PortlandOnline

POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Parks & Recreation
7212 RECREATION - PERMITS

7212-01 PERMIT/RESERVATION SYSTEM

Series is created to document permits and reservations issued for the Parks Bureau. Records include systems for both class registration and facilities use. Series is the computer based reservation and registration system used by the Parks Bureau (currently ESCOM). Series includes information about individual accounts, team accounts, facilities, field usage, rental/fee information, etc.
Record Copy? Yes
RETENTION: Retain as needed, until superseded or obsolete.

7212-02 PARK PERMITS

Series is used to maintain history of permits issued for events and activities in Portland Parks, school gyms and facilities under Parks Bureau jurisdictions. Record consists of forms including name of organizations, type of event, date and name of facility. Records may include original contract signed by parties, records of cash receipts and cash collections and internal permits.
Record Copy? Yes
RETENTION: 5 years

7212-03 PERMIT/RESERVATION SYSTEM REPORTS

Series is used to capture and disseminate information from the Permit/Reservation System (7212-01). Series is the report created by the system to track specific queries for programs and facilities. Records include registration forms, attendance rosters, participation reports, financial reports, class information, scheduling reports and other similar records. Reports may include information about participants, payments, classes, dates, time, etc. Series includes registration records from programs not on ESCOM System.
Record Copy? Yes
RETENTION: Retain as needed, until superseded or obsolete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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