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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Police
8010 TRAFFIC DIVISION

8010-01 FATAL/POTENTIAL FATAL ACCIDENT RECORDS

Series is created by the traffic division to investigate accidents that involve a fatality or a potential fatality. Records may include fatal accident reports, incident reports, photographs, vehicle reports, custody reports, follow-up reports, interview notes, and other investigative 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: 5 years

8010-02 HIT AND RUN LOGS

Series is used to better track information about accidents and cases being worked by the traffic division. Series is created to provide more specific information and to provide better access than the Portland Police Data System (PPDS) can give. Series is a computer database that tracks information such as location, victims, address, license numbers, description of vehicle, and other related data. Series is primarily used to track information on hit and run cases.
Record Copy? Yes
RETENTION: Retain as needed, until superseded or no longer needed

8010-03 TRAFFIC ANALYSIS AND SPECIAL INVESTIGATION RECORDS

Series is created to document special problems and areas of concerns. Series is used to report on problems and actions taken in response to the problem. Records include copies of reports, forms, maps, agreements complaints, correspondence, and other types of similar records. Examples of issues include cruising, multi-accident areas, bad traffic streets, school bus stop violations, etc.
Record Copy? Yes
RETENTION: Retain as needed

8010-04 TRAFFIC CITATIONS/INFRACTIONS

Series is used as a reference to traffic citations issued by the Police Bureau. Record is a copy of the citation issued by the officer. Information may include date, time, location, name and address, phone number, date of birth, race, license number, state of issue, expiration, make and model of car, violation, signature and other related data.
Record Copy? No
Where? Multnomah County Courts
RETENTION: Current plus 3 months

8010-05 TRAFFIC SAFETY NOTICES

Series is created to inform motorist of equipment problems and other minor infractions. Series is used to warn rather than cite for traffic violations. Record includes name, date, date of birth, driver's license number, location, violation officer information and other related information.
Record Copy? Yes
RETENTION: Retain as needed

8010-06 TRAFFIC COURT RECORDS

Series is used to document information for officers who are testifying about arrests and traffic infractions. Records include copies of notes, correspondence from District Attorney's office, etc.
Record Copy? Yes
RETENTION: Retain as needed

8010-07 DRIVING UNDER INFLUENCE OF INTOXICANTS (DUII) LOG

Series is created to document all Driving Under Influence of Intoxicants (DUII) tests performed by the traffic division. Record includes defendants name, officer information, breath test information and other related information. Series includes records of refusal to submit to breathalyzer tests.
Record Copy? Yes
RETENTION: Retain as needed

8010-08 TRAFFIC INVESTIGATIVE UNIT ACCIDENT CASE RECORDS

Series is used by the traffic division to investigate accidents. Series includes copies of reports, photographs, follow-up information, etc. Series contains primarily information on hit and run cases.
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

8010-09 PHOTO RADAR RECORDS - NON ISSUED

Series is the negatives of photographs taken by photo radar units. Series is used to investigate traffic infractions that have been photographed by photo radar methods. Series contains the negatives of vehicles/persons who are not issued citations or that have been dismissed for various reasons. Series may contain negatives/prints taken by the radar units, copies of citations, forms to dismiss, copies of drivers licenses, and other related documents. Series includes citations that have been issued and dismissed by administrative rule. See also traffic citation records (8010-03, 8010-08 and 8016-01) for citations issued using photo radar.
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: 30 days

8010-10 PHOTO RADAR RECORDS - ISSUED

Series is the negatives of photographs taken by photo radar units. Series is used to document traffic infractions that have been photographed and issued by photo radar methods. Series contains the negatives of vehicles/persons who have been issued summons for traffic violations. Records are the documentary evidence that an infraction has occurred. Series contains negatives/prints taken by the radar units, copies of citations 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: 38 days from disposition of case. See also Traffic Citations/Infractions (8010-04).

8010-11 PHOTO RADAR LOGS

Series is used to document the use of the photo radar by the Traffic Unit. Series is created to show date and location of photo radar citation. Log includes date, time, number of photos, and other related information.
Record Copy? Yes
RETENTION: Retain until all photo radar records have met disposition

8010-12 TRAFFIC PUBLIC UTILITY COMMISSION (PUC) INSPECTION RECORDS

Series is created to document the inspection of commercial trucks. Series is used to inspect trucks for compliance with rules and regulations and to determine if the vehicle is safe to drive on a public street. Record includes level 1 and 2 inspections. Record may include information such as date, inspection location, time, carrier information, driver information, driver's log, Public Utilities Commission (PUC) plate/pass information, license number, mileage, vehicle information, violations, defects, findings, remarks, inspector's signature, driver signature, out of service repairs required, adjustments, and other related information.
Record Copy? No
Where? Public Utilities Commission (PUC)
RETENTION: 1 year

8010-13 CITATION BOOKS ISSUED RECORDS

Series is used to document the numbered citation books and property receipts issued to the officers. Record is information about the numbered books/forms issued to the officers. The record includes officers name, citation/book number, etc. Examples include in lieu receipts, citation books, parking tags, property receipts, etc.
Record Copy? Yes
RETENTION: 1 year or until log book is full, whichever is longer

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

 

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