Ordinance No. 89-25 E
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CI'T'Y OF TIGARD, CEMOON
ORDINANCE NO. 89-
AN
9-AN ORDINANCE AMENDING CFiAP'M 2.48 OF THE TIGARD MWICIPAL, CODE PER;t' MM4G TO
THE CLASSIFICATION, RUDMON, AND DESTRUCTION OF CITY RECORDS, AND FIXEW, AN
E YEC' M DATE.
�I
WM�
S, State Law provides that public agencies shall make public records
available for viewing, except those specifically exemprted by law.
WHEAS, the City' finds it rxxuessary to identify and retain: those records
necessary for operation, and destroy those records, that after a specified
amount of time, lose their informational value to the City.
WHEREAS, to have a Records Management Program that meets state requirements and
city needs it is necessary to have a schedule that identifies record series and-
the
ndthe optinm retention periods.
NOW, THERESM, THE CITY OF TIGARD ORDAINS AS FOUMS:
SECTION 1: Section 2.48.020 of the Tigard Municipal Code shall be amended as
set forth below. Language to be deleted is shown in [BRACKETS].
Ianguage to be added is UNDER1j2M.
"Within a reasonable time after the ccupletion of the
post audit or the city's affairs for each fiscal year,
the city administrator is authorized and directed to have
the city rpggp2p or designee [each department head]
examine records of each [such] department for
classification as to time of retention as set forth under
Section 2.48.030. All [documents and] records thereby
determined to be eligible by the passage of time as set
forth in Section 2.48.030 for disposal shall be
segregated frwn all other records. The city recorder or
designee [department head] shall prepare a certificate in
the form prescribed by Section 2.48.040 and shall. attach
thereto a general description of the records proposed
thereby to be destroyed. Such certificate shall be
tendered to [the] each department head for review. _Uon
their approval of the list, it shall be submitted to the
city administrator for examinatior_ [and] If the city
administrator [shall] determines that the records thus
described are no longer required for any known purpose of
the city and otherwise meet the prescribed time
classification for disposal, the city administrator is
authorized to drove the destruction of the records
b�� "
ORDDMNCE N0. 1
'AGE NO. 1
(and documents). [Time classification of such doc=Wts]
Retention Miods for the records, notwithstanding, the
city administrator is authorized and directed to forego
the destruction of any documents which, in his opinion,
might have a continuing value for reference or other
public purpose. Records authorized by the city
admini..`,trator to be disposed of shall be destroyed by
burning or by such other means or method as the city
administrator may [direct]. A suitable file of
certificates of records authorized to be destroyed shall
be maintained at all times." (Ord. 69-14 §2, 1969).
SECTION 2: Section 2.48.030 of the Tigard Municipal Code shall be amended as
follows. language to be deleted is shown in [BRAC;K M]. Language
to be added is 2nHU INED.
"The city adopts the Oregon State Archives Records
Retention Schedule No. 08-070 as the retention
classification for city records. Retention
classification for records not identified in Schedule No.
L88-070 will be governed by the ore on Administrative
Rules, Chapter 166 of the State Archivist, dated
December, 1980. Retention periods are frcm the date of
the creation of the record unless otherwise :indicated."
(Ord. 84-02 §1, 1984).
SECTION 3: Section 2.48.040 of the Tigard Municipal Code shall be amended as
follows. Language to be deleted is shown in [BRAamTs]. Language
to be add is UNDERLINED.
"Mie form or the Certificate (or) of Records [proposed]
Authorized to be Destroyed [and authorization for
destro_bctlon, marked "Exhibit Atl and by this reference
made a part hereof,] shall be retainei in the o,Ffice of
the city recorder and is hereby prescribed pursuant to
the foregoing provisions of this ehagter.91 (Ord. 69-14
S4, 1969) .
SECTICN 4: Mie records identified in Exhibit A, and records of a similar
nature, are required to be retained as set forth in Exhibit A.
SECMCN 5: SEPARATION CLAUSE: If any part of this ordinance, for any reason
shall be vdjudged invalid by a curt of oaqpetent jurisdiction,
such judgment shall not affect, impair, or invalidate the remainder
of this ordinance but shall be confined in its operation to the
part of this ordinance directly involved in the controversy in
which judguent is rendered.
CMDaNCE NO.
PAGE NO. 2
SBMCJN 6: This ordinance shall be effective 30 days after its passage by the
Coon=l, and approval .-ay the Mayor.
PASSED: By t i"(J7in1W5 vote of all C t=il members present after being read
by number and title only, this ��21 clay of _t'c`� -aq 1989. ►
k
Catherine Wheatley, City ceder
APPROVED: This` t �� day of �0 �2, 19
Ger ld R. Eidwards, Mayor
Aroved as to form:
• At Cca
Date
M
At r
C' ?;
PAGE NIO 3
]M BIT A
C TTY 'S OFFIC R
PECdMMNT RE1�frIDN RECORD SERIES NO.
t
"ATT, ABOUT 'ICT" NE WSLEITER ................................... 001 i
CIVIC CE'J'm (CITY HALL) CONSIM=oN INSPECIM RECORDS ....... 003
EMPIDYEERECOGNITION RECORDS .......... ........................ 006 f
SPECIAL, EVENT'S REKORDS ........................................ 008
"TIGARD UPDATE°' N W.S ................. ................... 009
TWO (2) YEAR MENTION RECORD SERIES SCHEDULE NO.
