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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Police
8009 PRECINCTS/DIVISIONS

8009-01 DAILY ROSTERS

Series is used to track the daily assignment of officers within the divisions and precincts. Series is created to assure that all areas are being covered and to document who is scheduled to work and where. Record is the daily log of officers and who is scheduled to work in what unit and where that unit is assigned. Series also tracks employees on vacation, in court, out sick or on scheduled days off.
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: 4 years

8009-02 ALL BOX RECORDS

Series is used to inform police employees of new developments, policies and events. Series is created to track information to be read at roll calls and other information that needs to be passed to officers. Records include copies of suspect alerts, intelligence information, wanted information, teletypes, job announcements, memos, flyers, 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? No
Where? Issuing agency or Division
RETENTION: Retain as needed, until superseded or obsolete

8009-03 SUSPECT AND VEHICLE CARDS

Series is created to track suspects and the type of vehicles that they are driving. Series is used to gather information about persons suspected of criminal activity and to gather information about vehicles that may have been seen at a crime scene. Series includes information about suspects, known vehicles, license numbers, color and make of car and other related data.
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RETENTION: Retain as needed, until superseded or obsolete

8009-04 WARRANT RECORDS

Series is the written order made by the court requesting law enforcement officials to bring a specified individual before the court. Record includes information about the wanted person, date, charge, judge's name, and other related data. Series may include wanted posters, teletypes, warrant cards and other records relevant to the service of warrants.
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? Court of Record
RETENTION: Until served or recalled by the court

8009-05 VEHICLE AND EQUIPMENT LOGS

Series is created to track the assignment and check out of vehicles and equipment. Series is used to track who has a specific piece of equipment. Series is the logs and records that track equipment and vehicle usage. Examples include radios, shotguns, vehicles, cell phones, bicycles, etc. Series also includes damage reports, equipment out of service, gas cards and checklists used to verify that equipment is working properly. 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: 1 year

8009-06 UNIFORM RECORDS

Series is created to track uniforms that have been issued to officers and to track purchases and replacement of uniforms. Series may include officer's name, information on what was ordered, why it was ordered, quantity ordered, date, turn in information, etc. May also include approval by Administrative Sergeants.
Record Copy? Yes
RETENTION: Retain as needed

8009-07 INCIDENT REPORTS - PRECINCT AND DIVISION COPIES

Series is used by the precincts to follow-up and be aware of criminal activity that officers are working or that has occurred in the district or precinct. Series is created as a reference to specific crimes of interest to the precinct or division. Records are usually copies of incident reports and follow-up actions. Records are usually kept on clipboards or in binders that are available for easy reference and retrieval. Examples may include reports kept on thefts, burglaries, drug and vice, gangs, robberies/gun theft, intelligence information, and other similar concerns.
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? Incident Records (8016-01) or originator of information
RETENTION: Retain as needed

8009-08 PROBLEM IDENTIFICATION FORMS (PIFs) / NEIGHBORHOOD PROJECT RECORDS

Series is created to document actions undertaken to investigate or respond to neighborhood concerns, complaints and incidents. Series is used to explore and respond to issues of interest to the neighborhoods. Records include intake forms, neighborhood meetings, discussions, interviews, investigative material, action plans, correspondence and other material used to respond to a specific neighborhood problem. Series is a basic component of the community policing program and is used to respond to appropriate neighborhood concerns or needs. Records include Problem Identification Forms (PIFs), neighborhood concerns and problem logs.
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 resolution of problem. Records shall be reviewed after two years and reoccurring problems retained.

8009-09 NEIGHBORHOOD OFFICES CONTACT RECORDS

Series is created to document contacts made by the various Neighborhood Response Teams (NRT). Series is used to record pertinent information about contact and organizations within the neighborhood. Series is used to network with organizations. Records include information about groups and individuals, contact names, addresses, phone numbers, concerns and other related information.
Record Copy? Yes
RETENTION: Until superseded or as needed

8009-10 QUALITY ASSURANCE SURVEYS

Series is used to gather feedback and general information about police activities and crime in the area. Series is a basic component of the community policing effort. Records include survey information that contain citizen's answers to questions posed about crime and police programs.
Record Copy? Yes
RETENTION: Permanent- Summary Data; 3 years- Surveys and other records

8009-11 OFFICERS NOTEBOOKS

Series are the notes written by officers during the course of a shift containing information which may or may not be included in an official report. Series is used for referral in writing reports and testifying in court. Record includes names, dates, times, vehicles, activities, locations and other related data. Records may pertain to contacts, incidents, unusual circumstances, and other subjects.
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

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

 

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