Building Dept SOP_RecordsManagement_022219 (002) City ofTigard
n BUILDING DIVISION
Records Management Procedure
Approved by manager and adopted by staff 2/22/2019 DLH Last updated: 1/23/2019 by SJT
PURPOSE &RESPONSIBILITIES
To clarify the management of records maintained by the Building Division,both electronically in the document
management system and via hard copy in accordance with state retention laws. This procedure also outlines how
records are accessible to the public.
ELECTRONIC RECORDS MANAGEMENT GUIDELINES
I. Documents that may be scanned electronically by the Building Division's Records Specialist must meet the
following guidelines (OAR 166-017-045;refer to the City's Digital Images Migration Plan Policy and the
Division 17 Petition):
• Documents must have both an address and a permit number.
• Permits must not be in "Pending" status.
• Documents must be no larger than 11x17.
• Request for Permit Action Forms may indicate that a permit has been voided or expired and have different
processing guidelines.
Il. Documents that may be scanned electronically by a third-party company must meet the following guidelines:
• Documents must have both an address and a permit number.
• Permits must be in "Closed" status.
• Documents must be larger than 11x17.
• Documents must meet state retention laws as described under OAR 166-200-0250.
RECORDS THAT DO NOT MEET THE GUIDELINES FOR ELECTRONIC STORAGE:
• Residential plans that are larger than 11x17 will be maintained in hard copy form only and destroyed
after they meet retention guidelines (2 years after the permit is closed); OAR 166-200-0250(6).
SCANNING DOCUMENTS ON-SITE
The City of Tigard uses Laserfiche as its Document Management System. All documents that meet the above
guidelines (Electronic Records Management Section I) may be scanned into Laserfiche as follows:
I. Preparation for scanning
• Verify that each document has both an address and permit number and is no larger than 11x17.
• Each document should be separated by a Laserfiche Separation Sheet that will be identified by the system
and divided accordingly.
I1.Scanning in Quick Fields
• Prior to scanning, ensure that your template is set to Accela Automation and choose your color according to
the best imaging for the document (Black&White, Grayscale, or Color). The use of Color should be limited
due to file size restrictions.
• Once the documents have been scanned,input the permit number under Case Number in the template and
choose the appropriate Category from the drop-down. The rest of the fields will auto-populate from Accela.
• Verify that the permit number and address match what is written on the document.
• Verify that each page is accounted for and that the image is clear and legible. Rescan pages as needed to
achieve ideal image quality.
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• Once each document has been labelled with the permit number and reviewed for page count and image
clarity, choose Store. This will send the documents to the Laserfiche>Building/Step One-Quality Check
folder.
STORING DOCUMENTS ELECTRONICALLY
I. Once documents have been scanned into the Laserfiche>Building/Step-One Quality Check folder, re-check
each document for quality and ensure that each permit number and address match and that the Category is
correct.
II.Take a screen shot of the documents in the Step One folder to store with the hard copies.
III. Drag all documents into the Step Two-WorkFlow folder. The documents are now searchable in Laserfiche, the
City of Tigard's webpage interface, and linked in Accela.
DESTRUCTION OF RECORDS
Once a record is scanned into Laserfiche,it becomes the official copy (OAR 166-017-0045). This includes records
with permanent retention, as outlined by the City of Tigard Division 17 Petition that was approved by the State
Archivist on February 16, 2018. Records that do not qualify for electronic records storage may be destroyed once
their retention has been met (166-200-0250).
Hard Copies Stored Electronically
I. As required by OAR 166-017-0035(4), a second staff person will review the record in Laserfiche to determine if
it has been captured correctly. If the file is correct, staff will sign-off by entering their name in the metadata
under the "Approved By" field.
• If a record is part of a bigger file, then the reviewer will note what they have reviewed in the "Comments"
field with their initials and only sign-off in the "Approved By" field if their piece of the file completes the
review in its entirety.
