Series is used to document project costs and is created by staff engineers to track actual and final costs. Series is also used to track fixed assets. Records include project status reports, correspondence, applications for service, work orders, requisitions, payroll and equipment detail, stock requisitions, bureau charges (paving, testing, etc.), outside vendor billings and memos. Records may also include copies of ordinances and service records.

Record Copy? Yes

RETENTION: 10 years after completion- all records except Chargeable Work Ordinance Service Records; 3 years after completion- Chargeable Work and Ordinance Service Records.

Series is summary information of project work in process and completed. Series is developed at the end of the fiscal year and becomes the basis for the Service Efforts and Accomplishments (SEA) report and the City Consolidated Annual Financial Report (CAFR). Series tracks what has been added to the infrastructure inventory. Records include questionnaires, fixed asset schedules, work papers, transactions, reports, size of service, costs of projects and types of service. Records document both dollar amounts and quantitative material. Fixed assets are currently tracked for meters, mains, hydrants, fountains, property, chargeable work, services, capital improvements (CIPs), and annexations.

Record Copy? Yes

RETENTION: Permanent

Series is used to track changes made to IBIS activity codes. Records include memos, e-mail, requests to make changes, supporting documents, etc.

Record Copy? Yes

RETENTION: 3 years

Series is used to track charges against projects and as a summary of project costs. Record is a computer report that gives project number, description, current accounting period (AP) expenditures, and year to date expenditures. Report tracks projects, activities and equipment.

Record Copy? Yes

RETENTION: 5 years- Accounting Period 13; retain as needed, but no longer than 2 years all other reports.

Series is created to document bond sale information for specific projects and bond sales. Records include supporting documentation and copies of the prospectus.

Record Copy? No
Where? 4813-02 and 4813-03

RETENTION: Permanent

Series documents actual sales of water sold inside and outside of the district. Records include number of accounts, amount of water sold, amount of money made, accounts and sales.

Record Copy? Yes

RETENTION: Until superseded

Series is used to summarize billing and working information on wholesale contracts. Series is used to compile and compare consumption. Background material is used to fix water rates. Records include calculations, working papers, supporting documentation, computer print outs, correspondence, etc.

Record Copy? Yes

RETENTION: Retain as needed

Series is created to document history of relationships with wholesale purchasers of Portland water. Series is primarily contracts and agreements with outside water districts and smaller water companies. Records include correspondence, contracts, legal information, newspaper clippings, and other working records.

Record Copy? No
Where? Auditor (2009-03)

RETENTION: Permanent- Legal Documents; 7 years after superseded- all other records.

Series is created for audit purposes and tracks total project costs. Series documents end product of overhead and indirect costs. Records are spread sheets of costs, activities, allocations, etc.

Record Copy? Yes

RETENTION: 2 years

Series is the documentation of how the yearly water rates is set. Records include computer models, computer support records, working documents, council documents, ordinances, fixed assets reports, CIP requests, old financial plans, rate books, etc.

Record Copy? Yes

RETENTION: 5 years- Supporting Documents; Retain as needed- Rate Books.

Series are created to document items sold by bureau that have Bull Run logo. Records include requests and cash records for T-shirts, mugs, and other promotional items.

Record Copy? Yes

RETENTION: 2 years

Series is the computer system designed to administer the payroll system for the Water Bureau. Series also tracks general information about employees. Record includes time slip totals, vacation and sick leave, rate differential, hours in specific job classification, PANs (Personnel Action Notifications), history, class information, etc.

Record Copy? Yes

RETENTION: Until superseded