COUNCILWOWSHOP RECORDS .............. ...... .................. 004
ONE (1) YEAR RETFNPION RECORD SERIES SCHEDULE NO.
CITY AmMsTRATCR/MAYOR APPOINTMENT CALENDAR .................. 002
GENERALOGIRd&x-�PCNDENCE ........................................ 007
TRAVEL EXPENSE R1)OORDS ................ ........................ 010
WORK PFDGRAM REPORT ........................ ................... 011
R�QN AS INDla:r-FD RECORD SERIFS SCHEDULE NO.
ANNE MON RECORDS, ONG=OING (UNTIL IMMMON CaMPLETE) ....... 005
axwmmpMnj9MM AUMHUSTRAITION
PE ROBENT _ QN RECORD SE RIES SCHEDULE NO.
CAPITOL IMPROVEMU PROJECT R MIDI .: .__= - ...:. 100
FIVE (5) YEAR RETENTION RBOORD SFI2IES SCNEDU12 NO.
DEPBRIMFNTALMONTHLY REPORTS ................................. 102
ONE (1) YEAR RET'ENT'ION RECORD SFRtES SQL- NQ-
GENERALENCE ....................................... 103
REMENTION UPM SG�EItS�ED, RECORD SERIES SCHEQUILE NO.
CONTRACTOR PRE171A 1,:MON RECORDS .......................... 101
RETENTION AS INDICATED RDOORD S S NO.
INDIVIDUAL EKPWYEE PERSONNEL RECORDS, COPIES (DISCIP1ZMARY
ACTIONS: nuM YEARS; AIL OIHERSs AFM SEPARATION) ... 104
t .
CORDINANCE NO.
PAGE NO. 4
BUILDING
p�IMENTION RECORD SERIES SQmuLE NO.
BUILDINGPERMIT JACM ..................,..................... 120
BUILDINGPERMS ............................................. 121
OCMMERC;IAL STRUC.'"I'URE PLAN: ................................... 123
131 13
SNAR SDRC MUM MAPS & RECORDS
SUBDIVISIONMAPS .............................................
SUBDIVISION PIAN APPROVAL RECORDS ............................ 133
TEN (IO) YEAR RETENTION RECORD SERIES SSE NO.
CODEVIOLATION RECORDS ....................................... 122
FIVE (5) YEAR RETENTION RECORD SERIES SCHEDULE NO.
BUIIDING ACTIVITY REPORTS, MONTHLY ........................... 124
SXMRI'ERLY REPORTS ........................................... 127
REVENUE LEDGERS .............................................. 129
ONE (1) YPAR RETENTION RECORD SERIES SCYLE—lLE NO.
PLANExAmmmoS CI(ECK LOG .................................... 125
PURMASIM RECORDS, COPIES ................................... 126
SECTION ME'EIING MINUIES ...................................... 130
UNTIL SUPERSEDED, RECORD SERIES SOULS NO.
2EGISTERED O0t? ACTOR LIST ................................... 128
SUBDIVISION PLAN APPROVAL RECORDS ............................ 133
II INEEMIG
ff NENT RE EMON RECORD SERIES SCHEDULE NO.
cApiTAL IMPROtTEMENT PIC= ENGINEERING RECORDS .............. 150
CITY BENCHMW. RECORDS ....................................... 161
FIELDBOOKS .................................................. 151
LOCAL IMPROVEKENT DISTRICT ENGINEERING RECORDS ............... 152
MAPS, CITY-G ......................................... 153
MAPS, OR
PUBLIC DMUM U PROJECT ENGINEEP-M RECORDS ............... 157
SURVEYOOPPIIiOL RECORDS ....................................... 159
STREETOPENING PEEMTS .................................... 160
FIVE (5) YEAR RETFIMObT RECORD SERIES SCHEDULE NO.
MORMLY ADDS BCS ......................................... 155
MOMMY REP'C3Ri' ................... 156
ORDINANCE NO. �
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COW.
ONE (1) YEAR RvtrRffIQN RECORD SERIES SCHEDULE E NO.
PlWaWINGRECORDS, COPIES ................................... 158
REMMON AS INDICATED. R97ORD SERIES SCHEDULE NO.
MAPS EPZM CY.['f= SOURCES (FINAL AS-WMTS: PEEZIAPMU; ALL OrdERS:
UNMSUPE.SEDED) ..................... .................... 154
PERi�NF[�Tr RETE4 cN RECORD SERIES 7XnF NO.
DSR°S CODE INTERPRETATIONS .............................. 178
LANDUSE APPLICATIONS CASE RECORDS ........................... 182
LAND USE APPLICATIONS DOC= BOOK ............................ 183
LAND USE APPLICATION INDEX CARDS ............................. 184
SIGN PERUT DOCKET BOOK ...................................... 190
TEN (10) YEAR RETENTION RECORD SERIES NO.
SIGN CODE ENFORCL3���' RECORDS ..................... 189
�.._
HCME OW)PAT.ION ENFORCEMM CORRESPONDENCE ................... 180
FIVE (5) YEAR REI`EN]'IOI3 RECORD SERIES SC 1I,E .
AC.'I'LVi`I'Y REFS, NDNLi-II,Y .................................... 186
IP= Rte, APPROVALS .......................................
