Series Title (Agency Series #): Description, Retention (Legal Citation)
Bank Statements (DOH45-001): Records documenting the current status and transaction activity of department funds held at banks. Includes bank statements and cancelled checks. 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.
Retention: Retain 5 years. (MOAR 166-150-0210(2))
Contract Administration Records (DOH45-002): Documents receipt and review of all contracts involving DOH. Records include a copy of contract, contract addenda, monitoring reports, annual contractor reports, contractor brochures and other informational items, correspondence, requests for proposals and other bid records, insurance certificates, and related records.
Retention: Retain 6 years (MOAR 166-150-0005(7))
Contracts (DOH45-003): Documents the duly executed and binding contractual agreements between the department and other parties. Includes contracts, exhibits, bid documents, change orders, proposals, and significant related correspondence. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures.
Retention: Retain 6 years after expiration. (MOAR 166-150-0005(7))
Correspondence: Records that: 1. document communications created or received by an agency AND 2. directly relate to an agency program or agency administration AND 3. are not otherwise specified in the Multnomah County Retention Schedules. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, and information about contracts, purchases, grants, personnel and particular projects or programs.
Retention: File with the associated program or administrative records. Communications not meeting the above criteria do not need to be filed and may be retained as needed. (OAR 166-150-0005(10)) Updated 01/08/2018
Goods and Services Payment Records (DOH45-005): Records documenting payment of department bills. Records include invoices, packing slip, printout including document number, and supporting documentation. Information includes invoice number and amount, receipt document number, purchase order number, document number, approval signature and date, and related information.
Retention: Retain 5 years. (MOAR 166-150-0110(1))
Medical Claims (DOH45-006): Records documenting payment of bills submitted by non-county medical providers. Primarily includes Health Care Financing Agency (HCFA) forms 1500 and UB92, which are insurance claim forms. Information include provider's name and address, patient's name and personal information, procedure(s) performed, and amount billed. May also include supporting documentation.
Retention: Retain 6 years. (45 CFR 164.530(j))
Order Requests (DOH45-007): Records documenting requests for special orders by various Health Department programs. Orders show date ordered, ordering program/person, address, item(s) ordered, quantity, and related information.
Retention: Retain 5 years. (MOAR 166-150-0110(21))
Requests For Proposals (DOH45-008): Documents county requirements for contractors providing services to the department and contractor's proposals for providing those services. Includes information about contractor budgets, staffing, service summaries, county program requirements, contractor resume, and related information.
Retention: Retain 6 years after bid awarded. (MOAR 166-150-0110(10))