Series Title (Agency Series #): Description, Retention (Legal Citation)
Audit Work Papers (AUD1-003): Documents background work used to prepare audit reports. Records are extensive and may include, but are not limited to: draft reports, index to working papers, audit schedule/request, auditor assignment and planning sheet, auditor independence statement, supervisory log, fieldwork plan and schedule, department comments to report draft, department correspondence and meeting records, background materials, and related information. May include electronic copies of this information.
Retention: Retain 10 years after final report published. (OAR 166-150-0005(3))
Correspondence: Records that: 1. document communications created or received by an agency AND 2. directly relate to an agency program or agency administration AND 3. are not otherwise specified in the County retention schedule. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, and information about contracts, purchases, grants, personnel and particular projects or programs.
Retention: File with the associated program or administrative records. Communications not meeting the above criteria do not need to be filed and may be retained as needed. MOAR 166-150-0005(10))
County Auditor's Reports (AUD1-018): Reports documenting the program or primary functional activities and accomplishments of the auditor's office for the previous year. From 1895 to 1966, this consisted of a report (Annual Report and Semi-Annual Report) on organizational structure of the county, budgeted funds, balance sheet, appropriations and expenditures, tax collections, and some program descriptions. From 1967 to the present, the report has shown the background of the county auditor's office, overview of the auditing process, staff description, and an index to and description of recent audits.
Retention: Retain permanently. (OAR 166-150-0005(3))
Multnomah County Salary Commission Records (AUD1-008): Documents proceedings of commission appointed every even numbered year to set county commissioner salaries as required by Charter Section 4.30. Records include roster, report, and correspondence.
Retention: Retain permanently. (OAR 166-150-0005(15))
Performance Audit Reports (AUD1-001): Records document county auditor's performance audits of county department operations and recommendations for improvements. Reports include background, methodology and results of audit, recommendations to department, performance data, and department responses.
Retention: Retain permanently. (Multnomah County Code §8.500 - §8.502)
Policy and Procedures Statements (AUD1-020): Series documents review, assessment, development, and authorization of an agency's policies and procedures. Records may include authority bulletins and advisories, mission and goal statements, manuals, and final policy statements and directives. Information often includes policy and procedure numbers, revision dates, subject identification, narrative description, authorization information, and effective date.
Retention: Retain permanently (OAR 166-150-0005(25))
Publications (AUD1-021): Series documents records produced by the auditor's office and made available to the public. Records may include newsletters, pamphlets, brochures, leaflets, resources guides and similar published records.
Retention: Retain permanently (OAR 166-150-0005(33))
Requests and Complaints (AUD1-022): Series documents requests or complaints concerning a variety of agency responsibilities received through the Good Government hotline or the County Ombudsperson. Records may include initially received request or complaint, documentation of internal actions taken, and related documentation. If complaint results in a performance audit report, utilize the AUD1-001 series for retention.
If a request or complaint is listed in another record series, that retention period supersedes this one (Other series including complaints with greater retention are: building code compliance and violations, unsafe building records, civil and criminal case files, public health complaint correspondence, franchised service provider performance review records, ordinance violation records (code enforcement), sanitation and waste management regulation violation and challenge records, housing authority individual tenant history records, employee personnel records, EEO/Oregon Workplace Fairness Act/Public Civil Rights complaint records, employee grievance and complaint records, grass and weed control records, public safety incident case files, neighborhood dispute resolution records, water quality complaint records, pest complaint records, and specified animal permit records).
Retention: 2 years after last action. (OAR 166-150-0005(37))
Staff Continuing Education Records (AUD1-006): Considered part of personnel records, series documents staff completion of professional continuing education requirements. Records include certificate of continuing professional education (CPE), CPE survey, individual training record, attendance certificates, training session notes, and related information.
Retention: Retain 6 years after employee separation. (OAR 166-150-0160(10))
Travel Expense Records (AUD1-013): Records documenting requests, authorizations, reimbursements, and other actions related to employee travel. Includes expense reports and receipts, vouchers, requests, authorizations, and related documents. Retention applies to private vehicle usage as well. Information often includes estimated costs, prepayments, final costs, destination, method of transportation, travel dates, approval signatures, and related data.
Retention: Retain 3 years. (OAR 166-150-0110(24))