Series Title (Agency Series #)
Description. (Legal Citations)
Retention
Accounts Payable Records (HSD1-001)
Records documenting payment of division bills. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, cancelled checks or warrants, and similar records. (NOTE: File invoices specifically used to report expenditures back to a grant provider under HSD-016). (OAR 166-150-0110(1))
Retention:
Retain 3 years after the annual audit report has been completed.
Accounts Receivable Records (HSD1-002)
Records documenting revenues owed to the county by vendors, citizens, organizations, governments, and others to be credited to general accounts excluding grants. Also documents billing and collection of moneys and account write-offs. May include reports, receipts, customer credit memos, invoices, awards, logs, lists, summaries, statements, and similar records. Information often includes receipt amount, invoice number, name, account number, account balance, adjustments, and similar data. (OAR 166-150-0110(2))
Retention:
Retain 3 years after collected or written off.
Activity report (HSD1-003)
Daily, weekly, monthly, or similar reports other than annual reports documenting the activities of employees. Useful for compiling annual reports, planning and budgeting, monitoring work progress and other purposes. Usually tracks type of activity, employees and/or volunteers involved, time spent on activity, work completed, and related information in narrative or statistical form. Records may include reports not specific to housing: Quarterly Provider Report (# served) and client assistance logs. (OAR 166-150-0005(1)) (OAR 166-017-0045(2,4)) (MCC § 8.500)
Retention:
HSD-003(a) Annual reports and other reports for years in which no annual report exists: Retain permanently. Transfer to Archives upon becoming inactive or after 10 years, whichever comes first.
HSD-003(b) All other reports: Retain 2 years.
Alcohol and Drug Service Records (HSD1-004)
Records documents evaluation of clients for referral to a program that will provide appropriate information or rehabilitation services. Records may include evaluation results, interview narratives, copies of driving records, documentation of client’s Blood Alcohol content, copies of Diagnostic and Referral reports and related documentation. (OAR 166-150-0167(2))
Retention:
Retain 5 years following the date of completion or discontinuance of treatment services.
Budget Preparation Records (HSD1-005)
Records documenting the preparation of department budget requests presented to the specified governing body. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records. Much of this information is maintained electronically in a variety of document-based formats, primarily spreadsheets, but also including word processing documents and email messages. (OAR 166-150-0110(11))
Retention:
Retain 2 years.
Check Logs (HSD1-006)
Records document checks issued. Information includes check numbers, who the checks were issued to, amounts, addresses, account numbers, and management authorizations. The check register is maintained online only now. There are associated deposit pay reports and open item registers that are generated in paper format. (OAR 166-150-0110(25)(c))
Retention:
Retain 3 years.
Client Case Records (HSD1-007)
Records document services provided to clients through homeless services departmental programs. Services may include medical behavioral health and other referrals. (OAR 166-150-0065(19)(d))
Retention:
Retain 10 years after last service.
Competitive Solicitation Records: Construction Solicitations (HSD1-008)
Documents the publicizing, evaluation, and awarding of formal solicitations to vendors and other individuals or organizations. Provides evidence of accepted and rejected offers. includes requests for advertisement, vendor lists, specifications, proofs of advertisement, addenda, vendor responses, offer tabulations, award notices, copies of contracts, agency transmittal letters, phone qualification sheets, requests for proposals and requests for qualification, RFP/RFQ committee records, conflict of interest statements, correspondence, and other related records. (NOTE: File non-construction solicitation records under HSD-009.) (OAR 166-150-0110(14))
Retention:
HSD-008(a) Rejected offers and exemption records: Retain 2 years.
HSD-008(b) Successful construction solicitation records: Retain 10 years after substantial completion, as defined in ORS 12.135.
HSD-008(c) Pre-qualification records: Retain 10 years after expiration.
Competitive Solicitation Records: Non Construction (HSD1-009)
Documents the publicizing, evaluation, and awarding of formal solicitations to vendors and other individuals or organizations. Provides evidence of accepted and rejected offers. Includes requests for advertisement, vendor lists, specifications, proofs of advertisement, addenda, vendor responses, offer tabulations, award notices, copies of contracts, agency transmittal letters, phone qualification sheets, requests for proposals and requests for qualification, RFP/RFQ committee records, conflict of interest statements, correspondence, and other related records. (NOTE: File construction solicitation records under HSD-008.) (OAR 166-150-0110(14)(b))
Retention:
HSD-009(a) Rejected offers and exemption records: Retain 2 years.
HSD-009(b) Other records: Retain 6 years after awarded or cancelled.
Contracts (HSD1-010)
Documents the duly executed and binding contractual agreements between the county and other parties. May include contracts, service contracts, amendments, exhibits, insurance certificates, change orders, bonds, and significant related correspondence. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures. (NOTE: File construction contracts under HSD-011.) (OAR 166-150-0005(7)(b))
Retention:
Retain 6 years after expiration.
