Youth Services Retention Series (L05)

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.

Each series contains the following information:

• Series Title (Agency Series #)
• Description. (Legal Citations)
• Retention  

Budget Preparation Records (L05-001)

Records documenting the preparation of program budget requests presented to the department director. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records. (OAR 166-150-0110(11))

Retention:

• Retain 2 years.

Conference And Seminar Records (L05-003)

Records documenting the attendance at, or development of, seminars, conferences, workshops, conventions, and similar gatherings. May be sponsored by the program or another entity. Often includes class descriptions, instructional materials, course outlines, enrollment and attendance records, reports, speeches, planning documentation, and related records. (NOTE: Employee attendance at external conferences, seminars, and training: file with personnel files.) (OAR 166-150-0005(6))

Retention:

• L05-003(a) Class enrollment and attendance records, retain 2 years.
• L05-003(b) All other records, retain 5 years.

Note: Recently separated into two retention periods.

Planning Records (L05-014)

Series documents long-range plans and the development of the youth services program's mission statement and work objectives. Records include strategic plans, mission statements, preliminary drafts, work notes, and related correspondence. (OAR 166-150-0005(45))

Retention:

• Retain 10 years.

Note: Recently reduced form 20 years.

Policy Statements And Directives (L05-015)

Series documents review, assessment, development, and authorization of the youth services program'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(13)(a)) (OAR 166-150-0005(31))  

Retention:

• L05-015(a) Enacted policies or procedures, 2 years after superseded or obsolete.
• L05-015(b) Public policy statements and directives, permanent. 

Note: Recent retention changes.

Staff Meeting Records (L05-002)

Records documenting meetings involving youth services staff that 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. Includes youth services librarian's meetings, committee meetings, electronic discussion list postings, and similar meetings. (OAR 166-150-0005(18))

Retention:

• Retain until no longer needed.

Note: Recent reduction from 2 years.

Statistical Reports (L05-018)

Reports documenting activities in the youth services program and at branch libraries. Reports show number of youth served, programs presented, materials borrowed, and related statistical information. (OAR 166-150-0140(6)) (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.

Summer Reading Program Records (L05-006)

Documents county library program to persuade youth to read books through the summer. Includes program descriptions, statistical reports for Multnomah County libraries, program development records, correspondence, and related records. (OAR 166-150-0005(1)(a)) (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.

Training Program Records (L05-007)

Records related to the design and implementation of training programs provided to program staff by the county. May include class descriptions, planning documentation, instructional material, course outlines, and related significant records. (OAR 166-150-0005(6)(b))

Retention:

• Retain 5 years.

Youth Services Grant Records (L05-004)

Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which the youth services program is the recipient, grantor, allocation, or administrator. Grants generally come from the Library Services and Technology Act (LSTA) or Library Service and Construction Act (LSCA) programs, but may also come from other federal, state, and private sources. 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 monitoring project plans and measuring achievement; and related correspondence and documentation. (OAR 166-150-0110(20))

Retention:

• L05-004(a) Original application, amendments, and annual financial, performance, or final reports: Retain permanently.
• L05-004(b) Other grant records: Retain 10 years.
• L05-004(c) Unsuccessful grant applications: Retain 2 years after rejection or withdrawal.

Youth Services Meeting Records (L05-008)

Documents meetings of county youth services librarians. Records include agendas, minutes, exhibits, correspondence, and related records. (OAR 166-150-0005(18))

Retention:

• Retain 3 years.

Youth Services Reports (L05-009)

Documents activities and accomplishments of the youth services librarians and programs. Reports provide narrative information about activities, programs, staffing, budget, and related issues for each library’s youth program. (OAR 166-150-0140(6))

Retention:

• Retain 3 years.