Records Series Classification

            After conferencing with the Bridge Earthquake Readiness Office (BERO) leadership team, it was determined that a revised records series would provide additional insight into the records produced by the organization.  The overall effort at reclassification of the records under a more granular series also aligns with best practices in records management and provides clarity in retention, access, and disposal procedures. Therefore, a new records series has been documented in the outline below. For each record series, there is a description of the purpose and scope of the series as well as relevant records identified during the functional analysis, including an example record:

1. Internal Communications & Announcements

Description: Records that capture all internal messaging designed to inform employees about policies, events, and organizational updates. Internal Communications & Announcements document the organization’s ongoing internal messaging to inform and update employees about policies, events, and operational news. Records may include, but are not limited to, draft and finalized newsletters and memos, email distribution logs, intranet posting records, and reports detailing employee engagement metrics, as well as related correspondence.

Functional Analysis Mapping:

• Section 1.1 – Employee Updates:

  • 1.1.1 Drafts and Finalized Newsletters and Memos

  • 1.1.2 Email Distribution Logs and Intranet Posting Records

  • 1.1.3 Employee Engagement Data Metrics

    
    

Inventory Evidence:

• Employee Updates 2024 worksheet

  
  

2. Internal Coordination & Program Documentation

Description: Documentation related to planning, execution, and evaluation of internal initiatives—such as training, events, and employee programs. Internal Coordination & Program Documentation records document the planning, execution, and evaluation of internal programs and events designed to foster organizational development and staff training. Records may include, but are not limited to, training materials, schedules, attendance lists, event plans, post-event reports, feedback forms, program evaluation copies, and other supporting documents that trace the lifecycle of internal initiatives.

Functional Analysis Mapping:

• Section 1.3 – Coordination of Internal Programs:

  • 1.3.1 Training Materials, Schedules, and Feedback Forms

  • 1.3.2 Event Plans, Attendee Lists, and Post-Event Reports

  • 1.3.3 Program Evaluation Reports and Collected Feedback

    
    

Inventory Evidence:

• Coordination of Internal Programs 2024 worksheet

  
  

3. Executive & Leadership Communications

Description: High-level communication materials that include executive announcements, directives, strategic briefings, and board communications. Executive & Leadership Communications records document formal communications from executive leadership and capture strategic decision-making and governance within the organization. Records may include, but are not limited to, executive announcements and directives, leadership meeting minutes, strategic briefings, board communication records, and related high-level correspondence.

Functional Analysis Mapping:

• Section 1.4 – Executive Communications and Leadership Messaging:

  • 1.4.1 Executive Announcements and Directives

  • 1.4.2 Leadership Meeting Minutes and Strategic Briefings

  • 1.4.3 Executive Board Communications and Governance Reporting

    
    

Inventory Evidence:

• Executive Communications 2025 worksheet

  
  

4. Partner Communications – City Level

Description: Records that document communications and collaborative efforts specifically with city-level partners, addressing local projects and outreach activities. Partner Communications – City Level records document collaborative exchanges with city-level partners engaged in local projects and outreach initiatives. Records may include, but are not limited to, project briefing documents (such as “Inclined Elevator Examples”), local outreach summaries, coordination meeting minutes, planning documentation specific to city engagements, and associated correspondence.

Functional Analysis Mapping:

• Section 1.2 – Partner Communications and Content (City Subset):

  • 1.2.1 City – Inclined Elevator Examples

  • 1.2.1 City – Bridge Construction Detour and Outreach Summary

    
    

Inventory Evidence:

• Although currently part of a broad “Partner Communications 2025” worksheet, these records should be segregated to form a dedicated city-level series.

  
  

5. Partner Communications – State & Transportation

Description: Records associated with state-level and transportation-related interactions, including communication with the Department of Transportation (DoT) and Metro Transit. Partner Communications – State & Transportation records document interactions with state-level agencies and transportation partners, capturing the formal exchanges that support statewide initiatives. Records may include, but are not limited to, meeting notes, hand-off and transition documentation, project charters, incoming and outgoing correspondences from the Department of Transportation and Metro Transit, incident response reports, and related communications.

