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9005 INSPECTION RECORDS

9005-01 JOB INSPECTION RECORDS

Records are used to track contracts and progress of jobs until they are accepted by the city. Records include reports, correspondence, inspector's daily reports, as builts, inspection tickets, and test lab results. Job inspection records are filed by active, 2 year maintenance and inactive projects.
Record Copy? Yes
RETENTION: 10 years

9005-02 CONSTRUCTION INDEX RECORDS

Records are the index created to track construction inspection projects and are used to locate corresponding files. Records include address, job number, descriptions of area, contractor, inspector, authorization date for start, actual completion date and certification. Index contains summary of inspection information after original file has met retention period.
Record Copy? Yes
RETENTION: Permanent

9005-03 CURRENT CONSTRUCTION MAPS

Series is used to track the location of current, pending and maintenance projects. Records include maps, plans and aerial photos of jobs within city limits.
Record Copy? Yes
RETENTION: 7 years

9005-04 FIELD CHECK RECORDS/FIRST PLAN SKETCH

Series maintains initial plans for city construction used by inspector's to check feasibility of construction. Series is the pre-plan check of projects with inspector's recommendations and modifications to plan. Records include plans, notes, calculations, recommendations and other information used by the inspector to determine feasibility of undertaking the project as planned. Examples of recommendations may include tree removal or utility relocation.
Record Copy? Yes
RETENTION: 7 years

9005-05 PROJECT TRACKING RECORDS

Series used to track progress of projects and to identify number or name of project and name of project manager and inspector. It includes date of preliminary maps, field check, final plans, project start date, date permit issued or notice to proceed mailed, whether project is active, percent complete, date of substantial completion, date of punch list, date project accepted, date certificate of completion mailed, date received, and date sent to design.
Record Copy? Yes
RETENTION: Until superseded

9005-06 INSPECTOR'S PROJECT PHOTOGRAPHS AND INDEX

Records are photos taken by inspectors to document construction projects. Records include photographs, negatives and information about the photos. Index information includes job number, date taken, description of photographs, and location of photographs.
Record Copy? Yes
RETENTION: Permanent

9005-07 INSPECTOR'S VIDEO TAPES

Series is used by the inspectors to document projects. Video tapes are created to document conditions prior to, during and after project. Record is video tape of surrounding construction projects taken to show preexisting conditions. Videos are created mostly to document large LID projects and HCD projects that deal with large numbers of property owners.
Record Copy? Yes
RETENTION: 5 years

9005-08 UTILITIES COORDINATOR RECORDS

Series is used to document duties, policies and procedures for inspectors and inspections. Record is an overview of inspector's duties and includes procedures for specific projects and documentation on types of programs.
Record Copy? Yes
RETENTION: Until superseded. Transfer one copy of superseded manuals to reports and studies (1001-03) for permanent retention.

9005-09 INSPECTOR'S MANUAL

Manual is used to document duties, policies and procedures for inspectors and inspections. Records is an overview of inspector's duties and includes procedures for specific projects and documentation on types of programs.
Record Copy? Yes
RETENTION: Until superseded. Transfer one copy of superseded manuals to reports and studies (1001-03) for permanent retention.

9005-10 STANDARD SPECIFICATIONS RECORDS

Records is used to instruct builders in how to construct projects for the City. The Standard Specifications contain all of the City's standards for construction contract management, design, materials and processes. The Standard Specifications is the policy manual developed and used by the city on how to build and draw work undertaken on behalf of the city. Records cover all types of construction projects (i.e., sewers, water, streets, facilities, etc.) and produces cost effective and maintainable public facilities.
Record Copy? Yes
RETENTION: Permanent. When specifications are superseded, old copy of specifications should be sent to Records Center.

9005-11 MATERIALS EVALUATION RECORDS

Records evaluate and document testing of all construction material proposed for used in public transportation projects. Records include specifications and design in public transportation projects. Records include specification and design reviewed for compliance to city standard. Examples include asphalt mix design and new products and materials such as recycled concrete and asphalt.
Record Copy? Yes
RETENTION: Until superseded

9005-12 TRI-MET INSPECTION RECORDS

Series is created and used to track inspection projects undertaken by BTE staff for Tri-Met on specific projects. Records include plans, maps, photos, specifications, MSD reports and tests, inspector's daily reports, photos and negatives. Examples include Banfield Light Rail project, Westside Light Rail project and Jefferson Street Trolley.
Record Copy? No
Where? Tri-Met
RETENTION: 10 years after completion of project. Destruction of material is subject to archival review.

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

 

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