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.
Series Title (Agency Series #)
Description. (Legal Citations)
Retention
Claim Processing Contract Records (ES04-002)
Documents the selection of a company to process unemployment claims and the contractual responsibilities of that company. May include contracts, exhibits, bid documents, change orders, proposals, and significant related correspondence. Also includes requests for proposals and records related to the development of the RFP. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures. (OAR 166-150-0005(7)(b))
Retention:
Retain 6 years after contract expiration.
Drug and Alcohol Policy Records (ES04-004)
Series documents review, assessment, development, and authorization of the county's drug and alcohol policy. Records may include authorizing 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. (OAR 166-150-0005(13)(a)) (OAR 166-150-0005(31))
Retention:
ES04-004(a) Enacted policies or procedures: Retain 2 years after superseded or obsolete
ES04-004(b) Public policy statement and directives: Retain permanently.
(Note: Recent retention changes.)
Drug and Alcohol Testing Reports (ES04-003)
Monthly reports of drug and alcohol test results reported by the county's drug testing company. Most testing is random testing for commercial drivers license pool employees and employees fulfilling last chance agreements. Reports show date, employee social security numbers, and pass/fail results for each employee. (NOTE: File Individual test results in individual employee medical records under ES04-007). (49 CFR 382.401)
Retention:
Retain 5 years.
Employee Discipline Records (ES04-014)
Records document every step the county takes when an employee's performance or behavior leads to discipline or termination. Records include documentation of progressive discipline (verbal warnings, written warnings, action, dismissal); records of investigations with interviews from witnesses and physical evidence or photography related to an incident; disciplinary meeting records (including hearings, if held); documentation of the final decision; and related records. (NOTE: File internal investigations case files for disciplinary records related to law enforcement personnel under MCSO5-005). (OAR 166-150-0160(7))
Retention:
ES04-014(a) Investigations resulting in disciplinary action, exoneration, or found to have no foundation: Retain 5 years after resolution.
ES04-014(b) Investigations resulting in termination: Retain 10 years after employee separation.
Employee Drug Alcohol and Test Records (ES04-013)
Records document who was tested and why, including random draws and/or specific evidence or observation used to justify reasonable suspicion; the collection of samples following legal chain of custody procedures; anti-tamper safeguards; and the lab results showing if an employee passed or failed the screening for substances prohibited by policy, procedure, or statute. (OAR 166-150-0160(8)(a))
Retention:
Retain 5 years.
Employment Eligibility Verification Forms (ES04-006)
Documents department compliance with INS regulations requiring verification of an employee's right to work in the United States. Records include INS form I-9 and copies of related identification documentation. May also include related correspondence. Information includes employee's name and address, employee's signed attestation that they are providing true information, employer's signed verification of employee's identification and necessary documentation, and revision information. (OAR 166-150-0160(14))
Retention:
Retain 3 years after date of hire or one year after employment ends, whichever is later.
Employee Hazard Exposure Records (ES04-012)
These records document employee exposure to unhealthy or unsafe conditions, including harmful substances, like chemicals, toxins, radiation, or dust; biological risks, like viruses, bacteria, or fungus; and physical strains like extreme heat or cold, loud noises, heavy vibrations, and repetitive motions. Records might include lab tests, incident reports, first-aid records, X-rays, air sampling, radiation measurement, and related records. (NOTE: File non-hazard exposure medical records under ES04-007.) (OAR 166-150-0160(10))
Retention:
ESO4-012(a) Noise exposure measurement records: Retain 2 years.
ESO4-012(b) Hearing sensitivity test records: Retain until employee separation.
ESO4-012(c) All other records: Retain 30 years after separation.
Employee Recognition Awards Records (ES05-012)
Recognition of employees for special service to the agency. May include service awards, recognition certificates, commendations, award nominations, scoring and results of nominations, lists of past recipients, and presentation or ceremony records and photographs. Some records in this series may have historic value. For appraisal assistance contact the Multnomah County Records Management and Archives Office. (OAR 166-150-0160(13))
Retention:
Retain 6 years.
Individual Employee Medical Records (ES04-007)
Employee medical information required to be maintained separately from the employee's personnel records by the Americans with Disabilities Act. Records include Family and Medical Leave Act requests, worker's compensation information, physical examinations, immunization documentation (including COVID-19 vaccination records), medical inquiries and doctors' or other physical or mental health providers' assessments, any medical leave of absence documentation which includes medical reasons for the leave, and any other similar types of information. (NOTE: File employee hazard records under ES04-012. File personnel records under ES04-008.) ***For employees considered "police officers" as defined in ORS 181A.355(14) see MCSO6-005(a)&(b) which specifies a longer retention period required by state law. (OAR 166-150-0160(11))
Retention:
Retain 6 years after separation.
Individual Employee Personnel Records (ES04-008)
Records may include original and subsequent employment applications, personnel actions, personnel information documents, combined turnaround sheets, employee history forms, resignations, discharges, certification lists, settlement agreements, recommendations and commendations, merit ratings, overtime information, performance evaluations, leave of absence requests, emergency notification form, bus pass information, resume, correspondence, and related records. (NOTE: Employee disciplinary records and medical files have different retentions. Please file under the appropriate series.) ***For employees considered "police officers" as defined in ORS 181A.355(14) see MCSO6-007(a)&(b) which specifies a longer retention period required by state law. (OAR 166-150-0160(12)(b))
Retention:
Retain 6 years after employee separation.
Position Transfer Requests (ES04-011): File in Individual Employee Personnel Records.
Recruitment and Selection Records (ES04-010):
Records related to the recruitment and selection process for filling open positions within the county. Records may include but are not limited to job announcements, applicant lists, applications and resumes, recruitment advertisement records, civil service and other examination records, affirmative action records, interview questions, interview and application scoring notes, applicant background investigation information, letters of reference, civil service records, job requisitions and hiring requirements, eligible lists, recruitment summary records (job announcement, position description, documentation relating to the announcement and test, and test items and rating levels), and related correspondence and documentation. (OAR 166-150-0160(24))
Retention:
ES04-010(a) Announcement records, position description, and records documenting creation of test and rating scale: Retain 10 years.
ES04-010(b) Unsolicited or unsuccessful applications and all other records: Retain 5 years after position filled or recruitment cancelled.
Unemployment Claims Activity Reports (ES04-005):
Documents all unemployment claims being processed for Multnomah County. Reports are compiled by the county's claims processing contractor. Reports show statistics on claims including type of claim, reason for separation, county liability, number of claims in hearings, total number of claims, and related data. (OAR 166-150-0155(9))
Retention:
Retain 3 years.
Unemployment Compensation Claim Records (ES04-001)
Records documenting claims submitted by former county employees for unemployment compensation. Usually includes claims, notices, reports, and related records. May also include records generated by the appeal of claim determinations. (OAR 166-150-0155(9))
Retention:
Retain 3 years.