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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Transportation - Maintenance
6209 CREW RECORDS

6209-01 CREW DAY CARDS (CAC)

Series is used to document the daily activity of Bureau of Maintenance work crews. Series tracks work done by the bureau and crews on a daily basis. Record is created to run the Maintenance Management System (MMS). Record includes information on activity performed, crew size, employees working in crew, employee classifications, overtime information, equipment used, equipment information (PW number, hours, etc.), materials used (amount used, number, etc.), project information, crew day information and accomplishments.
Record Copy? Yes
RETENTION: 7 years

6209-02 DAILY SUMMARY CARDS

Record is the summary of activity from the crew day cards and is used to balance the crew day cards and the DTARS (Daily Time and Attendance Sheet) by the administrative sections. Series includes dare, assigned staff, man-hours, additions, overhead and nonproductive hours, deletions from staff, regular time, overtime, and signature of person filling out card. The record also includes information about other types of downtime, weather information and other data that needs to be balances against the crew day card. Record is attached to the Crew Day Card (6209-01).
Record Copy? Yes
RETENTION: 7 years

6209-03 EQUIPMENT DOWN RECORDS

Series is used to track the amount of downtime resulting from equipment failure. Series includes date, who prepared the down card, section number, PW number, hours breakdown code information, location, and description of problem. Attached to the Crew Day Card. (6209-01).
Record Copy? Yes
RETENTION: 7 years

6209-04 DAILY ACTIVITY LOGS

Series is used to document daily activity of Bureau of Maintenance crews and is created to track the daily assignments of the crews. Records document the crew make up, location of work, equipment used, supplies used, what done, unusual incidents and other comments. Record is the supervisor's summary of the crew day card.
Record Copy? Yes
RETENTION: 5 years

6209-05 SERVICE REQUEST RECORDS

Series is created to track, document and respond to requests for maintenance services. Series is used to dispatch crews to investigate and repair customer complaints and problems (often phoned in from citizens). Record is the service request asking for action to be taken. Record includes request location, requesting party information, action taken, crew responding, information about problem or complainant, comments, date, etc. Records may also include diagram of service request or findings. Series includes emergency response requests.
Record Copy? Yes
RETENTION: 6 years

6209-06 WORK ORDER RECORDS

Records are created to document and track work requests for non-routine work. Work requests are generally generated from bureau requests and document work to be performed. Records are the work order that request specific work be done. Record includes the work order, location of problem, work to be done, center information, comments from service request, crew information, equipment needed, and supplies needed. Record may include engineering drawings, diagrams and other types of planning information.
Record Copy? Yes
RETENTION: 6 years

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

 

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