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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Police
8016 RECORDS DIVISION

8016-01 POLICE INCIDENT RECORDS

Series is created to document police incidents and crime cases that have been reported to or investigated by the Police Bureau.  Records may include case number, investigative reports, arrest reports, follow-up reports and correspondence, fingerprints, photographs, teletypes, computer printouts, background checks, court orders, court dispositions, notes, laboratory reports, Driving Under Influence of Intoxicants (DUII) records including analysis, copies of warrants, property/evidence receipts, custody reports, alleged activity, location, date, validity of source, etc.  Examples of incidents may include but are not limited to felonies, misdemeanors, robberies, shop lifting, burglaries, car thefts, gang designation, homicides, DUII’s and other similar reports.

 

Confidential?       Yes

Vital Record?       Yes

Record Copy?      Yes

 

RETENTION:      20 years (Note: certain crimes require longer retention periods; see 8016-02 Selected Crimes and 8016-22 Measure 11 Crimes)

8016-02 POLICE INCIDENT RECORDS - SELECTED CRIMES

Series is created to document police incidents and crime cases that have been reported to or investigated by the Police Bureau.  Records include cases such as homicides and certain other cases that have value for investigative purposes or historical perspectives.  Records may include case number, investigative reports, arrest reports, follow-up reports and correspondence, fingerprints, photographs, teletypes, computer printouts, background checks, court orders, court dispositions, notes, laboratory reports, laboratory analysis, copies of warrants, property/evidence receipts, custody reports, and other related material.  Information usually includes suspect information, case number, alleged activity, location, date, validity of source, etc.

 

Confidential?       Yes

Vital Record?       Yes

Record Copy?      Yes

 

RETENTION:      Retain homicide records or records related to crimes that have no statute of limitations permanently (See also: 8016-22 Measure 11 Crimes)

8016-03 DETOXIFICATION CARED FOR REPORTS

Series is used to document detoxification/home/medical transfers for intoxicated (drunk) individuals. Record is a copy of the incident report but is not numbered like a case file. Record includes circumstances, what done, where transferred and other similar 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: Hold 2 years plus current year

8016-04 DISABILITY ALERT RECORDS

Series is created to identify persons with special needs and disabilities. Series is used to help officer identify people with special needs and to help make contact with person responsible for identified person. Record includes name of person, name of responsible person, addresses, phone numbers, disability/special need 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: Retain as needed

8016-05 MISCELLANEOUS REPORTS

Series is created to document significant events or findings but are not given a case number because no crime occurred. A report is written because someone needs to know that something has occurred. Records include incident reports about significant findings but which are not significant enough to be assigned a Portland Police Data System (PPDS) number. Examples include potholes in street, trees or tree limbs down, street light outages, etc. Series usually includes reports to other city agencies or utility companies.
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: Hold current year plus one

8016-06 OUTSIDE FOLDER (OUTSIDE AGENCY INCIDENT OCCURRENCE) REPORTS

Series is created to respond to citizen complaints about crimes that occurred in other jurisdictions. Series is used to forward information to appropriate agency. Series is a copy of incident reports that are forwarded to other agencies. Series includes records from crimes that happened in other jurisdictions but are reported here.
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: Hold 2 years plus current

8016-07 TELETYPE MESSAGE RECORDS

Series is used to capture teletype and e-mail messages not pertaining directly to a specific case. Series consists of copies of messages sent to the Police Bureau asking for information, assistance, 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: Retain as needed

8016-08 GUN REGISTRATION RECORDS

Series is used to report and investigate the lawful purchase of guns. Record includes dealer sheets required to be submitted to the Portland Police Bureau. Information may include name, address, date, serial number, purchase location, background checks 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? No
Where? State Police
RETENTION: 20 days

8016-09 COURT DOCKETS

Series issued to track dispositions of cases sent to court. Record is a copy of the court docket giving information such as court, judge, date, charge, disposition and other related information. This is a closed series. City no longer receives this information since the county changed the look and content of the court docket.
Record Copy? Yes
RETENTION: Retain as needed

8016-10 INCIDENT INDEX RECORDS

Series is created to index police incident reports. Series includes name, case number, and other related information. Series includes computer generated index and reports and index cards.
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

8016-11 CASE LOG INDEX RECORDS (RUN SHEETS)

