PortlandOnline

POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Police
8007 FAMILY SERVICES DIVISION

8007-01 DOMESTIC VIOLENCE DATABASE

Series is used to track and reference incidents of domestic violence reported to the Portland Police Bureau. Series is created as a reference to DVRU (Domestic Violence Reduction Unit) case files. Series is also used to provide statistical information on domestic violence. Database includes case number, who it was reviewed by, date, information on children present, weapons involved, suspect information, victim information, case assignment, contact data, comments 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RETENTION: Until superseded or no longer needed

8007-02 DOMESTIC VIOLENCE PHOTOGRAPHS

Series is created to document findings of domestic violence by the investigative officers. Series are photographs of victims and are used to show signs of physical violence. Record is a series of Polaroid photos of victims and show violence and bruising. Actions of serious violence are documented by the Identification Division and are filed there.
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

8007-03 DVRU (DOMESTIC VIOLENCE REDUCTION UNIT) RECORDS - NON ASSIGNED CASES

Series is used to follow up and investigate reports of domestic violence. Series is created to show cases that were reported and after initial investigation were not assigned for further follow-up. Cases may not be investigated further due to reasons such as decline to prosecute or insufficient information given by victim. Series includes Domestic Violence Reduction Unit (DVRU) case worksheet and other related material.
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. Destroy copies of incident reports when no longer needed.

8007-04 BLOCK HOME PROGRAM RECORDS

Series is used to document the application for, review or and the denial/approval of the block home permit. Series is created to certify homes that meet specific program guidelines to provide safety and protection to school age children. Records include copy of the permit application with name, date, date of birth of all individuals in the home, background checks, computer printouts, personal data, 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: 2 years after withdrawal from program-Approved Records; 2 years- Denied applications.

8007-05 WOMEN'S STRENGTH/SELF DEFENSE PROGRAM RECORDS

Series is created to document programs that target increased safety efforts for women. Series is used to track efforts to teach women to protect themselves from being victims of a crime. Record includes information about type of classes and the instructors who teach them. Records includes participants and instructors lists, name, age address, phone number of participants and other related information. ACCESS - Access is restricted since this pool of people could be susceptible to criminal activity.
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: 2 years

8007-06 ELDER CRIMES RESPONSE RECORDS

Series is created to track and investigate suspicious activity particularly against the elderly. Series generally is not part of an incident report because a crime has not been committed. Series is used to determine if a pattern of fraud or misrepresentation may exist. Records are general informational in nature and consist of bulletins, memos, notes and other records that investigate, explain or warn of suspicious activity.
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: 2 years

8007-07 SENIOR LOCKS PROGRAM RECORDS

Series is created to document money spent to increase security for senior citizens. Series is used to track monies spent and security efforts installed at the homes of senior citizens. Record includes information about type of work done, where the work was done, who it was done for, date and who did the work, 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: 2 years

8007-08 TELEPHONE REASSURANCE RECORDS

Series is created to document telephone contact with isolated or disabled citizens. Series is used by volunteer staff to check on senior citizens and disabled individuals on a frequent basis to reassure that they are physically ok. Record includes participants name, phone number, personal data, date called, action taken, 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 or 1 year after no longer active in program

8007-09 BUSINESS EMERGENCY NOTIFICATION PROGRAM RECORDS

Series is created to gather emergency information about businesses that are not alarmed. Series is used to collect information about who to contact in an emergency situation such as a break in during non business hours. Record may include name of business, address, name of contact, phone number 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

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

 

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