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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Parks & Recreation
7209 COMMUNITY GARDENS

7209-01 COMMUNITY GARDEN RECORDS

Series is created to document the individual Community Gardens and is used to compile information about specific gardening sights. Records include correspondence, maps, pamphlets, news clippings and other information about the garden. Series may include plot maps, utility locations, etc.
Record Copy? Yes
RETENTION: Until superseded, obsolete or no longer needed. Transfer policy and historic records to 1000-01 for permanent retention.

7209-02 COMMUNITY GARDENS REGISTRATION RECORDS

Series is created to document persons who are registered and who have been assigned plots within the garden. Series is used to track information about plot holders. Records include registration forms, plot assignment, plot maps, fee records, deposits, and a signed hold harmless agreement.
Record Copy? Yes
RETENTION: 1 year. Bring forward pertinent information on these continuing in program.

7209-03 COMMUNITY GARDEN DATABASE

Series is created to track users of the community gardens and is used as a history of involvement in the community gardens. Database includes name, garden plot, address, date started, how paid, deposit, and other similar information.
Record Copy? Yes
RETENTION: Until superseded

7209-04 COMMUNITY GARDENS WAITING LIST

Series is created to document persons who are awaiting a spot in the community garden and is used to match open plots to persons. Record includes name, phone number, address, garden requested and date put on waiting list.
Record Copy? Yes
RETENTION: Retain as needed or until superseded or obsolete.

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

 

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