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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Parks & Recreation
7203 PROGRAMS

7203-01 PROGRAM EVALUATIONS

Series is created to record participants' opinions of trips, tours, and activities that the department provides. Series is used by the bureau and programs to evaluate programs and meet need of and requests of participants and project trends in programs. Record consists of evaluation forms and surveys completed by participants that document opinions about programs and instructors/leaders. Series includes Ellis system used by the aquatic program.
Record Copy? Yes
RETENTION: 3 years

7203-02 PARTICIPANT LIABILITY WAIVERS

Series is used to maintain a history of waiver of liability by participants in City programs. Records include consent form with a printed statement signed and dated by participant guardian.
Record Copy? Yes
RETENTION: 3 years

7203-03 CRIMINAL BACKGROUND CHECK RECORDS

Series is used to document criminal background checks of bureau employees and volunteers. Series is created to ensure that volunteers, employees and part-time coaches do not have a criminal background. Records include waiver and consent forms, personal information, information received from police and other agencies, correspondence, etc.
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? Yes
RETENTION: 3 years

7203-04 SCHOLARSHIP RECORDS

Series is created to document scholarships and fee waivers given due to financial hardships. Records may include scholarship applications, correspondence, approval and other records used to award or track information.
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? Yes
RETENTION: 3 years

7203-05 CRAFT AND SUPPLIES INVENTORY

Series is created to document inventories of supplies used by the recreation programs and Community Center. Series is used to ensure that correct supplies are on hand and to reorder supplies when needed. Records include type of material, brand, normal inventory, amount on hand, order information, and other related material. Also included are inventories of paint, craft supplies, first aid kits, etc.
Record Copy? Yes
RETENTION: Until superseded

7203-06 EQUIPMENT INVENTORIES

Series is created to document the inventory and use of equipment. Series is used to track equipment. Records include inventories, loan/sign out sheets, evaluation or repair slips and other records used to track equipment. Series includes but is not limited to records regarding skates, balls, bats, ballet shoes, playground equipment, etc.
Record Copy? Yes
RETENTION: 3 years- use records; Retain as needed- inventories and all other information.

7203-07 RAIL EQUIPMENT RECORDS

Series is used to maintain information for management of the City's steam locomotives and rail equipment. Records include correspondence, inventories, copies of agreements, news clippings, copies of ordinances, repair records, studies, etc.
Record Copy? No
RETENTION: Permanent- historical information; 2 years- event or scheduling records.

7203-08 CONCESSION RECORDS

Series is created to administer concession contracts and documents agreements and contacts with vendors who do business in City parks. Records include contracts, correspondence, copies of bids, applications, liability waivers, certificates of insurance and other related records. Examples of concessions include food concessions, boat tours, etc.
Record Copy? No
Where? Auditor's Office
RETENTION: 6 years after closure if not duplicated in Auditor's Office; 1 year after closure if filed with Auditor.

7203-09 SPORT PROGRAM RECORDS

Series is used to track general information about sport programs and sport associations. Series is created to provide general information about sport programs. Records include registration dates, how to get involved with program, where the program takes place, information on coaches, organizational flyers, team schedules, permits needed to compile schedules, player cards and other related information. Also included is information from adult and youth leagues.
Record Copy? No
Where? Sport Organization
RETENTION: Retain as need, until superseded or obsolete.

7203-10 SPORTS ASSOCIATION BOARD RECORDS

Series is created as a reference of actions taken by the various Sports Associations. Series is used to document general actions that affect working relationship with Parks Bureau. Records include copies of Association meetings, by-laws and records of board actions.
Record Copy? No
Where? Sports Association
RETENTION: 3 years

7203-11 SPORTS ASSOCIATION SEASONAL INFORMATION RECORDS

Series is created to document general information about sports associations that use park bureau facilities. Series is used to track general information about the various programs. Records include league schedules, league contact lists, managers and coaches lists, rosters, announcements, flyers, and other similar information.
Record Copy? No
Where? Sports Associations
RETENTION: 3 years

7203-12 LIFEGUARD TRAINING RECORDS

Series is created to document the training of lifeguards and swim instructors. Series is used to ensure that employees certification is current. Records include name of employee, type of certification, date of expiration and other related information. Examples of certification include first aid, CPR, and Water Safety Instruction (WSI).
Record Copy? Yes
RETENTION: 3 years

7203-13 COMPLIMENTARY GOLF RECORDS

Series is used to document persons who have been given complimentary rounds of golf. Series is created to document free golf at the various courses. Records include policies and procedures for how complimentary passes are to be issued and logs maintained by the courses on who has golfed using a complimentary pass. Log includes course, name of person using course, number of holes, etc. Series may include names of pro shop employees, park bureau employees, pass holders and other records used to document complimentary pass holders.
Record Copy? Yes
RETENTION: 1 year

7203-14 GOLF SCORE CARDS

Series is created as a master to produce score cards for the various courses. Series is used by golfing public to record their scores and to look up general information about the golf course. Record includes the score card and information about the course. Examples of information that may be found on the scorecard include course layout, yards from tee to green, information about par/course play and scoring, etc.
Record Copy? Yes
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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