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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Water
9606 INTERSTATE

9606-01 WATER BUREAU SCHEDULING SYSTEM

Series is used to track completed work and backlog. System is broken into two components that track active and inactive work. Series is the computer system that track scheduling number, district, date, address or location, description of work, work codes, priority, due date, estimated crew information, hours estimated, date scheduled, date completed, actual hours and crew size, and comments.
Record Copy? Yes
RETENTION: Until superseded or as needed

9606-02 WORK ORDER/SERVICE ORDER RECORDS

Series is used to initiate and document work done on the Water Bureau infrastructure. Records contain work order number, date, location information, permit information, job number, type of work done, cost information, scheduling information, type of work done and requested, crew information and general engineering information.
Record Copy? Yes
RETENTION: Permanent- microfilm. Retain paper records as needed after they have been filmed.

9606-03 WORK ORDER REQUEST RECORDS

Series is created to request work from the various maintenance shops or to document emergency work requests. Records include copies of work requests giving project name, number, location, priority, type of work requested, date completed, sketches, etc. For emergency dispatches, series may include emergency call sheets, disposition, and action taken. Series includes radio room service requests, concrete requests, paving requests, carpenter's shop requests, welding requests, etc.
Record Copy? Yes
RETENTION: 2 years

9606-04 INTERSTATE CARDS AND INDEXES

Series is created to track all maintenance and work done on the water distribution and supply system. Series documents all work done on a particular service, gate, hydrant, blow off or main. Record contains location, service type, date work done, type of work done, work and maintenance history and work order information. Series also documents service locations, hydrant locations and gate turns.
Record Copy? Yes
RETENTION: Until superseded- database; Retain as needed-hard copy. Destruction of material is subject to archival review. Records from 1935-1988 are on a 3x5 cards but information has been added to database.

9606-05 UTILITY LOCATE RECORDS

Series is used to document requests to locate utilities in areas to be worked. Series includes requests both to locate city utilities and requests by the city to have utilities located for them. Records include location requests that generally include date, location, type of work to be performed, date work is to be done, type of locate, contact name, phone number, action taken, locate number, etc. Series may include handwritten notes on specific locate requests, audit sheets, summary sheets, computer printouts, etc.
Record Copy? Yes
RETENTION: 3 years

9606-06 ENGINEERING REFERENCE RECORDS (PROJECT AS-BUILT RECORDS)

Series is created to document installation and construction of the water system. Series is used by work crews to check construction of projects that are scheduled for work. Series includes as builts and specifications for projects, maintenance extensions, tanks and pump stations. Records are microfilmed, but the quality is poor and not always to scale.
Record Copy? No
Where? Engineering
RETENTION: Retain as needed

9606-07 QUARTER SECTION MAP BOOKS

Series is used to document location of the water system by quarter section and to document historical location of the water system. Records are quarter section maps that document all water facilities. Records show historical inventory and abandoned lines.
Record Copy? Yes
RETENTION: Permanent

9606-08 QUARTER SECTION BOARDS

Series is used to detail water system and location of services, mains, gates, hydrants, etc. Records are detailed drawings documenting location of the water system. Records include job number, inventory information, quarter section and date updated. Generally only major intersections and the downtown core have been drawn. Current changes are drawn in red until updated copies can be drawn.
Record Copy? No
Where? Engineering
RETENTION: Until superseded

9606-09 WATER BUREAU PERSONNEL BID LISTS

Series is used by the bureau to track bids by employees to work certain jobs. Union contracts allow employees to bid for jobs based on seniority and qualifications. Records include list of employees and their request s and bids for specific jobs.
Record Copy? Yes
RETENTION: 3 years

9606-10 CONFINED SPACE RECORDS

Series is used to ensure that people and equipment meet federal and state requirements when entering a confined space. Records include certifications, training records and medical records for employees who are certified to enter confined spaces. Records also include certification of equipment use during confined space entries.
Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.
Record Copy? Yes
RETENTION: 10 years or life of equipment, which ever is longer.

9606-11 EVALUATION TEST AND DEVELOPMENT RECORDS

Series is used to develop specifications, purchasing requirements and testing requirement for purchasing equipment and supplies. Series consists of working records including correspondence, memos, reports, contracts, performance test results, information submitted by vendor, etc. Series includes bid records for water meters, special manufacturing requests, manufacturing reports, etc.
Record Copy? Yes
RETENTION: Retain as needed

9606-12 WATER METER RECORDS

Series is used to track the history and activity of individual water meters. Series is a computer record which includes meter number, location of meter, repair history and other actions taken on meters. Records are for city owned and private meters. Early records were kept on 3x5 cards. Series includes meters larger than 1 inch, small meters, and junked meters.
Record Copy? Yes
RETENTION: Life of meter

9606-13 WATER METER TEST RECORDS

Series is used to track testing and accuracy of water meters. Records are used to determine if the meter is working properly. Records include customer information, testing information, diagnostic information, historical data, flow rate and repair information. Record includes hydrant test records, meters not on city lines, contracts for water districts and companies, orange cards, frozen services, etc.
Record Copy? Yes
RETENTION: Permanent- letter of permission; 2 years after last action- all other information.

9606-14 HYDRANT METER RENTAL RECORDS

Series is used to track hydrant meters backflow devices rented to outside parties. Records include name, date, meter number, what was rented, who signed the meter in and out and check information by the meter shop. Permits Section bills from these records.
Record Copy? Yes
RETENTION: Until superseded

9606-15 HYDRANT PERMIT LIST

Series is created to document authorized use of hydrants. Records are used to ensure that hydrant uses have been properly permitted. Record includes permittee name, permit number, date permit issues, and permit expiration information.
Record Copy? No
Where? Hydrant Permit Records (9604-07).
RETENTION: Until superseded

9606-16 OUT OF SERVICE HYDRANT LOGS

Series is used to document water hydrants that are not working or are in need of repair. Log includes date, location of hydrant, hydrant number, where report generated from, and date returned to service.
Record Copy? Yes
RETENTION: Retain until hydrant returned to service

9606-17 RADIO CALL NUMBER RECORDS

Series is created to document radio call numbers and to whom they are assigned. Record is a computer print out that includes name, radio call number and vehicle number.
Record Copy? Yes
RETENTION: Until superseded

9606-18 RADIO LOG RECORDS

Series is used to document radio traffic between Water Bureau employees. Log information includes date, time, caller identification, remarks (if any), and dispatcher information.
Record Copy? Yes
RETENTION: 3 years

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

 

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