Public Notice
The City Auditor’s Office adopted new administrative rules on an interim basis, which are effective on December 20, 2024.
Published
The City Auditor has adopted the following new administrative rules on an interim basis:
Summary of changes to the ARA 8 series
The Archives & Records Management Administrative Rules (Series 8) have been updated to meet the requirements of the voter-approved Charter amendments and align with mayor-council form of government in effect January 1, 2025. All rules with the exception of 8.02 and 8.03 have been revised to remove obsolete information and include updated language in line with updated City Code and City structure as well as updated language for the Archives & Records Management Division.
ARA-8.01 - Preservation of Archival (Historical) Material
Summary of changes:
- Updated to current mission and program language for Archives & Records Division
- Provided definitions used throughout Archives & Records Management Administrative Rules (Series 8)
- Revised policies to reflect current practice in Archives & Records Management Division for records transfer and storage
See the changes:
ARA-8.04 - Transferring Records to the Archives and Records Center (PARC)
Summary of changes:
- Updated links to resources for preparing records for transfer
- Added clarifying language for identifying records for transfer
See the changes:
ARA-8.05 - City Bureau Access to Records Stored at the Archives and Records Center (PARC)
Summary of changes:
- Revised policies to reflect current practice in Archives & Records Management Division for onsite access to records, records circulation to City agencies, and photocopying and scanning services
See the changes:
ARA-8.06 - Public Access to Records Stored at the Archives and Records Center (PARC)
Summary of changes:
- Revised policies to reflect current practice in Archives & Records Management Division for onsite access to records and photocopying and scanning services
See the changes:
ARA-8.07 - Standards for Storing City Records
Summary of changes:
- Revised policies and responsibilities to reflect current practice and requirements for storing City records
See the changes:
ARA-8.08 - Microfilm
Summary of changes:
- No additional substantive changes
See the changes:
ARA-8.09 - Destruction of Records
Summary of changes:
- Added policy and responsibilities for the destruction of electronic records stored in the City Enterprise Electronic Records Management System (Content Manager) and electronic records stored on City network drives, City-owned applications, computer hard drives or external media, and in third-party systems
See the changes:
ARA-8.10 - Preparing City Record Retention Schedules
Summary of changes:
- Updated key City staff required for retention schedule update process as necessitated by City restructuring
- Updated staff who must authorize an updated retention schedule under new City structure
See the changes:
ARA-8.11 - Identification of Bureau Vital Records
Summary of changes:
- No additional substantive changes
See the changes:
ARA-8.12 - Management, Preservation and Storage of Electronic Records and Electronic Mail Correspondence (E-Mail)
Summary of changes:
- Added clarifying language for determining what is transitory information
- Updated references to current Oregon Administrative Rules
- Revised description of electronic records storage options to reflect current practice and requirements for storing electronic City records
See the changes:
ARA-8.13 - Micrographic and Digital Imaging Conversion Policies
Summary of changes:
- Minor changes to reflect changes in technology impacting digital imaging conversion
See the changes:
ARA-8.14 - Scanning Standards for Bureau Records
Summary of changes:
- No additional substantive changes
See the changes:
Adoption Memo
Read the adoption memo from City Auditor Simone Rede:
Authority
Portland City Charter Section 2-506(a) authorizes the City Auditor to establish rules for the Office of the Auditor.
Questions
Please direct questions to auditorsoffice@portlandoregon.gov