including periodic progress reports, budgets, project objectives, proposals, and summaries; records document allocation of funds; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation.  Note: original grant agreement is maintained by the Grants Office in OMF.

 

Confidential?        Grant recipient records may be confidential – consult City Attorney

Vital Record?        No

Record Copy?       Yes

 

RETENTION:     (A) Records documenting significant or historical aspects of grant programs retain permanently.

                      (B) Grant administrative records retain 3 years after grant-funded project has been completed and any related obligations have been met.

                      (C) Unsuccessful grants retain 1 year after rejection or withdrawal

 

6801-30      COMMUNITY AGREEMENTS, GOOD NEIGHBOR AND PARTNERSHIP AGREEMENTS

Series is created to document written agreements that address problems that affect the parties involved. Agreements set a tone of cooperation and are used to define the roles and responsibilities of each partner. Records include copies of agreements, correspondence, background data, etc. 

 

Confidential?        Identity of complainants to be kept confidential

Vital Record?        No

Record Copy?       Yes

 

RETENTION:       10 years after inactive or dissolved

 

6801-31      REQUEST AND COMPLAINT RECORDS

Records document citizen requests or complaints received either directly or by referral. Information often includes name and contact information 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.  Once a complaint has been referred to the appropriate City bureau, that bureau takes on recordkeeping responsibilities for the issue. This record series applies only to records that are created in the normal course of business – many phone referrals do not result in the creation of a record.

 

Confidential?        Information about requester/complainant may be confidential. Consult City Attorney.

Vital Record?        No

Record Copy?       Yes

 

RETENTION:       2 years after last action 


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

 

Table of Contents
6801 COMMUNITY AND NEIGHBORHOOD INVOLVEMENT CENTER
6804 CRIME PREVENTION
6809 NEIGHBORHOOD LIVABILITY
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