THREE (3) YEAR RELTuriou RECORD SERIE-5
CONDITION OF APPROVAL STATUS LOG ............................. 177
TWO (2) YEAR RE1�3�rI0N RECORD SERIFS SCIIEDI7LE NO.
BUSINESS TAX APPLICATIONS .................................... 175
BUSINESS TAX RDCEIPTS ........................................ 176
HrM OCCUPATICN PERUM TIC3C M FILE .......................... 181
LAND USE APPLICATION PLIC NiOnC,"ES ..................... ..... 185
CSE (1) YEAR REIMMON RECORD SERF S NO.
CORRESPONDENCE ........ 179
NEIGOORI10OA PLANNING OWANIZATION RECORDS, COPIES ........... 187
PLANNING COMKISSICN PIINUM AND EMMITS, COPIES ............. 188
ORDINAIM NO. �
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CNS
TWO (2) YEAR RETFI+ITION RECORD SERIES SaiED LE NO.
MWENSE REODIM, 140NMY ..................................... 203
FUEL, USAGE REPMU ............................................ 201
RUQ.iE M: ' ............................................... 202
VEHICLEE(PENSE P-IWKIRZT, N,O THLY .............................. 204
ONE 1) YEAR RE IWTION_RMW-- SERIES SCETUME NO.
PER TE,NM RECORDS, MILY ................................... 200
PERSONNEL, UTIUZATION REPORT ................................. 205
PLT iawiWG RECORDS, OOPIES (FRC M CLOSING OF P.O.) ........... 206
RFTFNTION AS INDICATED, RECORD SERIES SC EDUE NO.
VEHICLE MUNT'Fi NCE RECORDS (UNTIL VEHICLE DISPOSED OF) ..... 207
PARES
TWO (2) YEAR RET i'I'ION RECORD SERINO.
r
CHEMICAL SPRAY3:M RE;PORT ..................................... 220
T.E.A.M. SECTION MEETING REPORT$ AND CALENDARS ............... 227
ONE (1) YEAR RETENTION RECORD SERIFS SCHEDULE NO.
CIVIC cmum (cin HAIL) WORK RM�ORT 221
GENERMCORRESEONDENCE ....................................... 223
PARK BOARD Ill T[YTES, CX3PIE ................................... 225
PARK SYSTEA4 DEVEMPMENT CES PlXn 6 ....................... 226
RETENTION AS INDICATED, RECORD SERIES SamXmE NO.
BWMN= MAINTENANCE REPORT (UNTIL BXIPMFNT DISPOSED OF) ., 222
INDIVIDUAL, NIPWYEE PERSMUM RECORDS, COPIES (DISCI14MdARY
ACTIONS: THREE YEARS; ALL, OTHERS: UNTIL SEPARATION) ........ 224
TEN (10) MAR REr-MM=PT SERIES SCHEDULE NO.
/LIMING MAINTENANCE REQUESTS ......................... 242
PATCUNG MAINTENANCE RE ESTS ................................. 248
SIGN MAINTENANCE RF32UES°TS ..................................... 249
CMINANM No. a�
PAGE NO. 7
. S7Ia15 OQdP.
FIVE (5) YEAR RETEbMON RECORD SERIES SCHEDULE NO.
ACTIONROQUESTS .............................................. 240
MONTHLYREPORTS .............................................. 247
STREET MARKING REQUESTS ...................................... 250
TWO (2) YEAR RETFrION RECORD SERIFS SCHEDULE NO.
BUDGET REFS, COPIES ....................................... 241
GRADING/ROCKING MAINTENANCE REQUESTS ......................... 245
STREET SWEEPING PROGRAM REPORT ............................... 251
RETENTION AS INDICATED. RECORD SERIES SCHEDULE NO.
CRACK SWING MUNIMNCE RbUEuTS (FIFTEEN YEARS) ........... 243
GENAL CORRESPONDENCE (ONE YEAR) ............................ 244
INDIVIDUAL EMPLOYEE PERSONNEL RECORDS, COPIES (DISCIPLINARY
ACTIONS: THREE YEARS; AIL OTHERS: UNTIL SEPARATION) ........ 246
WNS'Ei+TATER.
PERMANENT RETENTION RECORD SERIES SCHEDULE NO.
ANNEXATION RECORDS, MEI'ZGER AREA [4ASTEM= SYSTEM ........... 283
MAINTENANCELOG .............................................. 276
SANITARY SEWER VIDEO INSPE=CN REPORTS ...................... 280
SANITARY SEWER VIDED INSPECTION TAPES ........................ 281
TEN 10) YEAR RETENTION RECORD SERIES SCHEDULE NO.
ACTIVITY LOG, DAILY ..................................... ..... 273
MAJOR REPAIRS TAG ...............,........................ ..... 278
ONE (1) YEAR RvI"ENMON RECORD SERIES SCHEDULE NO.
COMPLAINT/PROBLEMTICKLER FILE ............................... 282
CFEW MEE'd�IG REl�S' WEEKLY ................................. 272
GENERALCORRESPONDENCE ....................................... 275
VEHICLE RENS, MONTHLY ..................................... 277
RE.?ER7TION AS ICAT'FD RECORD SERIES SCHEDULE NO.
