Records Creation, Appraisal, and Retention

This paper presents a revised records series classification framework for the Bridge Earthquake Readiness Office (BERO) developed in consultation with its leadership. It reclassifies previously broad categories into nine distinct record series, each defined by its purpose, functional analysis mapping, and supporting inventory evidence. This reclassification aligns with best practices in records management by enhancing clarity regarding retention, access, and disposal procedures.

This document is the second part of a four-part assignment to develop a Records Retention Policy for the Bridge Earthquake Readiness Office (BERO) in Portland, Oregon. It outlines the functional analysis of BERO's communication activities, both private and public, and provides a framework for organizing and retaining records. The analysis includes business communications, public communications, school outreach, stakeholder communications, and crisis communication.

The document outlines the proposal for developing a Records Retention Schedule (RRS) for the Bridge Earthquake-Readiness Office (BERO) SharePoint Online site. BERO is responsible for ensuring bridges are prepared for earthquakes through various activities and collaboration with stakeholders. The Information Technology department will manage the RRS development, utilizing governance controls and metadata tagging. The RRS will align with the Oregon State Agency General Records Retention Schedule (2022) and include a Functional Analysis in Part 2.