PortlandOnline

POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Parks & Recreation
7201 PUBLIC INVOLVEMENT

7201-01 FRIENDS GROUPS/ADVISORY BOARD RECORDS

Series is used to document advisory groups and friends groups created to assist in fund raising opportunities and continuity and direction of parks programs. Series documents efforts to obtain public input on budget, improvements, conditions, management and policies. Series includes activities of non profit boards. Series includes activities of non profit boards. Records include copies of correspondence, memos, meeting records (minutes, agendas, etc.), copies of bylaws, lists of committee members or board members, reference material and other related records.
Record Copy? Yes
Where? Record copy only for those records that are created for the city as part of an advisory group
RETENTION: Permanent. Retain mailing lists as needed, until superseded or obsolete.

7201-02 SPECIAL ORGANIZATIONS RECORDS

Series is created to maintain information needed for resource development and volunteer services. Record includes membership lists for volunteers and neighborhood associations and goals and bylaws for the organizations.
Record Copy? Yes
RETENTION: Retain as needed

7201-03 VOLUNTEER IMPACT REPORTS

Series is used to document hours of volunteer time and calculate the dollar value of volunteer time. Records consist of databases and reports that include name, name of program site, type of project, hours contributed and value of hours.
Record Copy? Yes
RETENTION: 10 years- record copy; Retain as needed- all other copies.

7201-04 VOLUNTEER RECORDS

Series is used to track volunteers and provide information on volunteers for placement. Series is created to document volunteers who are actively involved in parks programs. Records consist of applications and insurance information. The application may include volunteer's name, address, background, skills, interests, etc. Series includes records created to document special skills such as docents and tour guides.
Record Copy? Yes
RETENTION: 5 years after inactive

7201-05 VOLUNTEER DATABASE RECORDS

Series is created to maintain information and statistics related to the volunteer program. Record includes names of volunteers, statistics on hours, location of volunteers, value of time and other related information.
Record Copy? No
Where? Volunteer Records
RETENTION: Until superseded

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

 

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