AS-BUILT MAPS, COPIES (UNITL SUPERSEDED) ................ ..... 270
BUDGET PREPARATION PAPERS (IM YEARS) ....................... 271
INDIVIDUAL EMPLOYEE PEI2SONNEI, RECORDS, COPIES (DISCIPLINARY
ACTIONS: 'I N E YEARS; AIL 01HE RS: UNTIL SEPARATION) ....... 274
PRa= TRAaGM RE ►i .................................... 279
&y-
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ORDINANCE NO. 5
PAGE NO. 8
r
Pte' RE'1�3nTON RECORD SERIES ANO.
ALNUAL, FINANCIAL REPORT ......
.... 305
AUDIT REPORTS ..................... ......
BOND ASSESSmEWREGIST'II2 ... .......•.•...........r. 307
BOND ISSUANCE AElMMSIRAT PtECORDS•..•........•.............. 310
BONDS ISSUED REGISTER 311
BUDGETS, ADOPTED ...>.... .............r....................... 312
FTW-YEAR FINANCIAL PLAN•............... ........>......`..... 302
GENERAL LEDGER (JUNE 30 REPORT; ALL OT fig:�REFER�T�FIVE'YEAR' 324
RETENTION)
SEWER PEE411TS •........... ...................... 329
348
SEVENTY-FIVE j751 YEAR RETIIVZION RECORD SERIES .
SCHEDULE NO.
EMP IDYEE BENEFIT PAYMENT RE WRDS (REIN AND DEFERRED Comp.) 323
PAYROLL REGISTER (YEAR-TO-DATE REGISTERi ALLOTFJERS: REFER TO
TWO YEAR RETENTION) .
REITRFI41M CONTRIBUTION REGISTER (YEAR-TO-DALm•REGISTER;.ALL 339
OTHERS: REFER TO FIVE YEAR REIENTION) ...................... 344
SIX t61 VR2,2 RENON RECORD SERIES
--
SQ ULE NO.
S
UPIMTILITY
LING RECORDS, cavy qY-I ACCOUNTS ................. 318
EUMUS (AFTER EXPIRATION)' 349
UTILITY MANAGEMENT' SYSTEM! BILLING REPORT •.............•.•e..• 354
FTVE l5) YEAR ON REX.ORD SERIES
SCHE53ULE NO.
C pNi'rX DEf7ETDRgW BLOCK GRANT RECORDS (AFTER FINAL MXTECT
REPORT CIMPLETED
EMPLOYEE BENEFIT PAYMENT.RECORDS.(EXC-MINGrRETIf2 3�' ANE..... 319
DEFERRED COMPENSATION:NSATION: REFER TO SEVENTY-FIVE YEAR RETENTION) . 323
GENERAL LEDGER (EXCU MING JUNE 30 REPORT: REFER TO PEjUAANEW
RETENTION) .........................
PAYROLL TA} AND DEDUCTIONS RECORDS ........................ 329
TAXES ......................
CONTRIBUTION REGISTER (EXCXUDING YEAR-TO-DATE REGISTER: 340
REFER TO SEVENTY-ENE YEAR REl'E3FPION) 344
VENDOR
Cl' RFOORD6 (USING FEDERAL FUNDS;•ALT M'ERS�TWO'YEARS) 335
TWO l2, YEAR RETE3+T.PION RECORD SERIES
SC1MA7LE NO.
AGA DS CHEM REGISTER .............................. 300
AUDIT .............>........ ...> 303
� �
..
BAN
PREPARATION � ........r....,.....>.. ...•
RECEIPTSRECEIPTS ........> 306
EANCFT F 308
PAID} � RECORDS (ACTION I)0QMPlM OR ASSMWW s
•• •e•••a s•s s••••••.e•••s•• ••o s. d.
BUDGET. ANNUAL, 6OPIES ,>...•.....•..............>.. 309
BDGETAS , A�pLIIVG SECTION 304
BUDGET ARAN
(.
,
CASH RECEIPTS (F�'I� COPY, FINANCE SECTION
t .......>.......>.. 315
) .....,.......
316
OBDINAit+iCTE NO. �i
PAGE NO. 9
AQaXNrIW-jEMWlC E CIONT.
CASHRECEIPTS REGISTER ................................. ...... 317
CUSTOMER ADJUS'IrMS REPORT .................................. 320
CUSTOM R PAYMENTS REPORT ............................... ...... 321
EXPENDITURE REPORT, DEPA ..... 322
FIVE-YEAR FINANCIAL PLAN PRWARATION RECORDS ........... ...... 325
FIXED ASSETS INVENTORY ............................ .... . 326
FUNDREVENUE REPORT .......................................... 327
GENEFIAL JOURNAL ........................................ ..... . 328
INVOICEREGISTER ....................................... ...... 331
JOikM,ML ENTRIES REPORT ................................ ..... . 332
OUTSTANDING ENCUIq RANCES REPORT ..... 334
PAYEEN'T APPROVAL LISTING ..................................... 336
PAYROLLJOERNAL ENTRY ....................................... . 337
PAYROLL REIGISTE2 (EXCLUDING YEAR-M-DATE RBGI6MM: REFER TO
SEVENTY-FIVE YEAR RETENTION) ............................... 339
REDEEMED BONDS AND COUPONS (AFTER RETIREiM4T OF ENTIRE ISSUE) 342
REDEEMED ClIE {S AND BANK STATEMENTS 343
SENIOR CITIZEN DEFERRED ASST RECORDS (AFTER PAYM REVD) .. 346
SEWER AND SIDRMDRAIN RECONCILIATION IATION RECORDS 347
TIMESHEETS ............................................ ...... 350
TRIAL BAIA.NCE .......................................... ...... 351 `.
