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8005 DETECTIVES

8005-01  DETECTIVE/INVESTIGATOR'S CASE ENVELOPES

Series is the working file used by the detectives to manage and investigate specific crimes. Series is used to build a case so that the suspect may be arrested and the case closed. Records may include incident reports, notes, Portland Police Data System (PPDS) reports, other incident reports, background material, photographs, crime scene sketches, and other material used to investigate a crime or suspect.  Note: transfer pertinent information to Police Records Division when closing case.

 

Confidential?       Yes

Vital Record?       No

Record Copy?      Yes

 

RETENTION:     

(A) Retain homicide cases or cases related to crimes that have no statute of limitations permanently                     

(B) Retain cases related to Measure 11 crimes 60 years

(C) Retain other cases 20 years

8005-02 CASE MANAGEMENT SYSTEM

Series is created as a tool to manage the cases assigned to detectives. Series is used to track who has been assigned a particular case and its current status. Record is currently part of PPDS (Portland Police Data System). Record may consist of case number, type of case, who it has been assigned to, current status of investigation, disposition, and other related information. Series includes problem and case logs.
Record Copy? Yes
RETENTION: Until superseded

8005-03 UP TEAM CARDS

Series is used to determine who is up and on call for the next case. Series is created to determine rotation and distribution of homicide cases. Record includes name of detective/partner, date assigned case, when they went down, current case load and other related information. Series is recreated annually.
Record Copy? Yes
RETENTION: Until superseded

8005-04 HOMICIDE LOG

Series is created to track homicides on an annual basis. Log contains case number, date/time, location, victim, suspects if any, detective(s) assigned, District Attorney assigned, Medical Examiner who performed autopsy, and disposition of case.
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

8005-05 MUG BOOKS/PHOTO LOGS

Series is created to compile photos and other information on those that have been arrested or convicted of a crime. Series is used to help visually identify person involved with continued criminal activity. Records include copies of mug shots, Polaroid photos and other similar records used to identify persons identified as being involved with criminal activity.
Record Copy? No
Where? Mug Shots in Identification Division (8008-06)
RETENTION: Retain as needed

8005-06 THROW DOWN PHOTOGRAPHS

Series is created for use by the Police Bureau, to assist in identification of suspects. Series is created to collect photographs of individuals so that persons of similar characteristics are included with the suspect when trying to get an identification from a victim or witness. Series contains photographs and mug shots of individuals collected and kept for identification purposes.
Record Copy? Yes
RETENTION: Retain as needed

8005-07 HANDWRITING EXEMPLARS

Series is created to obtain handwriting samples of known or suspected criminals in forgery cases. Series is used to confirm or deny evidence against a suspect. Record includes handwriting samples as well as name, address, date of birth, place of birth, personal information, fingerprints and other related data.
Record Copy? Yes
RETENTION: 21 years

8005-08 SEVEN (7) DAYBOOK - LOCATE BOOK

Series is used to record automobiles that are missing but not reported as stolen. Series contains vehicles such as those lent to an individual but not returned, etc. Log contains name, date, type of car and license number. Information is transferred to incident report if car is reported stolen.
Record Copy? Yes
RETENTION: Retain as needed

8005-09 CHILD ABUSE CASES - VERIFIED SUSPECT RECORDS

Series is created to track incidents that have been investigated or reported dealing with child abuse, assault, child sexual abuse, and rape of children. Series is used by investigators to provide background data for investigations of repeat suspects. Records consist of copies of reports and may include PPDS (Portland Police Data System) printouts, photographs, state information, etc. Series includes indexes created to track records and suspects.
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? No
Where? Police Records Division
RETENTION: See Police Records section 8016
 

8005-10 SEX OFFENDER REGISTRATION RECORDS

Series is created to register sex offenders as part of a State program. Series is a copy of the agency copy of the State Sex Offender Registration Form. Record consists of form which contains information such as date, registering agency, registrant name, social security number, drivers license number, date of birth, sex, race, personal characteristics (height, weight, identifiers, etc.), address, phone number, occupation, etc. Series may also include a photo of the sex offender.
Record Copy? Yes
RETENTION: 2 years. Most sex offenders are required to register annually.

8005-11 PORTLAND POLICE DATA SYSTEM (PPDS) - PAWN SYSTEM

Series is created to track second hand dealers reports/pawn slops. Series is used to summarize information and to provide useable reports on items that have been pawned or sold. Database includes information of person pawning item, pawn shop number, description of item, name of business and other related 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: Until superseded

8005-12 PORTLAND POLICE DATA SYSTEM (PPDS) - PAWN SYSTEM REPORTS

Series is created to track second hand dealer reports/pawn slips. Series is used to summarize information and to provide usable reports on items that have been pawned or sold. Database includes information of person pawning item, pawn slip number, description of item, name of business and other related 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: Until superseded

8005-13 SECOND HAND DEALER/PAWN SHOP RECORDS

Series is created as a reference on owners and business practices of second hand dealers and pawn shops. Series is used to check compliance with city code and to keep information needed for the application or renewal of appropriate permits and licenses. Records include copies of applications, background checks on individuals associated with business, correspondence, compliance checks, problems associated with businesses, and other related records.
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: 10 years after last action

8005-14 SECOND HAND DEALERS REPORTS (PAWN SLIPS)

Series is created to report regulated property that has been acquired by second hand dealers and pawn shops. Series is used to check for stolen property. Record is the numbered slip filled out by the pawn brokers and second hand dealers. Records include business name and number, name of person selling or pawning item, sex, race, height, weight, date, time, address, ticket number, identification used, item(s) turned in, signature, and other related data.
Record Copy? Yes
RETENTION: 3 years

8005-15 POLYGRAPHIC EXAM RECORDS

Series is created to verify or eliminate suspects in criminal cases. Series is used to document statements made during a polygraph exam. Records include charts, computer disks, computer printout of results, questions asked, Miranda rights, copy of incident reports, notes, consent to polygraph form, hand scoring report, background information form and other related documents.
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: 21 years

8005-16 POLYGRAPH APPOINTMENT BOOK

Series is used to schedule appointments and to comment on exams. Record includes date, time, case number, detective, scope, appointment information, opinion, and comments. Series includes exams done for District Attorney and other outside agencies.
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: 5 years after license has lapsed or becomes inactive

8005-17 POLYGRAPH CROSS REFERENCE INDEX

Series is used to access polygraph exams and summarize findings of polygraph tests. Record includes name, exam, who gave test, results, case number, date, type of crime, who requested the test, date report was dictated and other relevant 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: 21 years

8005-18 CRIME STOPPERS RECORDS

Series is used to track criminal cases that have been entered into the Crime Stoppers Program. Series includes case histories, information released to media, and Crime Stoppers questionnaire with information received and follow up information.
Record Copy? Yes
RETENTION: 3 years

8005-19 SEX OFFENDER REGISTRATION LOG

Series is used to show when a sexual offender registered as they are required to do annually by Oregon Revised Statutes (ORS). Series is created to show the pattern and history of the annual registration process. Record includes name, date of birth, address, date of registration, 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: 5 years

8005-20 SEX OFFENDER NOTIFICATION RECORDS

Series is created to document the process of notifying the public of a sex offender likely to re-offend. Series is used to document the notification process. Records may include investigation records, Oregon State Police (OSP) threat assessment tool, copies of police reports, photos, evaluations, after action memos, notification address log, copies of fliers, press releases and other similar records.
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: 50 years

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

 

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