Functional Analysis Mapping:

• Section 1.2 – Partner Communications and Content (Non-City Subsets):

  • 1.2.2 State:

    • Hand-off Meeting Notes

    • Incident Response Records

  • 1.2.3 Department of Transportation (DoT):

    • DoT Project Charter

    • Incoming Records from DoT Files

  • 1.2.4 Metro Transit:

    • Outgoing Records from Metro Transit Files

    • Page Turner Meeting Records

    • Marquis Plan Documentation

      
      

Inventory Evidence:

• These records currently reside in the Partner Communications 2025 worksheet but should be split based on the nature of the engagement into a dedicated series.

  
  

6. Public Campaign & Marketing Communications

Description: This series addresses external public outreach efforts including advertising materials, key messaging, campaign artifacts, and performance analytics. Public Campaign & Marketing Communications records document the conception, rollout, and analysis of public campaigns and marketing initiatives intended to engage external audiences. Records may include, but are not limited to, key message documents, promotional materials, advertising schedules, media contracts, design records, campaign performance analytics, and associated communications.

Functional Analysis Mapping:

• Section 2.1 – Public Communications and Content:

  • 2.1.1 Key Messages:

    • Talking Points for Construction Workforce and Diversity

    • Talking Points for Schedules and Costs

    • Talking Points for Bridge Ramps for the Disabled

  • 2.1.2 Comment Management:

    • Letter to Bicycle Group

  • 2.1.3 Campaign Artifacts:

    • Design Records for Promotional Materials

    • Advertising Schedules, Invoices, and Media Contracts

    • Campaign Performance Analytics and Feedback Summaries

      
      

Inventory Evidence:

• Public Communications 2024 worksheet

  
  

7. Educational & School Outreach

Description: Records documenting the organization’s engagement with educational institutions, including outreach materials, event schedules, and tailored communications. Educational & School Outreach records document the organization’s efforts to engage and collaborate with educational institutions through targeted outreach programs. Records may include, but are not limited to, detailed school visit schedules, presentation outlines, tailored educational materials, minutes from outreach meetings, program-specific records, and related correspondence.

Functional Analysis Mapping:

• Section 2.2 – School Outreach:

  • 2.2.1 Schedules for School Visits and Presentation Outlines

  • 2.2.2 Tailored Educational Materials for School Programs

  • 2.2.3 Outreach Documentation:

    • Minutes for School Outreach

    • Program-Specific Records (e.g., “Bring Your Kids to Work Day”)

Inventory Evidence:

• School Outreach 2024 worksheet

8. Stakeholder Engagement Records

Description: A series focused on interactions with external and internal stakeholders—tracking meeting details, correspondence, and issues logs. Stakeholder Engagement Records document interactions and collaborative activities with external and internal stakeholders to ensure transparency and effective partnership management. Records may include, but are not limited to, meeting notes, stakeholder correspondence, logs capturing issues and resolutions, follow-up action records, and formal agreements or related materials.

Functional Analysis Mapping:

• Section 2.3 – Stakeholder Communications:

  • 2.3.1 Meeting Notes and Correspondence:

    • Examples include records like American Medical Response Meeting Notes and Apex Reality Meeting Notes

  • 2.3.2 Stakeholder Issues Log:

    • Ongoing tracking of issues, resolutions, and related communications

      
      

Inventory Evidence:

• Stakeholder Communications 2025 worksheet

  
  

9. Crisis & Emergency Communications

Description: Documentation created for crisis management purposes including emergency plans, inquiry logs, and media monitoring related to crisis events. Crisis & Emergency Communications records document the organization’s coordinated response during crisis or emergency situations, providing a trail of the communication efforts executed to manage such events. Records may include, but are not limited to, emergency communication plans, pre-approved crisis message templates, logs of public inquiries, media monitoring reports, incident response records, and related supporting documentation.

Functional Analysis Mapping:

• Section 2.4 – Crisis Communication (Optional/As Needed):

  • 2.4.1 Emergency Communication Plans and Pre-approved Templates

  • 2.4.2 Logs of Public Inquiries and Crisis Response Communications

  • 2.4.3 Media Monitoring Reports and Incident Response Documentation

    
    

Inventory Evidence:

• Crisis Communications 2025 worksheet

Reference

Oregon Department of Administrative Services. (2025).  Oregon State Personnel Records Series (OAR 166-300-0040). Oregon Secretary of State Administrative Rules.