Records Management

Statement of Purpose

The City of Portland Charter (Section 2-504) authorizes the Office of the City Auditor's Archives and Records Management Program to function as a public records administrator, ensuring the management of city records complies with state law and administrative rules (ORS 192 and OAR 166). By consulting the Oregon Secretary of State, Archives Division, the program develops and distributes records retention and disposition schedules for all city agencies.

Public Records

A public record is defined by Oregon Revised Statutes (ORS) 192.005(5) as, "...a document, book, paper, photograph, file, sound recording, machine readable electronic record or other material, such as court files, mortgage and deed records, regardless of physical form or characteristics, made, received, filed, or recorded in pursuance of law or in connection with the transaction of public business, whether or not confidential or restricted in use.

Records maintained by City bureaus are considered evidence of the organization, function, policies, decisions, procedures, operations or other activities and must be maintained throughout the entire life cycle in accordance with the retention schedule established for that bureau.

All records created or received by the City, except for those exempt by law, are available, upon request, for inspection and copying by the public. 

Retention Schedules

Records retention schedules (see Navigation bar to the left) describe records of an agency, organization, or administrative unit, establishing a timetable for their life cycle, and providing authorization for their disposition.  All City employees have a responsibility to preserve and maintain records related to their work activities according to the applicable record retention schedule.

Definitions

The following terms are commonly referred to in retention schedules:

Record Series – a group of files or documents kept together (either physically or intellectually) because they relate to a particular subject or function, result from the same activity, document a specific type of transaction, take a particular physical form, or have some other relationship arising out of their creation, receipt, maintenance, or use.   

Record Copy – the single copy of a document, often the original, which is designated as the official copy to be preserved for the entire retention period

Vital Records –  records which are essential to the continued functioning or reconstitution of an agency during and after an emergency, and also those records which are essential to protect the rights and interests of that agency and of the individuals directly affected by its actions