Contracts: Construction (HSD1-011)
Documents the duly executed and binding contractual agreements between the county and other parties. May include contracts, amendments, exhibits, insurance certificates, change orders, bonds, and significant related correspondence. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures. Also includes contractor prequalification records. (NOTE: File non-construction contracts under HSD-010.) (OAR 166-150-0005(7)(a))
Retention:
Retain 10 years after substantial completion as defined in ORS 12.135(4).
Deduction Authorization Records (HSD1-012)
Records document employee requests and approvals for pay check deductions, direct bank deposits and related actions. Records may include applications, enrollment cards, request approvals and deduction stop forms. (OAR 166-150-0155(1))
Retention:
Retain 3 years after superseded, terminated, or employee separates.
Employee Discipline Records (HSD1-013)
Records document every step the county takes when an employee's performance or behavior leads to discipline or termination. Records include documentation of progressive discipline (verbal warnings, written warnings, action, dismissal); records of investigations with interviews from witnesses and physical evidence or photography related to an incident; disciplinary meeting records (including hearings, if held); documentation of the final decision; and related records. (OAR 166-150-0160(7))
Retention:
ES04-014(a) Investigations resulting in disciplinary action, exoneration, or found to have no foundation: Retain 5 years after resolution.
ES04-014(b) investigations resulting in termination: 10 years after employee separation.
Employee Personnel Records (HSD1-014)
Records document an individual employee's work history. Records may include but are not limited to applications; notices of appointment; employment applications; training and certification records; records of health limitations; salary schedules; tuition reimbursement records; personnel actions; performance appraisal evaluations; letters of commendation and recommendation; letters of reprimand; notices of disciplinary action; notices of layoff; letters of resignation; home address and telephone disclosures; emergency notification forms; grievance and complaint records; schedule changes; and related correspondence and documentation. (NOTE: Employee disciplinary records and medical files have different retentions. Please file under the appropriate series.) (OAR 166-150-0160(12))
Retention:
Retain 6 years after separation.
Equipment Tracking Records (HSD1-0015)
Records document equipment issued to department employees and its return when no longer needed. Records may include inventories and tracking sheets. (OAR 166-150-0166(9))
Retention:
Retain until superseded or obsolete.
Grant Records (HSD1-016)
Documents grant received by the department to support the work of reducing homelessness. Includes Continuum of Care and other Federal grants as well as Metro and State grants. (OAR 166-150-0110(20)) (OAR 166-017-0045(2,4)) (MCC § 8.500)
Retention:
HSD-016(a) Final reports & Community Input: Retain permanently - transfer to Archives upon becoming inactive or after 10 years, whichever comes first.
HSD-016(b) Records documenting the purchase or disposal of real property: Retain: 10 years after substantial completion [as defined by ORS 12.135], or 3 years after final disposition, or as specified in agreement, whichever is longer.
HSD-016(c) Unsuccessful grant applications: Retain: 1 year after rejection or withdrawal.
HSD-016(d) All other grant records: Retain: 10 years after final expenditure report approved or as specified in agreement, whichever is longer.
Housing Authority Program Management Records (HSD1-017)
Records document how various programs are performing and how they are managed day-to-day. Records may include meeting records and reports, waiting lists, maintenance records, tenant statistics and related records generated in the administrations of housing authority programs not specified elsewhere in the schedule.(OAR 166-150-0120(5))
Retention:
Retain 3 years after annual or final expenditure report submitted.
Housing Authority Property Management Records (HSD1-018)
Records document the action in managing housing not owned by the agency. Records may include applications for funding, sub-grants, insurance policies, contracts, and non-profit organization records like articles of incorporation, bylaws, budgets, minutes, agendas and related documentation. (OAR 166-150-0120(6))
Retention:
Retain 6 years after expiration.
Housing Development Project Records (HSD1-019)
Records document the utilization of funding to expand the supply of decent and affordable housing, particularly rental housing for very low and low income residents. Records may include documentation of the assessment, funding determination, planning, design, and construction of various housing development projects, including facilities, structures and systems as well as documentation on the acquisition of existing structures for housing. Records may also include work plans and specifications, bid and contract information, project management/monitoring records, feasibility studies, plans, amendments, inspector reports, change orders, status reports and related documentation. (OAR 166-150-0120(8))
Retention:
Retain 10 years after substantial completion [as defined by ORS 12.135] of new structures or acquisition of existing housing units.
Individual Employee Payroll Records (HSD1-020)
Documents individual employee deduction and withholding authorizations, corrections, and adjustments made to an employee's pay record, retirement related transactions, employment verification, and other actions that impact an employee's compensation. Records include payroll adjustment forms, federal W-4's, direct deposit authorizations, union/fair share deduction authorizations, employment/salary verification requests, leave donations, deferred compensation agreement and plan, PERS actions (notice of PERS covered employment, employment class changes, leave of absence), garnishment records, bankruptcy records, child support payment records, related correspondence, and similar information. (OAR 166-150-0160(9)(a)) (OAR 166-150-0155(1,4,11))
Retention:
HSD-020(a) PERS and deferred compensation related records: Retain 75 years.
HSD-020(b) Other records: Retain 6 years after employee separation.
