NEW UPDATES!
OARs governing county retention were updated November 2025. Your Multnomah County Retention Series has been updated accordingly. Please make sure to double check - some series may have new retention periods.
Each series contains the following information:
- Series Title (Agency Series #)
- Description. (Legal Citations)
- Retention
Bank Reconciliation Records (L02-005)
Documents the reconciliation of bank accounts to bank statements. Includes monthly bank reconciliation reports used to reconcile deposits, electronic transfers, credit card debits, and other transactions; bank statements; and related materials. Documentation is sent to Finance for final disposition. (OAR 166-150-0110(9))
Retention:
- Retain 3 years after annual audit report issued.
Bookstore Register Journal (L02-004)
Documents all transactions in the bookstore. Journal shows the amount of money received, number of items sold by type, number of customers, and the date. Includes both a daily journal and a monthly journal. (OAR 166-150-0110(25))
Retention:
Retain 5 years.
Budget Preparation Records (L02-006)
Records documenting the preparation of program budget requests presented to the specified governing body. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records. (OAR 166-150-0110(11))
Retention:
Retain 2 years.
Individual Volunteer Worker Records (L02-001)
Records documenting the selection, activities, and supervision of department volunteers. Records include information release consent, background and reference checks, volunteer application, references, volunteer agreement, vocational rehabilitation background, supervisor notes, and related correspondence. (OAR 166-150-0160(26))
Retention:
Retain 4 years after separation.
Note: Recently increased from 3 years after separation.
Volunteer Allocation Referrals (L02-010)
Documents volunteer referrals made to agency/section/program to fill requests. Referrals show the position title, volunteer's name, requesting agency/section program, and date referred. (OAR 166-150-0160(25))
Retention:
Retain 4 years.
Note: Recent increase from 1 year.
Volunteer Allocation Requests (L02-003)
Documents requests from agency/section/program for volunteer assistance and placement. Requests show requesting branch, volunteer skills needed, location of work, and hours needed. (OAR 166-150-0160(25))
Retention:
Retain 4 years.
Note: Recent increase from 2 years.
Volunteer Program Records (L02-002)
Records documenting the activities and administration of volunteer programs and volunteers in the department. May include volunteer hour statistics, volunteer program publicity records, insurance requirement information, volunteer rosters, newsletters, mailing lists, and related records. (OAR 166-150-0160(25))
Retention:
Retain 5 years.