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
Complaints & Grievance Process Records (LR3-004)
Documents investigation processes carried out in relation to labor contract administration. Includes correspondence, grievances and responses, complaints, filings, arbitration hearing records, hearings materials of evidence, legal briefs, and hearings officer awards. (OAR 166-150-0160(4,18)) (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.
Drug and Alcohol Testing Reports (LR3-005)
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 and pass/fail results for each employee. Individual test results are maintained in individual employee medical records. Also includes related billing records. (49 CFR 382.401)
Retention:
Retain 5 years.
Labor Contract Negotiation and Administration Records (LR3-003)
Documents bargaining between the Labor Relations Unit and unions, as well as the administration of labor contracts by the Labor Relations Unit during the terms of the contracts. May include but is not limited to correspondence, exchange proposals, technical papers, bargaining notes and minutes, draft contract proposals, contracts and amendments, memoranda of agreement, understanding or exception, settlement agreements, and related materials. (OAR 166-150-0160(4)) (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.
Merit System Civil Service Council Complaint Case Files (LR3-010)
Documents individual complaints presented to the MSCSC for resolution. Records include complaint, exhibits and background material related to the complaint, final order (which consists of the relevant pages from the council's minutes containing its decision in a particular case), and related correspondence. (OAR 166-150-0160(18))
Retention:
Retain 5 years after final decision or employee separation, whichever is later.
(NOTE: Increase from 3 years.)
Merit System Civil Service Council Meeting Records (LR3-011)
Documents the regular meeting of the MSCSC and the results of its decisions. The MSCSC meets monthly (if it has business) to review complaints about promotion, hiring, and some (no executive or temporary) non-represented employee disciplinary actions. The council is governed by the county code sections 9.310 through 9.340. Records include minutes, agendas, and audiotapes of the meetings. Information includes members present, meeting date and location, complaint and name(s), evidence presented, and council decisions. (OAR 166-150-0005(17))
Retention:
LR3-011(a) Minutes (except executive session minutes), agendas, resolutions, packets, indexes, and exhibits (not retained permanently elsewhere in agency records): Retain permanently.
LR3-011(b) Executive session minutes: Retain 10 years.
LR3-011(c) Audio and video recordings: Retain 1 year after minutes approved, if no minutes approved recordings are treated as minutes.
LR3-011(d) All other records and exhibits not pertinent to minutes: Retain 5 years.