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RETENTION: Until superseded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.