Individual Tenant History Records (HSD1-021)
Records documents the history of individual clients and agency actions from application to separation from the program. Records may include applications, landlord references, rental agreements, leases, periodic reexamination and hardship records, income verification records, billing statements, maintenance requests, damage complaints, eviction notices, grievance hearing records, and related documentation. (OAR 166-150-0120(4))
Retention:
Retain 5 years after separation from the program.
Inventory Records (HSD1-022)
Inventory records of expendable and non-expendable property or assets. Information often contains asset number, description, purchase order number, location of asset, date received, purchase price, replacement cost, depreciation, and related data. This record series applies to routine property control inventories. See Grant Records series for inventories of property purchased with grant funds. (OAR 166-150-0110(6)(b))
Retention:
Retain 3 years after superseded.
Labor Contract Negotiation and Administration Records (HSD1-023)
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.
Monthly Expenditure Reports (HSD1-024)
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. (NOTE: File expenditures related to grants under HSD-016) (OAR 166-150-0110(25)(c))
Retention:
Retain 3 years.
Policy Statements and Directives (HSD1-025)
Series documents review, assessment, development, and authorization of the 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 166-150-00005(13)) (OAR 166-150-0005(31))
Retention:
HSD-025(a) Enacted policies or procedures, 2 years after superseded or obsolete.
HSD-025(b) Public policy statements and directives, permanent.
Meeting Records, Executive (HSD1-026)
Records document the proceedings of any regularly scheduled, special, executive session, or emergency meeting of any governing body, as described in Oregon's Public Meetings Law (ORS 192.610 to 192.705), including boards, commissions, advisory councils, task forces, and similar groups. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, meeting packets, petitions, notes taken by members of the governing body during the meeting, audio and video recordings, and related documentation. (NOTE: File staff meeting records under HSD-027) (OAR 166-150-0005(17)) (OAR 166-017-0045(2,4)) (MCC § 8.500)
Retention:
(a) Minutes (except executive session minutes), agendas, resolutions, packets, indexes, and exhibits (not retained permanently elsewhere in agency records), Retain permanently - transfer to Archives upon becoming inactive or after 10 years, whichever comes first.
(b) Executive session minutes, 10 years.
(c) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes.
(d) All other records and exhibits not pertinent to minutes, 5 years.
Meeting Records, Staff (HSD1-027)
Records documents meetings within the agency which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.705). Records may include minutes, notes, virtual meeting chats, reports, and related documentation. (OAR 166-150-0005(18))
Retention:
Retain until no longer needed.
Operation Manuals and Guidebooks (HSD1-028)
Written instructions, rules, and guidelines in manual form documenting current and past authorized agency policies and procedures. Used for new employee orientation and for ongoing reference. Includes routine documentation and basic clerical instructional procedures covering such subjects as formatting letters, data entry, telephone etiquette, and others. (OAR 166-150-0005(13)(a))
Retention:
Retain 2 years after superseded or obsolete.
Photo IDs (HSD1-029)
Series documents photographs and other records used to identify agency employees, private security personnel, contract workers, and others. (OAR 166-150-0160(22)
Retention:
Retain until updated or employee separates.
Point in Time Count (HSD1-030)
Records document a coordinated effort to every person experiencing homelessness on a single night within the community. Records document both sheltered and unsheltered individuals and those in transitional housing in order to track progress towards reducing homelessness, to identify gaps or populations needing dedicated resources, and to remain eligible for funding. They include information on age, race/ethnicity, length of homelessness and disabling conditions and are utilized to help shape policy decisions. (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.
Position Classification and Compensation Records (HSD1-031)
Records Document the description, classification (job profile) and compensation of positions. Records may include reports, position descriptions, position evaluations, compensation studies, job analyses, interview data, selection criteria, authorizations, agreement and related records. (OAR 166-150-0160(23)
Retention:
Retain 3 years after updated or position abolished
Purchasing Records (HSD1-032)
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, vendor release orders, 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.
Reports and Studies (HSD1-033)
Series documents special reports or studies conducted on non-fiscal aspects of an agency's programs, services, or projects, compiled by agency personnel, or by consultants under contract that are not noted elsewhere in this schedule. Records may include final reports distributed either internally or to other entities and the work papers used to compile the report or study. (OAR 166-150-0005(36)) (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.
Timekeeping Records (HSD1-034)
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.
Training Program Records (HSD1-035)
Records related to the design and implementation of training programs provided to employees by the agency. May include class descriptions, instructor certifications, planning documentation, instructional material, course outlines, class enrollment and attendance records, and related significant records. A portion of this information is maintained in the department training database. (OAR 166-150-0005(6))
Retention:
Retain 5 years.
Travel Records (HSD1-036)
Records documenting requests, authorizations, reimbursements, and other actions related to employee travel. 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.
A Note About Correspondence:
At Multnomah County, all electronic correspondence (chats, texts, and emails) is managed through the Multnomah County Capstone Program. If you have physical correspondence that you need to understand retention periods for, please contact Records and Archives and we will help guide you through it.