DCJ Human Resources Retention Series (DCJ3 & ASD1)

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  

Background Checks (DCJ3-001)

Documents department investigations into the work and personal history of employees and applicants. Records include correspondence, reports, records requests, and printouts relating to residence history, credit history, driving record, educational background, employment history, and references. (OAR 166-150-0160(6))

Retention:

• DCJ3-001(a) Background check log, until superseded or obsolete. 
• DCJ3-001(b) All other records, 90 days. 

Note: Recent retention changes.

Corrections Systems Employee Certifications (ASD1-004)

Documents certification that division employees are trained and authorized to use LEDS (State Police), OJIN (State Dept of Corrections), and PPDS (Portland Police) information systems. Records include training records, certificates, and related correspondence. (OAR 166-150-0160(12)(b))

Retention:

• Retain 6 years after separation. 

Employee Credentials (DCJ3-004)

Documents employee certifications, degrees, or other credentials required for county jobs. Includes original or copy of required document and related correspondence. (OAR 166-150-0160(12)(b))

Retention:

• Retain 6 years after separation.

Employee Discipline Records (DCJ3-015)

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. (NOTE: File internal investigations case files for disciplinary records related to law enforcement personnel under MCSO5-005). (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: Retain 10 years after employee separation. 

Employment Eligibility Verification Forms (DCJ3-013)

Records document the filing of U.S. Immigration and Naturalization Service Form I-9 form that verifies that an applicant or employee is eligible to work in the United States. Information includes employee information and verification data such as citizenship or alien status and signature, and employer review and verification data such as documents that establish identity and eligibility, and employer’s signature certifying that documents have been checked. (OAR 166-150-0160(14)) (8 CFR 274a.2)  

Retention:

• 3 years after date of hire or 1 year after employee separation, whichever is longer.

Employee Hazard Exposure Records (DCJ3-014)

These records document employee exposure to unhealthy or unsafe conditions, including harmful substances, like chemicals, toxins, radiation, or dust; biological risks, like viruses, bacteria, or fungus; and physical strains like extreme heat or cold, loud noises, heavy vibrations, and repetitive motions. Records might include lab tests, incident reports, first-aid records, X-rays, air sampling, radiation measurement, and related records. (OAR 166-150-0160(10))

Retention:

• DCJ3-014(a) Noise exposure measurement records, 2 years. 
• DCJ3-014(b) Hearing sensitivity test records, until employee separation.
• DCJ3-014(c) All other records, 30 years after separation.

Employee Investigation Records (ASD1-005) 

Records documenting investigations of department personnel for violations of laws, rules, or policies and may include findings and dispositions of investigations. Records often contain complaints, correspondence, investigatory reports, interviews, hearing summaries and testimony, and related documents. Information usually includes name of employee being investigated, reason, location of violation, date, witnesses' names and addresses, action taken, and related data. (OAR 166-150-0160(7))

Retention:

• ASD1-005(a) Investigations resulting in termination, 10 years after employee separation.
• ASD1-005(b) All other investigation records 5 years after resolution. 

Employee Medical Records (DCJ3-005) 

Records document an individual employee's work related medical history. These records are not personnel records and must be kept physically separate from employee personnel records -- in a separate location, as required by the Americans with Disabilities Act. Records may include documentation of significant health or disability limitations related to job assignments, documentation of work related injuries or illnesses, drug testing records, first-aid incident records, physician statements, release consent forms, immunization documentation (including COVID-19 vaccination records), and related correspondence. (OAR 166-150-0160(11))

Retention:

• Retain 6 years after separation.

Note:  Hazard Exposure records is now a separate series - see DCJ3-014

Grievance Records (DCJ3-006)

Documents grievances filed against the county by department employees or their representatives. Records may include grievance forms, department responses, meeting notes, Labor Relations responses, arbitration records, and related correspondence. (OAR 166-150-0160(18))

Retention:

• Retain 5 years after final decision issued.

Note: Recent increase from 3 years.

Individual Employee Personnel Records (DCJ3-007)

Records documenting the work history of non-volunteer individual employees with the department. Also includes the supervisor's working employee file. May include employment applications, resumes, appointments, personnel action records, disciplinary records, performance appraisals, and other records used to document the employee's work history. Portions of this information are maintained in the departmental employee database. (NOTE: Employee disciplinary records and medical files have different retentions. Please file under the appropriate series.) (NOTE: For employees considered "police officers" as defined in ORS 181A, see MCSO6-007.) (OAR 166-150-0160(7)(b)) (OAR 166-150-0160(12)(b))

Retention:

• Retain 6 years after employee separation.

Recruitment and Selection Records (DCJ3-009)

Record related to the recruitment and selection process for filling open positions within the department. Often includes job announcements, applicant lists, position advertisement records, civil service and other examination records, classification specifications, affirmative action statistical sheets, interview questions, video tapes, applicant background investigation information, position authorization forms, certification of eligibles, employment eligibility verification forms, and related records. (OAR 166-150-0160(24))

Retention:

• DCJ3-009(a) Announcement records, position description, and records documenting creation of test and rating scale: retain 10 years. 
• DCJ3-009(b) All other records: retain 5 years after position filled or recruitment cancelled.

Note: Recent increase from 3 years after position filled or recruitment cancelled.

Time Records (DCJ3-010)

Records documenting hours worked, leave hours accrued, and leave hours taken by department employees. 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 5 years. 

Training Program Records (DCJ3-011)

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. For Video/Audio Recordings between JIIs and PPOs for the Purpose of PPO Training: See ASD11-011. (OAR 166-150-0005(6))

Retention:

• DCJ3-011(a) Records related to Probation & Parole Officers or Custody Services Staff: Retain 20 years.

• DCJ3-011(b) All other records: Retain 5 years.