Series Title (Agency Series #): Description, Retention (Legal Citation)
Area Plans (ADS5-001): Documents division plan for providing services to clients. Plan is completed to comply with the requirements of various federal programs providing Type B block grant aid (Title XIX Medicaid and Title III Older Americans Act). Plan contains plan summary, issues report summaries, annual plan document, plan guidelines and procedures, on-site assessments, and related correspondence.
Retention: Retain 20 years. (MOAR 166-150-0005(23))
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 County retention schedule. 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. MOAR 166-150-0005(10))
Deposit Notices For Cash Receipts (ADS5-002): Documents deposits made by the department to the County Treasury Section for Central Accounting, Adult Housing, and the Public Guardian. Includes copies of deposit notices, deposit slips, and checks being deposited.
Retention: Retain 5 years. (MOAR 166-150-0210(2))
Directives and Procedures Statements (ADS5-007): Series documents review, assessment, development, and authorization of the division's 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.
Retention: Retain 20 years after superseded. (MOAR 166-150-0005(24))
Disability Services Advisory Council Records (ADS5-005): Records documenting meetings of the DSAC, which provides input to Multnomah County Aging and Disability Services (ADS) on how best to serve people with disabilities in a respectful and conscientious manner. Records include meeting minutes, agendas, exhibits, audiotapes, and related documentation.
Retention: Retain audiotapes 1 year after summarized in minutes. Retain other records permanently. (MOAR 166-150-0005(15))
Expenditure and Service Reports (ADS5-011): Reports submitted to the state Seniors and Persons with Disabilities Division (SPDD) to document expenditures by revenue source, number of services provided, and number of unduplicated clients served. Also includes back-up notations to provide additional information for an audit trail.
Retention: Retain 5 years. (MOAR 166-150-0110(23))
Invoice Detail Records (ADS5-004): Documents details of service deliveries and costs to back-up invoices submitted by service providers for payment. Also documents acceptance and processing of invoices for payment. Information includes a description of the service, date provided, amount billed, provider information, and client information. Much of this information is maintained in the SAP system.
Retention: Retain 5 years. (MOAR 166-150-0110(1))
Multi-Ethnic Action Committee Records (ADS5-006): Records documenting meetings of the MAC, which works to ensure elders and persons with disabilities who are also racial and ethnic minorities have equal access to quality and culturally appropriate services in Multnomah County. Records include meeting minutes, agendas, exhibits, audiotapes, and related documentation.
Retention: Retain audiotapes 1 year after summarized in minutes. Retain other records permanently. (MOAR 166-150-0005(15))
Public Guardian Bank Account Records (ADS5-008(a) and ADS5-008(b)): Documents funds withdrawn or deposited in the Public Guardian account. Individual client balances are maintained on the client account management computer system. Records include copies of checks, deposit slips, balance statements, bank statements, and related documentation.
Retention: ADS5-008(a) Retain 6 years; ADS5-008(b) Retain hard copy records for 30 years due to inability to separate living and deceased client records. (MOAR 166-150-0110(23))
Public Guardian Client Account Management Records (ADS5-009): Documents department's management of client accounts as appointed conservator. Also documents accounting required to reconcile individual accounts maintained in the client account management computer system and SAP and bank account systems. The principal record is the client account management computer system. Other documentation includes check registers, account ledgers, monthly transaction register, and reconciliation reports. Information includes client name, account number, description in individual account transactions, referenced voucher, and related information.
Retention: Client account management system records: retain 6 years after final accounting; retain hard copy for 30 years due to inability to separate living and deceased clients' records. (2008-0012/014)
Public Guardian Client Tax Records (ADS5-012(a) and ADS5-012(b)): Documents annual client tax filings and any other client tax-related activities. Records may include account activity reports, copies of W-2's, W-4's or other state and federally issued tax paperwork, bank statements, and miscellaneous other supporting documentation.
Retention: ADS5-012(a) