PortlandOnline

POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Water
9605 DISTRIBUTION/TREATMENT

9605-01 BACKFLOW DATABASE/RECORDS

Series is used to track backflow prevention devices/values in the City of Portland. Series tracks inspection from installation to removal. Series is also used to generate backflow test, reminders, and final notice letters. Record is the computer database that contains name, address, location of valve, owner, installation date, party responsible for maintenance and inspection, etc. Database constitutes the inventory of backflow devices. Database only stores the results of last nine (9) backflow tests along with the original test data.
Record Copy? Yes
RETENTION: 5 years after permanent removal of backflow prevention device.

9605-02 BACKFLOW TEST RECORDS

Series is created to document findings of tests on backflow devices. Information from record is entered into the Backflow Database. Series is a copy of the test report, name, address, testing company, findings, comments, date, pass/fail information, etc.
Record Copy? Yes
RETENTION: 5 years after permanent removal of backflow prevention device- initial inspection report; 5 years- test slips.

9605-03 STATE HEALTH DIVISION BACKFLOW REPORTS

Series is used to generate reports for the State Health Division and shows information about the testing of backflow devices. Reports summarize data for number of backflow devices in the City, number tested, number of passes and fails, number of inspections, etc.
Record Copy? Yes
RETENTION: Retain as needed

9605-04 REGULATORY REPORTS

Series is created to respond to state and federal requirements for clean water. Series documents steps undertaken to ensure compliance with the regulatory agencies. Records include monitoring procedures, monitoring notebooks, special monitoring requirements and copies of reports and summaries submitted to various federal and state agencies. Series includes applications for unfiltered water, sanitary survey report, variance and exception reports and other related data. Series includes corrective action taken, if required by regulating agency.
Record Copy? Yes
RETENTION: Permanent

9605-05 REGULATORY REVIEW RECORDS

Series is created to document the development of rules and regulations concerning water quality and water rights issues. Records include correspondence, reports, draft rules, and other working documents.
Record Copy? Yes
RETENTION: 10 years

9605-06 CUSTOMER NOTIFICATION RECORDS

Series is created to inform the public about general issues and programs. Series documents what specific issues exist and are used to notify the public about specific issues. Records include informational brochures, regulatory brochures, correspondence and notification logs. Series maybe the notification to users on programs that effect water quality. Series includes groundwater notifications and other related program documents.
Record Copy? Yes
RETENTION: 10 years

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

 

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