Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounts Payable Records (DA2-004): Records documenting payment of agency bills. Records include invoices, 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. Much of this information is currently maintained in the MERLIN/SAP system.
Retention: Retain 3 years. (MOAR 166-150-0110(1))
Accounts Receivable Records (DA2-020): Records documenting revenues owed to the agency by vendors, citizens, organizations, governments, and others to be credited to general accounts excluding grants. Also documents billing and collection of moneys. May include reports, receipts, invoices, awards, logs, lists, summaries, statements, and similar records. Information often includes, receipt amount, date, invoice number, name, account number, account balance, adjustments, and similar data. SEE ALSO Grant Records below.
Retention: Retain 3 years after collected or deemed uncollectible. (OAR 166-150-0110(2))
Billing Records (DA2-005): Records documenting revenues owed to the agency by both county departments and external organizations. Also documents billing and collection of moneys. Records include invoices, billing reports, document and transaction information from SAP, and related information.
Retention: Retain 3 years. (MOAR 166-150-0110(2))
Budget Preparation Records (DA2-014(a) and DA2-014(b)): Records documenting the preparation of office budget requests presented to the county commissioners. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: DA2-014(a) Adopted budget: retain 10 years; DA2-014(b) Preparation records: retain 5 years. (MOAR 166-150-0110(8))
Citizens Budget Advisory Committee Records (DA2-009): Records documenting the proceedings of any regularly scheduled, special, executive session, or emergency meeting of the committee. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, tape recordings, and significant correspondence and memoranda.
Retention: Retain permanently. (MOAR 166-150-0110(8))
Computer System Maintenance Records (DA2-015(a) and DA2-015(b)): Computer System Maintenance Records Records document the maintenance of computer systems and are used to ensure compliance with any warranties or service contracts; schedule regular maintenance and diagnose system or component problems; and document systems backups. Records may include but are not limited to computer equipment inventories, hardware performance reports, component maintenance records (invoices, warranties, maintenance logs, correspondence, maintenance reports, and related records), system backup reports and procedures, and backup tape inventories, and related documentation.
Retention: DA2-015(a) Records related to system or component repair or service: Retain life of the system or component; DA2-015(b) Records related to regular or essential records backups: Retain 1 year after superseded or obsolete. (OAR 166-150-0125(1))
Computer System Program Documentation (DA2-016(a) and DA2-016(b) and DA2-016(c)): Records document the addition, modification, or removal of software from a computer system. Records usually fall into six categories: 1) records that document operating systems; 2) records that document the in-house creation and modification of application programs; 3) records that document the structure and form of data sets; 4) records that document the use of commercial software packages; 5) records that document the structure of the system; and 6) records that document system-to-system communication. Records may include but are not limited to system overviews, operation logs, job listings, operator instruction manuals, system development logs, system specifications and changes (including narrative and flow chart descriptions), conversion notes, data set logs, data set inventories, data set record layouts, hard copies of tables, data dictionaries, data directories, programming logs, program specifications and changes, record layouts, user views, control program table documentation, program listings, commercial software manuals, and related correspondence and documentation.
Retention: DA2-016(a) Migration plans: Retain until superseded; DA2-016(b) System structure records: Retain for the life of system; DA2-016(c) Other records: Retain 2 years after system superseded. (OAR 166-150-0125(2))
Contract Administration Records (DA2-013): Documents the management of contractor activities and payments for all District Attorney contracts. Records include expense reports, copies of payment vouchers (including payment memos and invoices), contract approvals, contract amendments, contract review checklist, data entry screens, contract routing form, copy of contract, certificates of insurance, contractor information (bankruptcies, lawsuits, etc.), and related correspondence.
Retention: Retain 10 years. (MOAR 166-150-0005(7c))
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
Deposit Notices (DA2-006): Receipts are for non-county payments for contracted expenses and accident claims. Records include bank receipt, copy of deposit slip, SAP report showing document number, copies of checks and other instruments, and related records.
Retention: Retain 3 years. (MOAR 166-150-0110(2,5))
Employee Travel Records (DA2-019): 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.
