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
Borrower Registration Records (L04-001)
Records used to grant citizens library cards and privileges as well as to control circulation of library holdings. Most of this information is maintained in the library's integrated library computer system. Individual borrower registration information may include name, address, telephone number, date of birth, signature, expiration date, identification number and related information. (OAR 166-150-0140(2))
Retention:
- L04-001(a): Registration forms: retain until processed.
L04-001(b): Registration record: retain until superseded or 3 years after last used.
Budget Preparation Records (L04-006)
Records documenting the preparation of program budget requests presented to division and department management. 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.
Circulation System Statistical Reports (L04-004)
Documents information pertinent to the circulation of library materials in the county library system. Most of this information is maintained in the library's integrated library system; some reports are printed. Information may include patron's name, material requested, library holding material, holds placed, and related information. Printed reports include shipping report, hold alert report, search alert report, and expired hold report. (OAR 166-150-0140(4))
Retention:
Retain until transaction completed.
Daily Schedules (L04-010)
Records documenting and facilitating routine planning and scheduling. Schedules show daily staff work assignments, including name, assignment, location, and hours. (OAR 166-150-0005(39))
Retention:
Retain 1 year.
Employee Time Records (L04-005)
Records documenting hours worked, leave hours accrued, and leave hours taken by agency 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.
Patron Account Management Correspondence (L04-009)
Documents communications between circulation services and patrons. Information is entered into the integrated library system when received. Includes letters sent and received, memoranda, notes, and other records related to library system patrons and the circulation system. (OAR 166-150-0005(8))
Retention:
Retain until entered in integrated library system.
Staff Meeting Records (L04-011)
Records documenting staff meetings attended by Circulation Services staff which 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. Some records may merit inclusion in other record series with longer retention periods if the subject matter adds significant information to that series. (OAR 166-150-0005(18))
Retention:
Until no longer needed.
Note: Recent reduction from 2 years.