9103-01 TRANSPORTATION MANAGEMENT AND PLANNING SYSTEM (TMAPS) RECORDS
Series is used to document and create policies for the Portland Office of
Transportation (PDOT). Records are the policy analysis developed by staff and
consultants on strategic transportation issues. Records document the strategic
planning for projects. Records include information on operations, maintenance,
repair and preservation, construction and expansion, financial analysis, policy,
rank order and annual budget development. Records include consultant and
internal reports.
Record Copy? Yes
RETENTION: Permanent- Reports; Retain as needed - Working Papers.
9103-02 REVENUE DEVELOPMENT RECORDS
Series is used to develop background material on costs of services for
elections. Series is project and special issue records developed in response to
elections on transportation and annexation issues. Records include working
papers, memos, research material, reports, computer printouts, etc.
Record Copy? Yes
RETENTION: 10 years
9103-03 STATUS CONDITION REPORT
Record is used to produce the annual report on the condition of
infrastructure. Series is the working documents used to record the condition of
infrastructure, history of projects and other information used to prepare the
report. Record contains both text and spreadsheets.
Record Copy? Yes
RETENTION: Permanent- Report; 5 years or retain as needed, whichever is
longer- Working Records.
9103-04 CITIZEN COMPLAINT/INQUIRY RECORDS
Series is used to follow up citizens complaints and inquiries. Series
generally concerns services promised regarding urban services and transportation
issues. Records include correspondence to and from PDOT, meeting notes and
resolution of issues.
Record Copy? Yes
RETENTION: 3 years. Keep permanent any records that define policy or decision
making.
9103-05 MULTNOMAH COUNTY URBAN SERVICES RECORDS (CITY/COUNTY AGREEMENT
RECORDS)
Records are used to document transportation and annexation issues agreed to
under the City County Agreement. Series includes information on original
agreement, annual transfers and city/county consolidation issues. Records
include information on road transfers (number of miles, names, employees,
equipment, correspondence), annexations, and issues relating to city/county
agreements. Records also include information on Hayden Island, bridges, westside
pockets and eastside unincorporated areas.
Record Copy? Yes
RETENTION: Permanent
9103-06 WASHINGTON COUNTY URBAN SERVICES RECORDS
Series is used to document urban services and transportation agreements and
discussions with Washington County officials. Records set policy on specific
issues (road transfers, urban services boundary, etc.) concerning the City and
Washington County. Records include correspondence, agreements, maps and analysis
of issues.
Record Copy? Yes
RETENTION: Permanent
9103-07 CLACKAMAS COUNTY URBAN SERVICES RECORDS
Series is used to document urban services and transportation agreements and
discussions with Clackamas County officials. Records set policy on specific
issues (road transfers, urban services boundary, etc.) concerning the City and
Clackamas County. Records include correspondence, agreements, maps and analysis
of issues.
Record Copy? Yes
RETENTION: Permanent
9103-08 LEGISLATIVE BILL RECORDS
Records are used as a reference file on bills that impact the Portland
Department of Transportation (PDOT). Records are mainly state legislative bills
but may include some federal legislation. Records are copies of bills, city
testimony, fact sheets, correspondence, memos and other testimony concerning
legislative bills.
Record Copy? Yes
RETENTION: Current session plus 3 sessions- city testimony, fact sheets and
correspondence dealing with city policy; Current session plus one- all other
records.
9103-09 LEGISLATIVE RECORDS ON VAX
Series is used to document information developed concerning bills that impact
Portland Department of Transportation (PDOT). Series is used to develop city
positions on specific issues and analyze impact of proposed legislation. Records
include fact sheets, correspondence and testimony developed by PDOT.
Record Copy? No
Where? Bill records
RETENTION: Current session plus 3 sessions
9103-10 SPECIAL PROJECT RECORDS
Series is created to document city-wide projects and outreach efforts to
increase interaction between City and the public. Series is used to document
discussions of public issues. Records may also include notes, agreements,
budgetary information, site maps, and correspondence. Records include pamphlets,
brochures and other material (such as t-shirts) developed during for the special
project. Examples of past projects include Earth Day, Bike Fest, Walk Your Talk,
etc.
Record Copy? Yes
RETENTION: 1 year
9103-11 MEDIA PROJECT RECORDS
Series is created at request of project managers or programs to develop and
produce brochures, direct mail pieces and posters. Series is used to disburse
information regarding transportation and land use issues. Records include
pamphlets, brochures, posters, direst mail pieces and other material used to
document transportation or land use programs.
Record Copy? Yes
RETENTION: Permanent- final printed copy; retain as needed- all drafts and
other material.
9103-12 MEDIA RELEASE RECORDS
Series is used to document announcements and activities regarding
transportation issues. Records include copies of press releases sent to local
media.
Record Copy? Yes
RETENTION: 1 year
