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
Account Adjustment Records (FIN1-008)
Records documenting adjustments to bank account entries. Records are from department accounting programs and may include returned checks, voucher reconciliation's, deposit reconciliation's, and related adjustments. Records usually include a copy of the source document, a copy of the SAP screen documenting the adjustment, and supporting documentation. (OAR 166-150-0110(9))
Retention:
Retain 3 years after annual audit report issued.
Account Analysis Records (FIN1-015)
Records that support analysis of Treasury accounts, obligations, and investments. Records include reports, spreadsheets, databases, correspondence, reference material, and similar documentation. (Unscheduled)
Retention:
Retain 5 years or until obsolete.
Bank Reports and Statements (FIN1-003)
Records documenting the current status and transaction activity of county funds held at banks. May include account statements, daily summary of deposits and withdrawals, and related records. Information includes bank and account numbers, transaction dates, beginning balance, check or deposit amount, document numbers, adjustments, description of transaction, ending balance, and related data. (OAR 166-150-0110(9))
Retention:
Retain 3 years after annual audit report issued.
Debt Issues Records (FIN1-001)
Documents public debt issued by the county. Records include official bond statements, interest earnings monthly reports, account statements, debt payment records, and related documentation. Information includes date debt issued, amount issued, payment amounts and schedule, interest charged, and final payment date. (OAR 166-150-0110(10))
Retention:
Retain 3 years after final payment.
Deposit Records (FIN1-006)
Records documenting the deposit of cash receipts by the treasury unit. Prior to July 2000, these records also included cash deposits for all county programs. Records include bank receipt, copy of deposit slip, SAP report showing document number, copies of checks and other instruments, and related records. (OAR 166-150-0110(9))
Retention:
FIN1-006(a) Records dated to 7/1/2000: Retain 5 years
FIN1-006(b) Records dated 7/1/2000 and after: Retain 3 years after audit report issued.
Investment Portfolio Records (FIN1-002)
Documents the monthly activity of investments, including purchases, sales, maturities, and state government investments. Includes the monthly investment summary report summarizing the status of investments by category, the recapitulation report summarizing investment status by bank, the portfolio report providing detailed information on investment categories and items, annual accounting data, closing documents, and financial backup report. (OAR 166-150-0110(21))
Retention:
Retain 3 years after investment ends.
Monthly Investment Advisory Report (FIN1-016)
Documents information sent to interested persons by the county treasury as required by the investment policy included in the County Finance Plan. Report details investment activity for the prior month and includes a copy of the county investment policy. (OAR 166-150-0110(8) and OAR 166-150-0110(17(b))
Retention:
Retain 3 years after annual audit report issued.
Motor Vehicle Rental and Transient Lodging Tax Records (FIN1-004)
Records documenting the collection and distribution of motor vehicle rental and transient lodging taxes. These taxes are only collected in unincorporated Multnomah County--incorporated cities collect this tax for themselves. Records include quarterly tax reports from businesses (showing receipts, deductions, tax due, and date paid), payment records, payment log, interest calculations, correspondence, and related records. (OAR 166-150-0015(25))
Retention:
Retain 7 years.
Petty Cash Records (FIN1-007)
Documents authenticating petty cash purchases made by the Treasury unit and requesting reimbursement from department for petty cash fund. Records include receipts, transaction statements, petty cash form, and memo requesting payment. (OAR 166-150-0110(22))
Retention:
Retain 3 years.
Retirement Fund Records (FIN1-013)
Records documenting the status of the Multnomah County Retirement System Fund prior to it's transfer into the Public Employees Retirement System in 1982. Records include deferred compensation reports, reconciliation's, earnings register, retirement runs, fund reports, and related documentation of both the fund and its transfer to PERS. (OAR 166-150-0160(9))
Retention:
Retain 75 years after date of hire.
Treasury Trust Records (FIN1-005)
Records documenting the deposit and investment of an individual's money held in trust by the county pending the determination of the individual's claim. Records include account listings, vouchers, deposits, interest earnings listing, determination of claim, and related documentation. (OAR 166-150-0110(27))
Retention:
Retain 3 years after trust account closed.