II. Once a full box of records has been second-check verified, submit a Records Destruction Request documenting
the Records Series, the date range, the OAR Schedule Number, and the Retention authorization. Check the
applicable destruction box;you may choose more than one OAR if there are documents that meet different
retention guidelines in the box.
III. Records submitted for destruction must be signed off by the division manager then routed to the Records
Clerk for approval to destroy the files.
VOIDED & EXPIRED PERMITS AND PLANS
Retention for voided or expired plans is 180 days per OAR 166-200-0250. Retention for voided or expired permits
is 2 years (OAR 166-200-0300(1)(21).These will often be accompanied by a Request for Permit Action Form.
I. If the permit was issued and scanned into Laserfiche along with accompanying paperwork, file the Request for
Permit Action form in the corresponding destruction month (6 months from the date of the void/expiration).
• Each month, review the Request for Permit Action forms that have met their retention, scan them into
Laserfiche, and submit them for second-check verification and destruction. Do not delete the permits
and applications but delete any corresponding paperwork (calculations, truss details,plans, etc.) from
Laserfiche. Submit for destruction any large plans that were unable to be scanned in accordance with
OAR 166-200-0250.
II.If the permit was never issued and scanned into Laserfiche along with the accompanying paperwork, scan the
Request for Permit Action form into Laserfiche and submit it for second-check verification and destruction.
Submit the un-scanned application and additional paperwork for destruction after 180 days in accordance with
OAR 166-200-0250 and OAR 166-200-0300.
SUBMITTING HARD COPIES FOR STORAGE
Only documents that do not meet electronic storage requirements may be submitted for archiving/storage.
Hard copies of records are maintained by the City of Tigard's Records Management Specialist in one of two secure
facilities. The contact is Debbie Manning at 503-718-2483.
I. Compile a list of the documents being submitted and fill out a Records Transmittal Letter.
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• The Transmittal Letter should include a description of the records being submitted as well as the
appropriate retention code.
II. Include two copies of the document list and the transmittal letter in the box.
III.Affix a storage box label with the description of the records being submitted.
IV. Email the City Records Management Specialist with a copy of the list of documents and the transmittal letter.
SCANNING DOCUMENTS OFF-SITE
I. Documents that meet the Electronic Management Guidelines Section II must be submitted to a third-party
company for scanning. These are generally nonresidential plans.
• Ensure that the permit status is "Closed."
• Fill out a Roll Label with the address and permit number.
• Create a cover sheet in Word with the permit number; this will be scanned with the document.
• Roll the document with a roll label and the cover sheet and store in a large bin.
• Maintain a spreadsheet with a list of the documents in the bin. Include whether or not there are multiple
permit numbers assigned to one set of plans or multiple plans for one permit number.
• Once the bin is full,verify that each document is listed on the spreadsheet.
• Affix a bin label with the appropriate bin number. Attach two copies of the spreadsheet to the bin using a
large binder clip.
• Email the spreadsheet to the City Records Management Specialist and request a bin pick-up.
ELECTRONIC RECORDS ACCESSIBLE TO THE PUBLIC
I. Documents maintained by the Building Division are Public Record under ORS 192.314.
II.Electronic records may be accessed on the City of Tigard's website:
• By address
• By permit number
PUBLIC RECORDS REQUESTS
I. The public may request records (both electronic and hard copy) by submitting a Public Records Request.
II.From the City of Tigard's homepage, choose Help Me To>Submit>Public Records Request.
• Electronic records may be sent via email attachment or web link. Hard copies may be sent to a third-party
company for digitization or reproduction and are subject to fees.
INTERNAL RECORDS REQUESTS
1. City of Tigard employees may submit an Internal Records Request:
• From Inside Tigard,go to the Departments dropdown and choose Central Services.
• Click the link for City Recorder,Records &Reprographic Services.
• Under Links, choose Staff Records Request.
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