L`rILTIY BTLIMiG RECEIPTS ...... 353
VENDOR CTAIK RECORDS (EXCU MING RECORDS USING FEDERAL FUNDS;
RUM TO 5 YEAR RETENTION) ............................ ....... 335
RETF.PTPION AS INDICATED RECORD SERIFS SCHEDULE NO.
ACCOUNTS PAYABLE CFmw ISSN (UNTIL AUDIT COMPT D) ....... 301
BUDGET COMMITTEE MINUTES, COPIES (ONE YEAR) 313
GO67Rf TftTIl�N FINANCE OFFICERS ASSOCIATION RECORDS (MUM YEARS) . 330
100 GOA INVESTMENT POOL P.ECDRDS ............... ..... . 333
PAYROLL CF S, VOUCHER COPY (UNTIL AUDIT CCEPII7.'ED) 355
PAYROIL RECORDS (UNTIL SEPARATION: THEN RECORDS TRANSFERRED TO
INDIVIDUAL EMPLOYEE PERSONNEL RECORDS) • ..
338
SING MANUAL PREPARATION RECORDS (UNTILSUPERSEDED) ..... 341
REVENUEMANUAL (UNTIL SWIRSEDED) ............................ 345
UTILMT AND FRANCHISE CITIZENS cammITTEE mmmc MINUTES, COPIES
(ONE YEAR) ......................................
352 Q:,
SIX 6 RUIT I*ION RECORD SERIES SCHEDULE NO.
BID REOXW# REJECTED ........................................ 412
BID RE17= PlXnW .......................................... 402
FIVE (5) YEAR RETENTION RECORD SERTES SCHEDULE NO.
DEPARTMENT MtmiLY REQ .. ............I................. 407
DiSlAV&CE /RISK MANAGEMENT RBMIMS (CIADf REOORDS: AFTER
CUM SETTLED; RISK . FRL-aai GRlgIMON DAM) ...,..... 409
ORDINANCE NO. S
PAGE NO. 10
CL'!Y-i IDE SLICES
'TWO 2) YEAR REI NTION RECORD SERIES SSE NO.
AMEKATION PJ=RDS, WORKING FILE (AFTER COMPLETION) .......... 401
CONTRACTS AND AGREEMENTS (AFTER EVIRATION) .................. 406
PCRIZHA.SE ORDER IDG ........................................... 410
ONE (l) YEAR REI'ETTTIC�T RECORD SERIES SC�ULE NO.
HOARD AND CCIMIIWEE RECORDS (EXCLUDING N Rd RSHIP LISTS: REFER TO
RETENTION AS INDICATED RETENTION) .......................... 404
GENERALCORRESPONDENCE ....................................... 408
RETENT' ON AS rNDICATED. RECORD SERIES SCHEDULE NO.
HID RECORDS, ACCEPTED (TEN YEARS) ........................... 400
BOARD AND CU*ETTEE POLICIES AND PROCEDURES HANDBOOK (UNTIL
SUPERSEDED) ................................................ 403
HOARD AND CCMMITTEE RECORDS (N IIP LISTS: UNTIL SUPERSEDED;
ALL CSS: REFER TO ONE YEAR RETENTION) ................... 404
CMMN PCT/AGRFRMIR'T INDEX- GARBS (PE1fig+,NEiU RETEN'T'ION) ........ 405
PtruWING REOORDS (CAPITOL OUTLAY: UNTIL ITEM DISPOSED OF; ALL
OTHERS: SEVEN YEARS) ....................................... 411
C lY RHOORDER
ESMMM R INTION RECORD SERIES SCHEDULE NO.
ANNEXATION INVESTIGATION RECORDS ............................. 420
ANNEXATIONRE]CCIRDS ........................................... 421
CENSUS CERTIFICATION RECORDS ................................. 423
CHAKMREVISION RECORDS ..................................... 424
COUNCIL PACfMS (TRANSEEl2 TO RECORDS AFTER PREPARATION) ...... 425
EL°I'IONS RECORDS ............................................ 433
RIGRII-OF-KkY AND EAS'EKWT VACATIONS RECORDS .................. 437
TIGARD MUNICIPAL CODE ........................................ 438
FIVE .(5) YEAR RETETFI'ION RECORD SERIES SCHEDULE NO.
COMMITTEE AND HOARD NIFf+M TRA3NING RECORDS .................. 427
DEPS, MONINLY Ftl C .................................. 430
ETHICS OCKFUSSION REPORTS .................................... 434
LIQUIOR. LICENSE APPLICATIONS .................................. 435
THREE (3) YEAR RETENTION RECORD SERIES S�E NO.
CODEDISIRIHUTION RECORD ..................................... 426
PUBLICNOTICES ............................................... 436
ORDINANCE NO. at:i
PAGE NO. 11
1
CITY lZBOORDER 0ONT.
ONE 1 YEAR RETENTION RECORD SERIFS SCHEDULE NO.
GENERALFENCE ....................................... 432
MEmNGCALENDARS ............................................ 431
RETRITION AS INDICATED, RECORD SERIES SCHEDO E NO.