Retention: Retain 3 years. (MOAR 166-150-0110(24))
Grant Accounting Records (DA2-007): Records document the financial administration, monitoring, and status of grants in which the department is the recipient of grant funding. Grants may come from federal or state governments or foundations and other private funding sources. Records may include, but are not limited to, progress reports, budgets, project objectives, proposals, and summaries, records documenting allocation of funds, contracts, financial reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation.
Retention: Retain 5 years after final financial report is submitted and account is closed. (MOAR 166-150-0110(17))
Grant Records (DA1-004(a) and DA1-004(b)): Records document the application, evaluation, awarding, administration, monitoring, and status of grants received and administered by the District Attorney's Office. Most grants are federally funded under US Department of Justice programs, but some are funded under other federal, state, and nonprofit programs. 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 documenting allocation of funds; contracts; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation.
Retention: DA1-004(a) Original application, amendments, and annual financial, performance, or final reports: Retain permanently; DA1-004(b) other records: retain 5 years. (MOAR 166-150-0110(17))
Individual Employee Personnel Records (DA2-001): Records may include original and subsequent employment applications, personnel actions, personnel information documents, combined turnaround sheets, employee history forms, resignations, discharges, certification lists, settlement agreements, recommendations and commendations, disciplinary actions, merit ratings, overtime information, performance evaluations, leave of absence requests, emergency notification form, bus pass information, resume, correspondence, recruitment and selection records, and similar information.
Retention: Disciplinary actions: retain 3 years or as specified by union contract; all other records: retain 6 years after employee separation (*Retain indefinitely per agency request*). (MOAR 166-150-0160(10))
Information System Planning and Development Records (DA2-017(a) and DA2-017(b)): Records document the planning and development of information systems. Although these records typically document computerized information systems, they may also document manual filing systems and microfilm systems. The records are used to insure that planned systems will help the institution fulfill its missions, are cost-effective, conform to adopted information standards, and integrate with existing institution information systems. Records may vary according to the level of documentation required for each system, but may include information technology plans, feasibility studies, cost-benefit analyses, institution studies and surveys, information management project records, system specifications and revisions, software evaluations, component proposals, technical literature, vendor literature and proposals, and correspondence.
Retention: DA2-017(a) Implemented systems: Retain life of the system; DA2-017(b) Unimplemented systems: Retain 3 years. (OAR 166-150-0125(8))
Payroll Administrative Reports (DA2-003): Reports, statistical studies, and other records designed and used for budget preparation, projections, workload and personnel management, research, and general reference. Often consists of recapitulation reports organizing wages, deductions, and other data into categories such as quarter-to-date, year-to-date, fiscal year-to-date, department, division, section, employee/employer contributions, and others.
Retention: Retain 3 years. (OAR 166-150-0155(8))
Purchasing Records (DA2-008): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the agency. Most of this information is maintained in electronic only format in the SAP system. Includes quotes, requisitions, purchase orders, limited purchase orders, and related records. Most hard copy information is eventually integrated into the accounts payable records.
Retention: Retain 3 years. (MOAR 166-150-0110(21))
Recruitment And Selection Records (DA2-018): Records related to the recruitment and selection process for filling open positions within the DA's Office. Records include position recruitment announcements, applications, examinations (including keyed copy of written examination, scoring criteria, oral board questions and scoring criteria, performance examination and scoring criteria), rater certification from oral board members, adverse impact analyses, master eligible list, applicant summary report from TRAC, applicant flow report from TRAC, record of any candidate challenges and resolution, certification of eligibles, documentation of the selection process, and related correspondence. Also includes "inactive applications."
Retention: Retain 10 years after position filled or recruitment cancelled. (MOAR 166-150-0160(23))
Time Records (DA2-002): Records documenting hours worked, leave hours accrued, and leave hours taken by agency employees. Also includes investigator time records used for billing purposes. Information usually includes employee name and social security number, hours worked, type and number of leave hours taken, total hours, dates, and related data.
Retention: Retain 5 years. (MOAR 166-150-0155(3))