PortlandOnline

POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Water
9608 ENGINEERING RECORDS - PROPERTY / WATER RIGHTS / SURVEY

9608-01 PROPERTY RECORDS

Series is created to track easements, property rights and property owned by the City. Series is the working records used to record the property documents. Records include correspondence, easements, ordinances, appraisals and other related material.
Record Copy? No
Where? County Recorder and City Auditor
RETENTION: Permanent

9608-02 WATER RIGHTS RECORDS

Series is used to document the right to take water from well and surface sources. Series is created to document what rights the City has to take water for municipal use. Records include legal documents, correspondence, permits, ordinances, use reports, water rights certificates and other related material.
Record Copy? No
Where? State Water Resources Department
RETENTION: Permanent

9608-03 PROPERTY DATABASE

Series is used as a reference and index to track source material in the Property Records. Series includes location, interest in property, recording information, ordinance information, site name/water bureau name, county parcel number, county tax identification number, and other related data.
Record Copy? Yes
RETENTION: Until superseded

9608-04 PROPERTY MANAGEMENT RECORDS

Series is used to manage and maintain property owned by the city. Series is created to ensure that specific site issues are addressed, investigated and managed by the Bureau. Series is used to document the city effort to be a "good neighbor". Records include correspondence, management plans, photographs, site plans, photographs and other records documenting neighborhood issues and concerns. Examples of property management records include records documenting planning and zoning, fencing, lighting, surplus property, etc. Records include recently annexed property that the City has acquired and is exploring the continue use of the property.
Record Copy? Yes
RETENTION: 10 years or as needed, whichever is longer. Material of continuing value should be brought forward annually.

9608-05 SURVEY MONITORING RECORDS

Records are created by the Bureau to survey and monitor specific projects and areas that may show changes over time. Records include survey notes, control movement data, and other related survey records. Examples of monitoring records include ditch camp monitoring, hydro monitoring and surveys undertaken for non-project work.
Record Copy? Yes
RETENTION: Retain as needed. All material is turned over to the requester of the survey. Material should be incorporated into appropriate records series.

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

 

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