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Archives & Records Management

Source: PDF pp. 587-588 ↗ · raw: 587 · 588

Breadcrumb: Service Area Summaries > Office of the City Auditor > Office of the City Auditor. > Archives & Records Management

City of Portland Fiscal Year 2026-27 Proposed Budget Office of the City Auditor > Office of the City Auditor > Archives & Records Management Archives & Records Management Budget Revenues by Fund 2023-24 Actuals 2024-25 Actuals 2025-26 Revised Budget 2026-27 Proposed External Revenues $576 $0 $0 $0 General Fund $576 $0 $0 $0 Internal Revenues $3,016,853 $3,156,509 $3,359,708 $3,591,201 General Fund $3,016,853 $3,156,509 $3,359,708 $3,591,201 Grand Total $3,017,429 $3,156,509 $3,359,708 $3,591,201 Program Expenses by Major Object Program expenses only include personnel, internal materials and services, external materials and services, and capital. 2023-24 Actuals 2024-25 Actuals 2025-26 Revised Budget 2026-27 Proposed External Materials and $154,168 $170,013 $271,881 $201,400 Services Internal Materials and $1,629,537 $1,741,578 $1,791,312 $1,957,819 Services Personnel $1,338,317 $1,437,274 $1,303,043 $1,431,982 Grand Total $3,122,022 $3,348,865 $3,366,236 $3,591,201 Program Description and Goals Archives & Records Management ensures open and accountable government through records policies, training, managing the Portland Archives & Records Center (PARC), preserving the City's historical record, providing reference services for employees and the public, and administering the City's electronic records management system, Content Manager. In FY 2024-25, staff assisted 712 researchers and fulfilled 886 records requests from City staff. Staff will assist an estimated 748 researchers and fulfill 930 requests for records from City staff in FY 2026-27. Use of the public portal, Efiles, is an indicator of success in providing a centralized repository for accessing City records. In FY 2024-25, Efiles received 151,000 unique visits and 719,000 pageviews. The targets for FY 2026-27 are 158,550 unique visits and 754,950 pageviews. 587

City of Portland Fiscal Year 2026-27 Proposed Budget Services The Archives & Records Management Division maintains, preserves, and provides access to all City records in accordance with public records laws as per City Charter; publishes and maintains the City's Records Retention Schedule and other records management policy and guidance; provides mandatory records management training to all City employees, elected City officials, and their staff; administers the City's electronic records management system and provides support to City employees on implementing the system to meet their public recordkeeping responsibilities; manages the PARC facility including the public Research Room to provide in-person access to historical City records; runs exhibits and oral history programs with community partners to fill gaps in the City's historical record; and holds public outreach programming to build community relationships and provide the public with archival education. Equity Impacts Community access, engagement, and partnerships are primary tenets of Archives & Records Management's equity goals. The Division works to:

  • Develop reciprocal relationships with community organizations by inviting groups who may feel excluded from the City's history into the Archives for tours; holding archival education workshops for community members; and partnering on outreach events to connect over community history.
  • Create exhibits and oral history recordings that are inclusive of diverse communities by collecting stories from communities that are underrepresented in the City Archives; and making stories available through exhibition and circulating materials in partnership with public libraries and community groups.
  • Decrease or eliminate barriers to systemically excluded people wishing to access records by scanning record sets for digital access via Efiles; implementing a reparative description practice for historical records; creating a more accessible research and work environment at PARC; and increasing government transparency through records management policy and training. Changes to Program The change in government continues to increase workloads for staff who are providing more trainings and technical support and processing a higher volume of records transfers for elected officials and their expanded staff. In FY 2026-27, the Division will pilot an automated approach to records retention for email and other electronic messages. If successful, the pilot could be implemented Citywide and remedy ongoing challenges including the retention, discovery, and production of these high volume public records. External materials and services spending for FY 2026-27 reflects increased licensing and maintenance costs for Content Manager as use expands throughout the City as well as increased public engagement and community outreach as we grow programs in partnership with community groups to educate the public about the City's historical collections. The FY 2026-27 Budget reduces materials and services by $55,000, eliminating division-specific equity training and reducing operating supplies and equipment repair. 588

Parent: Office of the City Auditor. · PDF: pp. 587-588 ↗