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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Police
8014 PERSONNEL

8014-01 EMPLOYEE ROSTERS

Series is created to track assignments of police bureau employees. Series is used as reference of current assignments and emergency contact information for police bureau personnel. Rosters may include information about the officer such as name, rank, address, organization, Bureau on Public Safety Standards and Training (BPSST) number, seniority, class, status, assignment, date at current assignment, and other related data. Series includes Precinct Rosters. ACCESS -Access may be limited due to personal information about officers.
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RETENTION: Permanent- Accounting Period (AP) 13 report; Until superseded- all other copies including division and precinct copies.

8014-02 PERSONNEL ORDERS

Series is used to notify bureau personnel of transfers and promotions within the bureau. Records includes name, transfer information (where from and where to), shift changes, etc.
Record Copy? Yes
RETENTION: Permanent

8014-03 BACKGROUND INVESTIGATIONS - FINAL BACKGROUND REPORT

Series is used to investigate the background of potential hires for sworn and non sworn police personnel. Series is the records compiled and used to final background report. Records include correspondence, audio tape, copy of background report and other 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: 7 years after last action. Transfer backgrounds of hired employees to employee personnel folder.

8014-04 NON HIRE RECORDS/TERMINATED BACKGROUNDS

Series is the record of applicants who are not hired by the bureau for various reasons. Series is used during the initial stages of determining whether an applicant possess the necessary qualifications and background needed to be hired as an officer. Records may include correspondence, reports, transcripts, explanations, waivers, credit checks, agency checks, findings, personal data, responses, audio tape, fingerprint cards, photos, background information, investigative material and other related data. Series includes record created for reserve officers.
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: 7 years

8014-05 BACKGROUND INVESTIGATIONS - WORKING RECORDS

Series is used to investigate the background of potential hires for sworn and non sworn police personnel. Series consists of the records compiled and used to final background reports. Records include correspondence, audio tape, police reports, agency checks, and other records used to compile the final background report.
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 final report is issued

8014-06 BACKGROUND INVESTIGATIONS - QUICK CHECK RECORDS

Series is used to investigate the background of potential hires for temporary and contract employees. Series is the records compiled and used to final background report. Records include waivers, background checks 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: 3 years after termination or until superseded

8014-07 BACKGROUND INVESTIGATION ASSIGNMENT LOG

Series is created by the division to assign background checks to the investigators. Series is also used as a daily reference to check status of ongoing investigations. Log includes name, date assigned, investigator and other related information.
Record Copy? Yes
RETENTION: 3 years after last action

8014-08 INTERVIEW AUDIO TAPES

Series is the audio and video tapes created to provide a record of interviews regarding employment and promotions. Series is audio and video tapes of interviews.
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

8014-09 RESERVE OFFICERS RECORDS - HIRED

Series is the personnel record of reserve officers. Series is created to track information on individual reserve officers. Records include applications, personnel orders, evaluations, uniform records, concealed weapon/off duty weapons permit, badge number, Bureau on Public Safety Standards and Training (BPSST) information, recommendations, 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: 7 years after separation

8014-10 TESTING RECORDS AND EMPLOYMENT APPLICATIONS

Series is created to provide applicant information and test documentation. Series is used in the hiring process. Series includes copies of tests, employment applications, questions, materials list, testing records, job announcements, information on assessment centers, etc. Records include copies of promotional tests and new hire applications. Series also includes records used to develop tests.
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. Transfer records to Bureau of Personnel when no longer needed.

8014-11 APPLICANT SURVEYS

Series is created as a follow-up to the hiring process. Series is used to determine make-up of the candidate pool. Record includes information such as applicants name, score, position on list, how they found out about opening, experience (military, work, etc.), work status, education, personal 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: 3 years

8014-12 TRANSFER REQUEST RECORDS

Series is used to document request by personnel to transfer shifts and assignments. Records contain name of employee, date, identification number, classification, appointment date, assignment, transfer request, police bureau signatures, remarks and other related records.
Record Copy? Yes
RETENTION: 3 years

8014-13 TRANSFER REQUEST LOGS (TRANSFER BOOKS)

Series is used to log transfer requests. Series is created to better track requests to transfer and to identify request that have been voided because they are more than 6 months old. Log includes date, name, rank, from and to shift, date received, remarks, etc.
Record Copy? Yes
RETENTION: Until superseded or 6 months, whichever is shorter.

8014-14 STAFF PROJECTION RECORDS

Series is created as an attempt to project future staffing level. Series is used to determine the need to add officers or to create promotional lists. Records include personnel reports, Integrated Business Information System (IBIS) reports, budgetary information, retirement and disability information memos and other related records.
Record Copy? Yes
RETENTION: Retain as needed

8014-15 CEREMONIAL / AWARD RECORDS

Series is used to document award presentations and ceremonial activities. Records may include applications, nominations, endorsements clippings, program books, biographical information, photographs, notifications and other related records. Series included records for hiring and swearing in ceremonies, service pins awarded on anniversaries and medal presentations for awards such as the Police Star, Medal of Valor, Meritorious Service, etc. Series may also include logs and summaries of past recipients.
Record Copy? Yes
RETENTION: Permanent

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

 

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