MIDGET PREPARATION RE0OR S 17M, YEARS) ...................... 422
OOUNW RECORDING PREPARATION RECORDS (UNTIL ORIGINAL REI'URtW
BYOOUNT'Y) ................................................. 428
CX)Lb1`i'Y RECORDING REGISTER .................................... 429
1NINICIPAL C OURr
SEVEN 7 YEAR REIT 1rION RECORD SERIES SCEmULE NO.
MISDEMEANOR CASSE REOORDS (AFTER FINAL JUDGEMENT; ALL OTHERS:
REFER TO FIVE YEAR RETENTION) .............................. 458
FTVE (5) YEAR RETENTION RECORD SERIES SCHEDULE NO.
DEPARa4ENi'AL MONTHLY REPORT .................................. 453
I+nSDEMFANDR CASE RECAIRRDS (AFTER DISMISSAL OR A NO CONVICTION
JUDGEMENT; AFTER FINAL JUDGEMENT: REFER TO SEVEN YEAR
RETENTION) ................................................. 458
1ORDINA24CE VIOLATION CASE RE00RDS (AFTER CASE CU)SEH) ......... 459
TRAFFIC CITATION CASE REOORDS (AFTER CASE CTOSrED) ............ 461
MMM 3 YEAR RFTTENT QN REMRD SERIFS SC EEDLILE NO.
CHECKR ................................................ 451
JURY QUESTIONNAIRES AND LISTS ................................ 457
T640 (2) YEAR RETENTION ION RECORD SERIFS SCHEDULE NO.
BAIL IONEY SPRFADamTS ...................................... 450
FINES AND ASSESSMENTS DISTRIBUTION REPORT .................... 455
ONE f 1) YEAR RE!lENI7CON RECORD SERIES SCHEDULE NO.
GE99MEMCF ....................................... 456
PARKING CITATIONS (AFTER. SATISFACTION O2 DISMISSAL) .......... 460
RETENTION AS INDICATEDRECORD SERIEL SCHEDULE NO.
C>lOUiZr CASE DOa0TS (TEN YEARS) .............................. 452
INDIVIDUAL E'TAYEE PERFORMANCE REVIEWS, COPIES (DISCIPIMMY
_ ACTIONS: MUM YEARS; ALL OTHERS: UNTMI SEPARATION) ........ 454
lust
S9-
INZWCE NO. &�T _
PAGE N3. 12
POI,IC� COW.
]PERMANENT I—M—MM.M RECORD SERIFS
FINGkRPRn�►r REXJORDS .......................................... 700
INTERNAL AFFAIfZS INVESTIGATION RECORDS (INVOLVING DAVE FROM
.vn r��cr+rf rrlrn rrTe1L. r1L.r..r:vr+ mn rermr.T MAR A6.'1'1 VE SE V ICE, lv .uv V vi,V!1lG a..sav a+. spa , av cap^ t,tuR
REYIRMCK) ................................................. 755
INVEMGATIC N REPORTS (UNSOLVED HCHICCIDES AND DEA!ftl CASES;
OTHER UNSOLVED CASES: REAR TO FIVE YEAR RMNTION,•
SOLVED CASES: REFER TO RETENTION AS INDICAZED) ............. 701
MUGSHOT FHOIOGRARLLS ......................................... 702
OFFICIAL OntMr—T RECORD ...................................... 718
FIVE (5) YEAR REM]TION RECORD SERIF S( :JLE NO.
CRIT. CASE RECORDS (SOLVED FELONIES AND UNSOLVED CASES;
INVOLVING DEATH: REFER TO PERMANENT RETENTION; MISDEMEANORS:
REFER TO THREE YEAR RETENTION) ............................. 713
iNvEsmGATION REPORTS (UNSOLVED CASES: EXCLUDING UNSOLVED
HCmICIDES; REM TO PEF 9MM: SOLVED CASES REFER TO RETENTION
AS INDICATED)................................................ 701
OFFICER FIELD REPORTS ........................................ 717
STATISTICALREPORTS .......................................... 756
77HR EE_(3) YEAR RErg MCN RECORD SERIES SCHEDULE NO.
CRIMINAL, CASE RECORDS (MISDEMEANORS; INVOLVING DEATH: REFER TO
PERMANENIT RETENTION; SOLVED FELONIES AND UNSOLVED CASES:
REQTO FIVE YEAR RETENTION) ............................. 713
INDIVIDUAL EMPLOYEE PERSONNEL RECORDS, COPIES (DISCIPLINARY
ACTIONS; ALL OTHERS: REFER TO AS INDICATED RETENTION) ...... 754
INTERNAL AFFAIRS INVESTIGATION RECORDS (CASES NOT INVOLVING
LEAVE FROM ACTIVE SERVICE; INVOLVING LEAVE: RUM TO
PERMANENT REI'EN ION) ....................................... 755
SEARCHWARRANTS .............................................. 720
TWO (2) YEAR R�0 R—B00RD SERIES SCHEDULE NO.
ALARR PELVIS (AFTER EXPIRATION Or PM41T) .................. 750
C01431AIW LOG ................................................ 712
LVaTRNI CRIME REPORT ......................................... 722
ONE (1) YEAR RETENTION RECORD SERIES SCHEDULE NO.
CAMREQS ................................................ 711
CONFISCATED AND FCUND PROPERTY REPORTS (AF'T'ER PROPEL' DISPOSED
OF OR RELEASED) ............................................ 751
FMOYEE GRIEVANCE CASE RECORDS (AFTER SEITL Tr) ........... 752
FIELDINTERVIEW REPORT LOG ................................... 716
GENERAL CORRESPONDENCE ....................................... 753
SERVICE AND RFSPCNSEREPORTS ................................. 721.
