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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Risk Managment
8701 LIABILITY

Series is used for documentation of claims against the city, including tort claims filed against the city on a fiscal year basis.  Series includes claims for property damage and/or bodily injury.  Information includes correspondence, accident reports, Claims Committee Obligation forms and legal documents.  This series also includes incident or accident reports for which a claim is never filed.
 
Confidential?        Yes – Consult City Attorney's Office for assistance before releasing information
Vital Record?        Yes
Record Copy?       Yes
 
RETENTION:      (A) If claim filed, retain 10 years after case closed, dismissed, or date of last action
                          (B) If no claim filed, retain 3 years
                          (C) Minor claims: retain 10 years after claimant reaches age of majority or 10 years after date of last action, whichever is longer
 
AUTHORITY:      OAR 166-200-0140(8); 166-200-0140(6)
 
 
8701-02    SUBROGATION RECORDS
Series documents compensation made to the City for damage done to City property by private citizens, corporations, and other public agencies.  Series also documents the collection of compensation.  Series includes police reports, bureau repair invoices, description of occurrence, and form correspondence between Risk Management and private citizens.
 
Confidential?        No
Vital Record?        Yes
Record Copy?       Yes
 
RETENTION:       If there is no litigation retain 3 years after last action; if there is litigation, transfer to City Attorney General/Tort Litigation records
 
AUTHORITY:      OAR 166-200-0140 (11)
 
 
8701-03    CIVIL RIGHTS, EQUAL EMPLOYMENT OPPORTUNITYAND OREGONBUREAU OF LABOR AND INDUSTRIES COMPLAINTS
Series documents investigation of civil rights, EEO and BOLI complaints.  Series includes copies of employee personnel files, Risk Management interviews with employee, summary bureau report, and Risk Management findings.
 
Confidential?        Consult City Attorney's Office for assistance before releasing information
Vital Record?        No
Record Copy?       Yes
 
RETENTION:       35 years after separation
 
AUTHORITY:      OAR 166-200-0020(1); OAR 166-200-0090 (11)

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

 

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