9204-01 PROJECT RECORDS - PROJECT HISTORY RECORDS
Series is used to document history of projects and jobs undertaken and
managed by bureau staff. Records include correspondence regarding policy and
procedures, notifications, final design information, specifications, reports,
contracts and agreements, site plans, supplier information, inventories, and
other information deemed important to the specific project.
Record Copy? Yes
RETENTION: Permanent
9204-02 PROJECT RECORDS - DESIGN ANALYSIS RECORDS
Records document the design and planning of traffic management projects and
are created to implement projects and develop master plans. Records include
maps, plans, reports, correspondence, plans, etc.
Record Copy? Yes
RETENTION: Permanent
9204-03 PROJECT RECORDS - WORKING DOCUMENTS
Series is used to document, track, coordinate and manage projects and jobs
undertaken by bureau staff. Records include routine correspondence,
notifications, preliminary designs, budgets, financial reports, sketches, copies
of maps, contracts, site plans, inventories, bid information, financial
information, and meeting information, etc.
Record Copy? Yes
RETENTION: 10 years after completion
9204-04 PROJECT INDEXES AND LOGS
Series is used to log and index project records. Records generally include
name of project, project number, location, and type of project.
Record Copy? Yes
RETENTION: Until superseded
9204-05 INSPECTOR'S RECORDS
Records are created by inspectors during inspection of projects undertaken
for the bureau. Records include logs, notes, and similar records. Information
includes data on projects, who is performing work, location, inspections and
actions taken on any given day.
Record Copy? Yes
RETENTION: 5 years after substantial completion
9204-06 PETITION RECORDS
Series is used to track petition requests and status for traffic projects.
Series is also used to produce petition sheets. Records consist of mailing
lists, petition sheets, ballots, tallies, surveys, etc.
Record Copy? Yes
RETENTION: 10 years-summaries of findings; substantial completion of project-
ballots, petitions, etc.
9204-07 PROJECT REQUEST LISTS
Series is created to document specific requests for projects and is used by
the Bureau to prioritize projects. Record includes location of request, segment,
criteria, ranking, scores, request date, date project undertaken, etc.
Record Copy? Yes
RETENTION: 5 years- year end report; retain until superseded- all other
reports.
9204-08 QUARTERLY PROJECT SCHEDULES
Series is used as a management tool to track projected timelines for the
scheduling of projects. Record includes timelines, tasks, duration, month,
start, end, etc.
Record Copy? Yes
RETENTION: Until superseded
9204-09 CITIZEN SURVEY AND QUESTIONNAIRE RECORDS
Series is created to document the survey process for the traffic management
program. Series includes name and address of responder, questions asked,
comments, and other data from the survey. Series includes summary data from
surveys.
Record Copy? Yes
RETENTION: 10 years- summaries of findings; Retain as needed- survey and
questionnaire.
9204-10 STATUS REPORTS
Series is a management and administrative tool used to update and track the
status of specific projects. Record includes date, project name, project
manager, actual activities, planned activities, estimated schedule, issues,
actions, comments, etc.
Record Copy? Yes
RETENTION: 2 years after substantial completion
9204-11 PROGRAM RECORDS
Records are used to documents various Bureau of Traffic Management programs.
Records include program budgets, work plans, goals, mission statements, reports,
studies, special projects, correspondence and memos that document policies, etc.
Record Copy? Yes
RETENTION: Permanent- records documenting policies, rules and procedures;
retain as needed- all other records. See also City of Portland General
Schedule 1000-05.
9204-12 RATE CASE RECORDS
Series is the position of the city and the utility companies on rate setting
issues and is used to provide background material for historical reference.
Record includes correspondence, testimony, spreadsheets, rate plans, etc.
Record Copy? Yes
RETENTION: 10 years
