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
Accounts Payable Records (DART4-011)
Records documenting payment of division bills. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, cancelled checks or warrants, and similar records. (OAR 166-150-0110(1))
Retention:
Retain 3 years after annual audit report has been completed.
Budget Preparation and Tracking Records (DART4-002)
Records documenting the preparation of division budget requests presented to the department budget office. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, position control documents, and similar records. Most of this information is maintained electronically. (OAR 166-150-0110(11))
Retention:
Retain 2 years.
Contracts (DART4-005)
Documents the duly executed and binding contractual agreements between the division and other parties. May include contracts, exhibits, bid documents, change orders, proposals, and significant related correspondence. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures.(OAR 166-150-0005(7))
Retention:
DART4-005(a) Records documenting building construction, alterations, or repair: Retain 10 years after substantial completion [as defined by ORS 12.135].
DART4-005(b) All other records: Retain 6 years after expiration.
(NOTE: Recent division into two parts)
County Assessment Function Funding Account (CAFFA) Grant Preparation Records (DART4-003)
Documents the preparation of Multnomah County's property tax grant application to the Oregon Department of Revenue. The application is prepared for and transmitted to the County Commission for adoption and transmission to ODOR. Records include a copy of the application, grant checklist, letter of transmittal, approval letter, grant allocation spreadsheet, and related documentation. (OAR 166-150-0015(20))
Retention:
Retain 6 years.
(NOTE: Recent decrease from 7 years)
Division Security Records (DART4-024)
Series documents security provided for division buildings and assets. Records include surveillance records, security logs, sign-in sheets, security reports, keycard lists, cash drawer and safe combinations, contact lists, and related records. (OAR 166-150-0005(40))
Retention:
DART4-024(a) Access and entry logs: Retain 3 years.
DART4-024(b) Other key and keycard records: Retain 2 years after key is turned in.
DART4-024(c) Records documenting individual employee access rights: Retain 6 months after employee separation or access status changed.
DART4-024(d) All other records: Retain 2 years.
(NOTE: Recent division into four parts)
Employee Time Records (DART4-018)
Records documenting hours worked, leave hours accrued, and leave hours taken by agency employees. Includes timesheets and leave authorizations. Information usually includes employee name and social security number, hours worked, type and number of leave hours taken, total hours, dates, and related data. (OAR 166-150-0155(2))
Retention:
Retain 4 years.
Employee Training and Employment Plan (DART4-013)
Documents training opportunities offered to division employees and when employees are scheduled to attend. It is used by managers to compare training requests against employee's job and training plan. Plan shows classes offered, description, dates and times, and instructors. Also includes information about training resources, job descriptions, vision, and other training information. (OAR 166-150-0005(6))
Retention:
DART4-013(a) Class enrollment and attendance records: Retain 2 years.
DART4-013(b) All other records: Retain 5 years.
(NOTE: Recent division into two parts)
Employee Travel and Training Expense Records (DART4-023)
Records documenting requests, authorizations, reimbursements, and other actions related to employee expenses. 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. (OAR 166-150-0110(26))
Retention:
Retain 3 years.
Grant Records (DART4-030)
Records document the application for and administration of grants in which the division is the recipient or administrator. Records may include by are not limited to applications including project proposals, summaries, objectives, activities, budgets, exhibits, and award notification; grant evaluation records and recommendations concerning grant applications; grant administration records including progress reports, budgets, project objectives, proposals, and summaries; records documenting allocation of funds; contracts; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records audit reports, expenditure reports, and related correspondence and documentation. (OAR 166-150-0110(20)) (OAR 166-017-0045(2,4)) (MCC § 8.500)
Retention:
DART4-030(a) Final reports and committee review records from significant grants to the county: Retain permanently - transfer to Archives upon becoming inactive or after 10 years, whichever comes first.
DART4-030(b) Other grant records: Retain 10 years after annual or final expenditure report submitted and approved or as specified in agreement, whichever is longer.
DART4-030(c) Unsuccessful grant applications: Retain 1 year after rejection or withdrawal.
Individual Employee Training Records (DART4-016)
Documents all training and certification records maintained for division employees. Includes training for job-related skills and certifications required to hold various positions. Records include training applications, training course descriptions, proof of attendance and completion, copies of certificates awarded, hours spent in class, correspondence, and similar records. Part of the information is maintained in the SAP system. (OAR 166-150-0160(12))
Retention:
DART4-016(a) Law enforcement officers or reserve officers, as defined by ORS 181A: Retain 10 years after separation.
