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RETENTION: Until superseded or as needed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RETENTION: Until superseded- database; Retain as needed-hard copy.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
