Series Descriptions
Series Title (Agency Series #): Description, Retention (Legal Citation)
Advisory Committee on Sustainability and Innovation Records (SUS1-013): The ACSI provides advice and advocacy to Multnomah County on sustainability issues affecting the community, the environment, and the economy. It provides recommendations on implementing the 2009 Climate Action Plan, sustainable government operations, improving social equity, and promoting a healthy, prosperous and resilient community. It also evaluates proposals for innovations in technology and business processes that may be applicable to county operations. Records include agendas, minutes, supporting documentation, and related correspondence.
Retention: Retain permanently. (MOAR 166-150-0005(18))
Contract Administration Records (SUS1-007): Documents the management of contractor activities and payments for all Office of Sustainability contracts. Records include expense reports, copies of payment vouchers (including payment memos and invoices), contract approvals, contract amendments, contract review checklist, contract routing form, copy of contract, contractor information (bankruptcies, lawsuits, etc), and related correspondence. Records may also be included in SAP and in a variety of supporting electronic and paper documents.
Retention: Retain 10 years. (MOAR 166-150-0005(7))
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))
Food Policy Council Records (SUS1-012): The Food Policy Council is a citizen-based advisory council to the City of Portland and Multnomah County. It addresses issues regarding food access, land use planning issues, local food purchasing plans and many other policy initiatives in the current regional food system. Records include agendas, minutes, supporting documentation, and related correspondence.
Retention: Retain permanently. (MOAR 166-150-0005(18))
Grant Records (SUS1-010(a) and SUS1-010(b)): Records document the application for and administration of grants in which the division is the recipient or administrator. Records may include but 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.
Retention: SUS1-010(a) Retain final reports from significant grants to the county permanently; SUS1-010(b) Retain other grant records: 3 years after annual or final expenditure report submitted and approved or, as specified in agreement, whichever is longer. (MOAR 166-150-0110(16))
Green Team Records (SUS1-008(a) and SUS1-008(b)): Series documents the activities of the Green Team, the volunteer arm of the Office of Sustainability. Records include project records, meeting minutes, member agreements, correspondence and related records.
Retention: SUS1-008(a) Retain member agreements 3 years after cancelled or superseded; SUS1-008(b) Retain all other records 5 years. (MOAR 166-150-0005(8))
Policy and Procedures Records (SUS1-009(a) and SUS1-009(b)): Series documents review, assessment, development, and authorization of the Office of Sustainability's formal policies and procedures. Records may include authorizing bulletins and advisories, mission and goal statements, manuals, and final policy statements and directives. This series also includes routine documentation and basic clerical instructional procedures covering such subjects as formatting letters, data entry, telephone etiquette, and others. For records maintained in electronic format, please contact the County Records Management Program for preservation assistance.
Retention: SUS1-009(a) Published policies and procedures: retain permanently; SUS1-009(b) All other records: retain 5 years. (MOAR 166-150-0005(27,28))
Research Project Records (SUS1-001(a) and SUS1-001(b)): Records documenting research conducted by the Office of Sustainability. Includes work notes, reference material, summaries, draft and final reports, correspondence and related records. Most of the records are born-digital email and desktop documents.
Retention: SUS1-001(a) Reports: retain permanently; SUS1-001(b) Other records: retain 5 years after project completed. (MOAR 166-150-0005(31))
Staff Meeting Records (SUS1-002): Records documenting routine office staff meetings which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.710) or meetings of groups for which the office is not the primary record keeper. These meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items. Some records may merit inclusion in other record series with longer retention periods if the subject matter of the meeting adds significant information to that series.
Retention: Retain 2 years. (MOAR 166-150-0005(19))
Sustainability Liaison Records (SUS1-011): Series documents the activities of sustainability liaisons, who assist the Office of Sustainability in implementing its programs in county departments. Records include project records, meeting minutes, correspondence and related records.
Retention: Retain 5 years. (MOAR 166-150-0005(8))