DART4-016(b) All other records: Retain 6 years after separation.
(NOTE: Recent division into two parts)
Journal Vouchers (DART4-010)
Used to correct coding errors on payment vouchers. Shows date, original account coding information, correct account coding information, and remarks. Most information is maintained in the SAP system. (OAR 166-150-0110(25)(c))
Retention:
Retain 3 years.
Organizational Records (DART4-029)
Records documenting the arrangement and administrative structure of the division. Includes charts, statements, studies, and similar records. May also include studies to determine the merit and feasibility of reorganization plans, as well as other major studies related to the administrative hierarchy. (OAR 166-150-0005(21))
Retention:
Retain 2 years after superseded.
Payroll Reports (DART4-019)
Reports, statistical studies, and other records designed and used for budget preparation, projections, workload and personnel management, research, and general reference. Reports include employee payroll history report, TAG employee roster, sick leave and vacation use report, and related reports. These reports are maintained in the SAP system and duplicate records maintained elsewhere in the county. (OAR 166-150-0155(7))
Retention:
Retain 3 years.
Personnel Accident Incident Reports (DART4-025)
Series used to report employee accidents to program supervisors. Records may include SAIF accident reports, accident reports, occupational injury report and investigation, and employee identification and physical assessment form. (OAR 166-150-0200(14))
Retention:
Retain 10 years after case closed.
Policy and Procedures Statements (DART4-027)
Series documents review, assessment, development, and authorization of the division's policies and procedures. 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(31)) (OAR 166-017-0045(2,4)) (MCC § 8.500)
Retention:
Retain permanently - transfer to Archives upon becoming inactive or after 10 years, whichever comes first. .
(NOTE: Increase from 20 years after superseded)
Professional Membership Records (DART4-026)
Records documenting institutional or agency-paid individual memberships and activities in professional organizations. (OAR 166-150-0160(12))
Retention:
DART4-016(a) Law enforcement officers or reserve officers, as defined by ORS 181A: Retain 10 years after separation.
DART4-016(b) All other records: Retain 6 years after separation.
(NOTE: Recent division into two parts)
Project Records (DART4-028)
Records documenting various long- and short-term projects for which the division has primary recordkeeping responsibility. Records vary from project to project, but usually include research papers and reports, resolutions, project reporting, background material, project plans and goals, correspondence, and similar material. (OAR 166-150-0120(1)) (OAR 166-017-0045(2,4)) (MCC § 8.500)
Retention:
DART4-028(a) Significant projects: Retain permanently - transfer to archives upon becoming inactive or after 10 years, whichever comes first.
DART4-028(b) Other projects: Retain 10 years.
Purchasing Records (DART4-012)
Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the division. Includes purchase orders and requests, purchase authorizations, requisitions, contract release orders, material and cost specifications, central stores or printing orders, telephone service orders, copies of bids and quotes associated with purchases, and similar records. (OAR 166-150-0110(23))
Retention:
Retain 3 years.
Revenue and Expenditure Reports (DART4-001)
Records documenting details of division fiscal transactions. Reports may include details of revenues, expenditures, encumbrances, cash receipts, warrants, and others. Information often includes date, payee, purpose, fund credited or debited, check number, and similar or related data. Information is maintained in the SAP system. (OAR 166-150-0110(25)(c))
Retention:
Retain 3 years.
Staff Meeting Records (DART4-014)
Records documenting meetings within government which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items. (OAR 166-150-0005(18))
Retention:
Until no longer needed.
(NOTE: Recent decrease from 2 years)
Strategic Planning Records (DART4-004)
Series documents long-range and strategic planning processes within the division and department. Records include strategic plans, mission statements, preliminary drafts, work notes, meeting notes, and related correspondence. (OAR 166-150-0005(45))
Retention:
Retain 10 years.
(NOTE: Recent decrease from 20 years.)
Workplace Safety Committee Records (DART4-020)
Series documents the actions of the committee that oversees or advises the division in relation to safety issues. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, tape recordings, correspondence, and related documents. Subjects include hazards to employees and the general public, construction design, and repair safety concerns, suggestions, complaints, state and federal rules and regulations, and others. (OAR 166-150-0200(18)
Retention:
DART4-020(a) Minutes: Retain 10 years.
DART4-020(b) Other records: Retain 5 years.