PortlandOnline

POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Police
8004 ADMINISTRATION

8004-01 CHIEF'S CORRESPONDENCE

Series is created to document the administration of the Portland Police Bureau. Series is used to document items of interest to the Police Chief and Bureau. Records consist of correspondence, memos, reports, studies, plans, policies and other information pertaining to the bureau programs and staff activities.
Record Copy? Yes
RETENTION: Permanent

8004-02 AFTER ACTION REPORTS

Series is created to report on specific events, actions or occurrences. Series is created to explain in detail events that are not generally considered to be ordinary in nature or events that involve complex situations. Series is used to report actions taken by police officer(s) that are not generally covered in a police incident report or are required by operating procedures or command direction. Records include reports, memos and other records created to brief or report on actions taken by or involving the Police Bureau. Examples of records include pursuits, parades, major tactical operations, police vehicle accident reports, hostage incidents, search warrants, physical force, discharge of firearms, visits by dignitaries, crowd situations and other related events.
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: Permanent- major incidents and actions; 30 months- minor incidents and actions

8004-03 OPERATIONAL ORDERS

Series is created to direct or report on specific events, actions or occurrences. Series is created to plan in detail events that are not generally considered to be ordinary in nature or events that have involved complex situations. Series is used to direct actions taken by police officer(s) that are not generally covered in a normal operating procedure or command direction. Records include briefing reports, memos, correspondence, site plans, operational orders, communications lists, itineraries, procedures, situational analysis, maps, execution guidelines, and other records created to brief or report on actions taken by or involving the Police Bureau. Examples of records include parades, Rose Festivals and similar special events, major conventions, major tactical operations, presidential visits, visits by dignitaries and VIPs, crowd situations and other related events.
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: Retain as needed or until superseded

8004-04 EQUIPMENT ISSUED RECORDS

Series is created to track the assignment and issuance of equipment to police officers. Series may include but is not limited to badges, handcuffs, keys, protective equipment, weapons, etc. Records include inventories of issued equipment. Series may include type of equipment, date issued, employee name, Board of Police Standing and Training (NPST) number, description of equipment, serial number, make/model, acquisition date, purchase information, amount paid, when sold, etc. Series may include past history on badges and other issued equipment.
Record Copy? Yes
RETENTION: Until superseded

8004-05 REVIEW BOARD RECORDS

Series is used to investigate and review incidents involving Police Bureau employees. Records may include reports, correspondence, photos, investigative material, witness statements, hearing notification, decision sheets, supervisor comments, etc. Examples include board convened for collision review, weapons discharge, 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. Review Board decision and voting sheets may be destroyed after 1 year provided that information is summarized in Review Board Record.

8004-06 FACILITY SECURITY SYSTEM RECORDS

Series is created to document building and facility security systems. Systems limit access in and to buildings. Record includes date, time, location, name of person entering, police identification number, and other related data. Current system in use at Justice Center is Selectron.
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: Retain as needed

8004-07 INSPECTION RECORDS

Series is created to document the process of inspecting personnel, equipment and divisions/precincts for specified criteria. Series is used to ensure that equipment and personnel are up to standards and procedures are being followed. Records include copies of inspection reports, summary reports, follow-up information, memos, and other records used to report or document inspections.
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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