9607-01 EQUIPMENT RECORDS
Series is used to track specifications, purchase and use of automobiles,
trucks and other equipment. Records are also created to prepare future
specifications for equipment purchase. Records include copies of purchasing
specifications, technical manuals, operating manuals, maintenance manuals, parts
catalogs, purchase orders, etc.
Record Copy? Yes
RETENTION: Until superseded
9607-02 FLEET SHEETS
Series is used to track the inventory of equipment and vehicles owned and
operated by the bureau. Records identify the equipment/vehicle, vehicle
identification number (VIN), year, make, model, city number, location of
equipment, cost information, Responsibility Unit (RU) number, organization
number, person responsible for vehicle, billing information, estimated cost,
fleet standards information, date purchased and planned replacement. Records may
also include vehicle registration and DEQ (Department of Environmental Quality)
emission testing records.
Record Copy? Yes
RETENTION: Until superseded
9607-03 VEHICLE AND EQUIPMENT SPECIFICATION RECORDS
Series is used to track specifications of automobiles, trucks and other
equipment. Records are also used to prepare future specifications of equipment
that is to be used with or is similar to currently owned equipment. Series is a
copy of the purchasing specifications, technical manuals, operating manuals and
maintenance manuals.
Record Copy? Yes
RETENTION: Until superseded
9607-04 TOOL RECORDS
Series is used to document tools, valued over $500, owned by the Water
Bureau. The inventory includes information on the type of tool or equipment,
manufacture, model, serial number, purchase information, purchase order number,
replacement cost, physical location of tool or equipment, maintenance, repair,
etc. Records include property inventory and tool use records.
Record Copy? Yes
RETENTION: Until superseded
9607-05 REPLACEMENT REQUEST RECORDS
Series is used to document requests for new vehicles and equipment. Records
include copies of requests and justification for equipment replacement.
Record Copy? Yes
RETENTION: Retain as needed
9607-06 CITY BID RECORDS
Series is used to document City bids on construction jobs. The Water Bureau
bids against private contractors on certain types of jobs. Records include
costs, personnel, material costs, and other records used to prepare cost
estimate and bid.
Record Copy? Yes
RETENTION: 2 years
