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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Police
8019 FISCAL DIVISION

8019-01 SEIZURE CASE RECORDS

Series is created to document the process used to seize property under city code. Series is used to show that owners of forfeited assets have been given due process. Series consists of records created to dispose of property that has been seized or forfeited. Records include copies of the seizure form, inventory and evaluations, conversation reports, records used to determine ownership, judgments, photographs, copies of mailings, correspondence, incident reports, Law Enforcement Data System (LEDS) printouts, receipts of sale, in-house compromise agreements and other related records.
Record Copy? Yes
RETENTION: 10 years

8019-02 REAL ESTATE SEIZURE CASE RECORDS

Series is created to document the process used to seize and sell real estate under city code. Series is used to show that owners of forfeited assets have been given due process. Series consists of records created to dispose of real estate and ensure that it has clear title before it is sold. Records include copies of the seizure form, inventory and appraisals, real estate contracts, contracts with real estate agents, sales offers, acceptance of sales, title search documents, closing papers, judgments, photographs, copies of mailings, correspondence, incident reports, Law Enforcement Data System (LEDS) printouts, ordinances and other related records.
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: 10 years

8019-03 SEIZURE LOGS

Series is created to document the disposition of property that has been seized. Series is created as a summary of information found in the Seizure Case Records (8019-01). Log includes information on who the property was seized from, case number, tow number, release information, last known address and phone number, case status, seizure number and other related information.
Record Copy? Yes
RETENTION: 10 years

8019-04 TOW INVOICE RECORDS

Series is created to ensure that tow reports and invoices match up. Series documents accounts receivables. Series consists of tow reports, invoices, spreadsheets and other related data.
Record Copy? Yes
RETENTION: 2 years

8019-05 ATF (UNITED STATES BUREAU OF ALCOHOL TOBACCO AND FIREARMS) REGISTER (GUN REGISTER)

Series is created to track the sale and issuance of guns to police officers. Register includes serial number, make and model of weapon, type of weapon, date acquired, when sold, who sold to, amount paid, amount sold for, when issued, 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: 21 years or until superseded, whichever is longer

8019-06 ALARM RECORDS

Series is created to document the response and use of security alarms in the city limits. Series is used to track information on permitted alarms. Records include address, what found, action taken, follow-up information and other related records. Examples of records include alarm adjustments, alarm suspension notices, false alarm courtesy (FAN) records and other similar records.
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

8019-07 ALARM MONTHLY REPORTS

Series is created to monthly track alarms that are answered by the Portland Police Bureau. Series is created for statistical purposes, to track false alarms, and to assess false alarm fees. Records are reports received from Multnomah County on alarm companies and alarm permits. Series includes information such as company name, permit number, number of alarms, location of alarms, false totals, cancelled alarm totals, etc. Examples of reports include false alarms by address, false alarms by company, revenue reports and other related reports.
Record Copy? No
Where? Multnomah County
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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