Series is created to keep a numerical listing of incident reports filed with the Police Bureau. Series is used as a reference for all activity that has been issued a case number. Record contains case number, kind of case, name of complainant, arrested subject information, location of incident/crime, date 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: Permanent

8016-12 AUTO RUN SHEETS

Series is used as a reference of the run sheets but contain only information on stolen automobiles. Record includes information on stolen and recovered vehicles, date, status, date stolen, date recovered, etc. Series generally includes information on cars from the City but also includes cars stolen elsewhere but recovered in the City.
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? Run Sheet
RETENTION: Retain as needed

8016-13 RELEASE LOGS - TOWED VEHICLES

Series is used to track vehicles released by tow companies. Series includes information about vehicle, date releases, etc. Examples include daily and monthly reports.
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

8016-14 TOWED VEHICLE RECORDS

Series is used to document vehicles that have been towed. Series is used to help locate towed cars and to help determine if a car has been towed by a private company. Series includes tow number, vehicle number, tow company, and other related records. Series includes tows for no insurance, private impounds, abandoned autos, tag warrants, penalties, 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- if police ordered; 6 months- if not police ordered. Tows connected to specific case file should be transferred and filed with Police Incident Reports (8016-01)

8016-15 VEHICLE HOLDS - FORMAL HOLDS

Series is used to identify vehicles that have formal holds on them. Holds are not released until they are cleared by the investigator. Series includes tow information, vehicle report, correspondence, charges, 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 last action

8016-16 AUTO THEFT TASK FORCE (ATTF) FLAG RECORDS

Series is created to identify persons of interest to the Auto Theft Task Force (ATTF). Series is used to notify ATTF that an identified person has been the subject of a police report. Record includes name of person, information on person, who to contact, and other related information. Series would also include records that are similar in nature and flagged by police officers for various reasons.
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

8016-17 INCIDENT CASE ORDER LOGS

Series is used to document incident reports that have been ordered from the Records Division. Series is created to track status of reports requested form the Records Division and to assure that the person requesting the record receives it. Series includes case number, who ordered it, location, status, and other related records. Series includes any record created to request records from City Records Center.
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 need or request is filled

8016-18 PUBLIC RECORDS CHALLENGES

Series is created to document challenges to Police Records. Series is used to question findings or reports and ensure that they are corrected or clarified. Records consist primarily of challenges of identity of individuals or "DO NOT CONFUSE" records. In addition, this series may also include challenges of events that never occurred or other similar incidents that involve challenges to Police Records. Record includes a challenge form that may include name, aliases, problem/challenge, disposition, who copies were sent to 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: 20 years

8016-19 REQUESTS FOR INFORMATION FROM POLICE RECORDS

Series is used by attorneys, insurance companies and the public to obtain information from Police records. Records consist of subpoenas and correspondence requesting information or copies of reports. Records generally include case number, names, dates of birth, and locations. Records may include billing information, copies of information requested, and other records created to respond to a specific request.
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: Routine request for information 2 months after last action.

8016-20 SEALED RECORDS

Series is created to document court orders setting aside a conviction or arrest under ORS 137.225. Series is used to remove records from incident reports (8016-01) and seal them under court order. Access is limited by court order. Sealed envelopes contain court order and requirement to seal records. Envelope includes original reports and printout of record before seal.
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: Hold 20 years after incident or 5 years after seal, whichever is longer or as directed by the court.

8016-21 EXPUNGEMENT LOG RECORDS

Series is used to document records that have been expunged by court order. Log contains name, date, PPDS (Portland Police Data System) number, date of birth, date expungement completed and 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: Hold 21 years after incident or 5 years after seal, whichever is longer or as directed by the court.
 

8016-22  POLICE INCIDENT RECORDS – MEASURE 11 CRIMES

Series is created to document police incidents and crime cases that require mandatory minimum sentences for certain crimes against persons committed on or after April 1, 1995, based on the Mandatory Minimum Sentencing bill (Ballot Measure 11) that was approved byOregonvoters in November 1994 and signed into law underOregonrevised Statutes 137.700.  Records may include case number, investigative reports, arrest reports, follow-up reports and correspondence, fingerprints, photographs, teletypes, computer printouts, background checks, court orders, court dispositions, notes, laboratory reports, copies of warrants, property/evidence receipts, custody reports, alleged activity, location, date, validity of source, etc.

 

Confidential?       Yes

Vital Record?       Yes

Record Copy?      Yes

 

RETENTION:      60 years 

 


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

 

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