Or. Admin. R. 166-150-0180 - Public Works Records - Public Utilities
(1)Utility Account Change
Records Records documenting routine information changes to customer
accounts. Includes name, address, and similar change orders for current and
final accounts. (Minimum retention: 2 years)
(2)Utility Application/Disconnect
Records Applications completed by customers requesting water, sewer,
power, garbage, or other agency provided services. Information usually includes
customer's name, address, and phone number, meter information, date, and
approval signatures. (Minimum retention: 3 years)
(3)Utility Billing Adjustment
Records Records documenting adjustments to customer water, sewer, power,
garbage, or other agency provided service billings for debits, credits,
refunds, returned checks, and related reasons. Information usually includes
customer's name and address, type of adjustment, justification, amount changed,
authorizing signatures, and other data. (Minimum retention: 3 years)
(4)Utility Customer Security Deposit
Records Records documenting customer payment of a security deposit to
receive water, sewer, power, garbage, or other services. Information usually
includes date, amount of deposit, customer's name, address, and account number,
date account closed, refund date, amount of deposit confiscated, reason for
confiscation, and related data. (Minimum retention: 3 years after refund or
last action)
(5)Utility
Installation and Connection Records Records documenting the connection
of specific properties to water, sewer, power, or similar systems. Does not
apply to temporary stoppages or disconnections service. May include
applications, permits, and similar records. Information often includes
applicant's name and address, permit number, fee charged, service level, type
of structure, pipe size, meter size and number, and related data. (Minimum
retention: 2 years after physical disconnection)
(6)Utility Line Location Request
Records Records documenting requests and agency action to locate
underground lines in the vicinity of a construction site. Information often
includes name of person requesting location; planned and actual date and time
of location; notations of water, sewer, storm drains, and other line locations;
name and signature of person locating lines; and related data. (Minimum
retention: 2 years)
(7)Utility Meter Installation,
Maintenance and Repair Records Records documenting the installation,
maintenance, and repair of agency operated water and power meters. May include
logs, summaries, and similar records usually compiled from daily work records
on a monthly or quarterly basis. Information often includes address, narrative
of work completed, personnel completing work, dates, and related data. (Minimum
retention: 5 years)
(8)Utility Meter Test and Calibration
Records Records documenting the testing and calibration of agency
operated water and power meters for accuracy. May include logs, reports, lists,
charts, and similar records. Information can include address, test and
calibration results, repairs needed, comments, and related data. (Minimum
retention: Life of the equipment)
(9)Utility Service
Bill
Remittance Stubs Bill stubs received with payments for water, sewer,
power, garbage, and other agency provided services. These document receipt and
posting of customer payments. Information usually includes account number,
name, service address, payment received, and receipt date and number. (Minimum
retention: 3 years)
(10)Utility Service Billing Register
Records Documenting transactions on the water, sewer, power, garbage, or
other agency provided service account of each customer. Useful for reference to
assure accurate customer billings. Information often includes customer's name,
service address, meter reading, water or power usage, utility changes,
payments, adjustments, prior balance due, current balance due, and related
data. (Minimum retention: 3 years)
(11)Utility Service Meter Books
Records Documenting the readings of customer water or power meters by
agency employees for billing purposes. Information usually includes name of
meter reader, meter reading, date read, account number, billing code, final
reading, reason for turnoff, meter changes, and related data. (Minimum
retention: 3 years)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805 - 357.895
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