UtTlFaN TRAFFIC C ITATICKS .................................... 723
ORDINANCE NO.
PANE NO. 16
a
RHOORDS
PER ANE T RETENTION RE OQRD SERIES SC1IFDiTLE NO.
AwtTIISTT2ATIVEcmuzESPOWENCE ............................... 502
A.NNUkL PERFORMANCE REPORT, DEPARTMENTS ....................... 524
BOARD, OCmI�rr ,, AND t iKKESSIG Pu—jijir:� . + .... 506
BOARD, �, AND O SSION NE31BERS IPHISTORYRBMRDS .. 507
BOLVDARY AND ANNECATTON SURVEYS 508
CITY AEMINISTRATOR'S DIRECTIVES 511
CITYHISTORY RECORDS ......................................... 512
CI'T'Y PROPERTY SALES REOORDS .................................. 515
CONTRACTS AND AGREEMENTS (CAPITOL IMPROVEMENT AND
INTEFC,OVERNMENTAL; ALL OTHERS: REFER TO SIX YEAR RETENTION . 562
COUNCIL AGOMAS, NIIlWTTES, AND E aUBITS, ....................... 564
COUNCIL GOALS AND OBJECTIVES LIST ............................ 517
comcm MWER ATTENDANCE LIST519
COUNCIL MRMERSEIIP HISTORY REOORDS 520
OCK24CIL ORDINANCES ........................................... 513
COUNCIL RESOLUTIONS .......................................... 516
DEDICATTOON AQRE T5 ........................................ 522
DEEDS, REAL PROPERTY ................................... 529
523
EASEKEN
T'S ................................................••..
FEDERAL RE!VEiNUE SHARING REPORT'S .............................. 531
LEGALOPINIONS ............................................... 535
LITIGATION CASE REOORDS ............. .........................
536
:. LOCAL IMPF40VEKENT DISTRICT RECORDS ........................... 537
E1 ORI S PROCLAkiAT ONS ........................................ 539
ORDINANCE TITLE LIST ......................................... 540
PAM HISTORY RECORDS ........................................ 541
PRIDPE3Y'YAPPRAISALS ...... .................................... 546
PROPER'T'Y VACATION REOORDS .................................... 547
RECORDS DESTRWTION LIST'S .................................... 549
RE00RDS NAEIAG'EFfEdTT WOUTTEE MEETING MINUTES ................. 551
REPORTS, STUDIES, AND SURVEYS ................................ 552
RESOLUTIONTITTLE LIST ........................................ 553
STATE OF THE CI'T'Y ADDRESS .................................... 555
556 STATE SPEED fL BOARD ORDERS .............................
VTILTT'Y FYRKMSE HISTORY RFMMS 558
TEN (10) YEAR RETENTION MUM SERIES SCHEDULE NO.
AF?IRtW!IVE ACTION PROGRA14 REPORT' ............................ 503
CITIES AWARDS FROG M REOURDS ................................ 510
SEVEN (7) YEAR ITTENTI RECDRD SERIES SCUEDULE NO.
BANKS .. .. . .... .................... 505
COU= OAIf3S OF OFFICE (AFM- LEAVING OFFICE.)
............... 521
MAYOR'S OATH OF OFFICE (AFTER LEAVING OFFICE:) ................ 538
�i
ORDINANCE NO. a�
PAGE NO. 13
lunows 00"T.
f
SIX (6) YEAR rION RECORD SERIES SCHEDULE NO. �
LEASES (AFTER EVIRATION) . ................................... 534
C!ONTFACiS AND AG2]EEIE M (AFTER EXPIRATION; EXCLUDING CAPITAL
IMPROVEHM AND TT: REFER TO PErMNEiT RETENTION) 562
FIVE (5) YEAR RETENTIrw 'mmm SERIES SCHEDULE NO.
A"TIZTITY mpol TS, DEPARTMENT, MONTHLY ..... 525
NDIffffiyRESORTS, DEPARTMENT .................................. 526
THREE (3) YEAR REPErTTION RECORD SERIES 5C1iEDUL,E NO.
PAPK RESERVATIONS ............................................ 542
pOESCE RESERVE PROGRAM APPLICATIONS (R DSULAR RE CRUIT!'LE TS;
UNSOLICITED APPIICATIONS: REM TO AS INDICATED RErENrION) 543
7
TWO (2) YEAR RETF�]`I'ION RECORD SERIES SCHEDULE NO.
.. .................................... 509 f
CASE RD'S I.�KS �
OJUNCIL RECORDS, AUDITOR'S COPY .............................. 504
UFIZ11Y BILTlNG LIEN ISSTS (AFTER LIEN SATISFIED) ........... 557
ONE !1� YEAR RETP�ITIQN RECORD SERIES SCNE DUL,E NO.
f —
CASHRAS .. •......................................... 563
COUNCIL MAIL RECEIVED ...... .................................. 518
GENh-M CCRRFSPCNDENCE ... .................................... 533
SECTION CORRESPONDENCE ....................................... 554
p3ARRA MES (AFTER EVIRATION) ................................ 561
RETErrFTI1 AS 1NDIC ATED RBMRD SERIES SCHEDULE NO.
