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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Transportation - Traffic Management
9201 OPERATIONS

9201-01 TRAFFIC CONTROL INVENTORIES

Records are used to document location, type and use of traffic control equipment in the city. Record generally includes type of equipment, location of equipment, date of installation, notes and other data. Records may include inventories for signs, signals, traffic calming devices, pavement markings, opticom, pedestrian and bicycles, parking spaces and other related data. Some inventories may be on the computer and GIS.
Record Copy? No
RETENTION: 2 years after superseded

9201-02 TRAFFIC FLOW MAP

Series used for engineering analysis and planning. Series is a map of City streets with average daily traffic (ADT) of over 1,000 vehicles and includes an insert of central City area with ADT of 2,000 and over. Map incorporates State and City counts. The ADT is reported by numerical value and width of line representing street.
Record Copy? Yes
RETENTION: Permanent. Transfer copy of Traffic Flow Map to Archives on a regular basis.

9201-03 TRAFFIC REQUEST LOGS

Series is used to list the active traffic requests. Series includes traffic request written, completed information, average length of time needed to complete, traffic request number, date, date completed, location, request, requester, etc.
Record Copy? Yes
RETENTION: 2 years

9201-04 TRAFFIC REQUEST/WORK ORDERS - INVENTORY, LOCATION AND PLACEMENT/REMOVAL RECORDS

Series is used to document installation, modification and removal of traffic and parking control. Records are work orders and supporting documentation that document type of work done, location, work performed, drawings and plans. Work orders include plans for intersections, streets, crosswalks, sidewalks and curbs. Records include installation, repositioning, and final removal of signs, signals and other traffic control equipment. Records also include paint markings, directional signage, striping, curb cuts, speed bumps, landscaping, etc.
Record Copy? Yes
RETENTION: 30 years

9201-05 TRAFFIC REQUESTS/WORK ORDERS - MAINTENANCE RECORDS

Series used to document maintenance requests and the modification of the traffic and parking control inventory. Records document changes that do not modify the inventory placement, location or permanent removal of traffic devices. Records maybe created from citizen inquires and include investigative material. Records are work orders and supporting documentation that document type of work done, location, work performed, drawings and plans. Series may also include notes and forms returned from inspectors or maintenance personnel. Examples of work orders and requests include repair/replace work orders, signal equipment or sign replacement, special billings information, street light maintenance, sign maintenance, sign fabrication, etc.
Record Copy? No
Where? Bureau of Maintenance (6209-06)
RETENTION: 2 years

9201-06 TRAFFIC REQUESTS/WORK ORDERS - TEMPORARY AND ROUTINE REQUESTS

Series used to document the temporary and installation modification and removal of traffic and parking control equipment and devices. Records are work orders and supporting documentation that document type of work done, location, work performed, drawings and plans. Work orders include plans for temporary traffic controls, temporary signs, construction signage, signal resets, meter repair, meter collection, barricade placement, equipment repair, location and informational signage, parts and supply requests, special events signage, street name signs, safety signs, parking meters, etc.
Record Copy? Yes
RETENTION: 3 years

9201-07 TRAFFIC RESEARCH RECORDS - RAW DATA

Series is used to update traffic flow map and is used in design and analysis of traffic to determine need for traffic control devices, to adjust signal timing and establish criteria for traffic management projects. Records include machine and manual traffic counts, reports, summaries and related records. Examples of records include traffic volume, velocity counts classification, and JAMAR counting boards. Information includes license plate numbers, vehicle classification, radar studies, curve signing studies, pedestrian counts, parking meter studies, intersection delay studies, saturation and flow studies. Series includes counts for vehicles, bicycles, pedestrians, etc.
Record Copy? Yes
RETENTION: 10 years

9201-08 TRAFFIC SAFETY DATA RECORDS - DATA ANALYSIS

Series is used to identify and document traffic safety issues. Records are used to identify possible hazardous locations and determine possible city action. Records include accident information, Visibility Hazard Investigations (VHI) and other documentation related to traffic safety. Records include location, type of problem, date, direction, driver's information, property information, intersection information, etc. Accidents may document parked automobiles, bridges, intersections, pedestrians, city streets and other factors.
Record Copy? Yes
RETENTION: Retain as needed

9201-09 STREET LIGHTING OUTAGE REPORTS

Series is used as a record of complaints and tracking of maintenance for street lights. It includes location of light, type of repair requested, and repairs made.
Record Copy? Yes
RETENTION: 3 years

9201-10 STREET LIGHTING DATABASE

Series is used as a record of complaints and tracking of maintenance for streetlights. It includes location of light, type of repair requested, and repairs made.
Record Copy? Yes
RETENTION: Until superseded

9201-11 POWER CONSUMPTION RECORDS

Series is used to track electrical costs for running the signal and street lighting system. Records are the summary billing information for the consumption of electricity used at signalized and lighted locations. Records include correspondence with utilities, summaries of kilowatt hours (kw) used, etc.
Record Copy? Yes
RETENTION: 2 years

9201-12 TRAFFIC SIGNAL RECORDS

Series is used to document the operation and timing of traffic signals through out the city. Series documents signal drawings, color sequence and resynchronization. Records include maps, drawings, regions of city cable systems, graphic layout of districts showing streets with cables, color sequence of traffic signals, signal code number, timing sequences, signal direction, circuit numbers, signal plans, wiring diagrams, timing plans and revisions. Signal drawings and wiring diagrams are partially on the computer for recently installed or modified signals.
Record Copy? Yes
RETENTION: Life of intersection

9201-13 EVENT LOGS

Series is used to document errors and communications that occur in the signal system. Series is created to develop signal maintenance needs and to develop work orders. Record is a daily computer log of communications, signals, timing changes, and other events that occur at computerized signals and intersections.
Record Copy? Yes
RETENTION: Until superseded

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

 

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