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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Police
8021 PROPERTY/EVIDENCE

8021-01 EVIDENCE/PROPERTY INVENTORY SYSTEM

Series is used to track evidence in police custody. Series is also created to track physical location of property/evidence and maintain the chain of custody record. Database includes receipt number, case number, type of property, owner information, incident, location, intake information, description of property, and other related data. Series also tracks custody to and from court and release information. Series is intended to eventually replace hard copy of property receipt 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 after last action

8021-02 EVIDENCE/PROPERTY RECEIPT RECORDS

Series is used to document property taken into custody by the Portland Police Bureau. Series is created to document the chain of custody for evidence and property and to ensure that it has been properly handled. Record is the property evidence receipt that contains receipt number, date, case number, type of property, owner information, incident, location, intake information, description of property, storage location, 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: 10 years after last action

8021-03 EVIDENCE/PROPERTY RECEIPT RECORDS - HOMICIDE CASES

Series is used to document property involved in homicide cases taken into custody by the Portland Police Bureau. Series is created to document the chain of custody for evidence and property and to ensure that it has been properly handled. Record is the property evidence receipt that contains receipt number, date, case number, type of property, owner information, incident, location, intake information, description of property, storage location, 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: Permanent

8021-04 EVIDENCE DESTRUCTION RECORDS (TRANSFER LISTS)

Series is used to document the destruction of evidence such as guns and drugs. Series include description of what was destroyed, case number, receipt number, destruction information, certification of destruction, and other related material. Series include guns transferred to Training Division.
Record Copy? Yes
RETENTION: 10 years after destruction- Weapons; 3 years after destruction- Drugs; 2 years after destruction- General Property.

8021-05 PROPERTY RELEASE RECORDS

Series is used to direct the release of property and money held by the Police Bureau. Series is created to inform the property division of the OK to release money, property and material. Records include date, case number, release to information, item, who it was released by, date released and other related data.
Record Copy? Yes
RETENTION: On release of property, transfer information to the Police Records Division and interfile in Police Incident Records (8016-01).

8021-06 MONEY RELEASE RECORDS

Series is used to identify money that has been taken into custody by the Police Bureau. Series is used to track money and assure that it has been deposited to trust accounts. Series includes receipt number, case number, amount, release name, fund deposited, deposit receipt, and other related records. Series includes payment authorization forms.
Record Copy? No
Where? Police Bureau Fiscal Division
RETENTION: 2 years

8021-07 PROPERTY SALE AND DESTRUCTION RECORDS

Series is used to document the sale of property. Series is used to dispose of property that has been seized, forfeited or is unclaimed. Series includes disposition form, property tag, inventories, correspondence, sales receipts and other records related to the sale of property. Examples include auctions, public sales, surplus property, state disposal forms, etc.
Record Copy? Yes
RETENTION: 5 years after last action

8021-08 PROPERTY NOTIFICATION RECORDS

Series is used to notify property owners that property is eligible to be released and must be picked up within 90 days. Record is the letter sent to property owner that identifies property eligible to be returned and explains procedures on how to reclaim property.
Record Copy? No
Where? Police Incident Records (8016-01)
RETENTION: 120 days

8021-09 TRACE FORMS

Series is used to advise officers and investigators of case status and is created to request a disposition of material. Records include date, receipt number, case number, copy of receipt, disposition information, and other related material.
Record Copy? Yes
RETENTION: Transfer to Police Records Division after release of property

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

 

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