ACCOUNTS RECEIVABLE REVENUE MANUAL (UNTIL SUPERSEDED) ........ 500
AC'TuARIAL VAIj-MTICN REPORT ................................... 501
E2UIPME f CMERS �. Clrl'Y CMw (UNTIL EQuIPMU DISPOSED OF) 514
532
FIS INSURANCE PROGRAM RECORDS (UNTIL SUPERSEDED) ...........
INDIVIDUAL EMPLOYEE PERSONNEL RECORDS, COPIES (DISCIPLINARY
ACTIONS: THREE YEARS; ALL anims: UNTIL SEPARATION; REFER TO
PERSONNEL FOR RET=ON PERIOD FOR ORIGINAL RECORD) 530
OPERATING INSTRUCTION MANUAL, pBCORDS SECTIO (UNTIL SUPERSEDED) 527
POLICE RESERVE PROGRAM APPLICATIONS (UNSOLICITED APPLICATIONS:
NUILTy DAYS; RWUTAR RUMJ TMENP: RUM TO THREE YEAR RETFIM%T) 543
POLICIES AND PROCHXPM DEVTLOR lT RECORDS (UNTIL SUPERSEDED). 544
PROCEDURES KVXTAL (UNTIL SUPERSEDED) ......................... 545
RDOMM INVENTORY -%RETS (UN'T'IL SUPERSEDED) ................... 550
RECORD RECQUEST (UNTIL MtMMY REPORT Off) .........•.. 548
VAULT Rmcm LIST (UNTIL SUPERSEDED) ......................... 559
VEHICLE TI`I'L,E'S (UNTIL VEHICLE DISPOSED OF) 560
WORK PROGgAM, RECORDS SECTION (UNTIL SUPERSEDED) 528
ORDINANCE NO.
PAGE NO. 14
Y,ZB�t
PMMANENr RErF33'rlC N RECORD SERIES SCHEDULE NO.
tai STATE LIMA AM ANNUAL REPORT ........................... 605
l'TYPELI f NEISLLTTER ........................................ 606
FIVE (5) YEAR TWEM10 RECORD SERIES SC L1r,F NO.
BOOYCP REARt1S, CX3PIES ................................ 607
DEPOSITSLIPS AIM SCARY .................................... 601
LIBRARYABY REPORT ....................................... 604
MATE32TAT SASE WIC PURCHASE RECORDS, COPIES .................. 608
OFr'IC.E EQLTIpMEur PURcHA.SE RECORDS, COPIES 609
ONE (1) YE P RE ENTION RECORD SERIES NO.
GagERALooRRESpONDENCE ....................................... 602
LIBRARYBOARD lyLMJTES, COPIES ................................ 603
R�CN AS . RECORD SERIES SCHEMLE NO.
ANNUAL, PRUMWNCE REPORT, DEPARTMENI, COPY (UNTIL SUPERSEDED) 600
V= 1-nnMY REPORT (TWO YEARS) ............................. 610
PERMANENT RKrEMON RECORDS SERIFS saiEDU E NO
LABOR ccNlR.CT RECORDS ....................................... 651
LABOR RELATIONS MEETING IItCTPES .............................. 653
FIVE (5) YEAR REI'II3TICN RECORD SERIES E S SQHEDUIE NO.
RECRUrIMEM RECORDS .......................................... 654
S COMPENSATION CLADS RECORDS (AFTER CLAYM SEITLED) .. 655
AS RPIC-,TED. REXJQRD SERIES SCHEDULE NO.
EMPLOYMENT APPLICATICE?S (UNSOLICITED APPLICATIONS. NINETY DAYS;
ADVERT SW POSITIONS: Tim YEAR PZIU ON) 652
INDIVIDUAL EMPLOYEE PERSONNEL Rte, COPIES (DISCIPLINARY
.AC7rICNS: THREE YEARS; ALL OTHERS: SEVENTY-FIVE YEARS) ......650
FO'jME
RErE3MON RF)OORD SERIES SC iJLE NO.
CREMINAL CASE REOCEDS (INVOLVING DEATH; SOLVED FELONIES AND -UNSOLVED CASES: REM TO FIVE YEAR. RET SION; MSD', .
RE FM To `THREE YEAR REI'ENMS CN) ............................. 713
cmnp= NO. r�S
PAGE NO.. 15
PIOUC: ocur.
REIN INDICATED. RSD SERF SCfi� NO.
ARRESTLOG (DESTROY) ........ ................................. 710
DISPATCHER'S DAILY ACPI(1I']�Y R5 (DESTROY) 714
FIELD ININVIEW REPORT (SIX MOMM) 715
INDIVIDUAL EWIAYEE PMSOlWM RDOMMS, COPIES (UNTIL SEPARATION;
Examim DISCiPI.I wY ACTIONS: REM To TIDE YEAR RETENTION) 754
INVESTIGATICK REPORTS (SOLVED CASES: TRANSFER TO POI.TCE RECORDS;
urlsoLVED HOUCIDES & DEATH CASES: REFER TO PERMNEW REMMON;
CIRIE2 MSOLVED CASES: REFER TO FIVE YEAR REIEMCN) ........ 701
RADIO Tg2A EEMSSION RFS (SIX MONTHS) ....................... 719
SUSPICIOUS ACTIVITY REPORTS (FOUR YEARS) ..................... 703
NOTICES (SIX MWIFS) ................................. 724
3
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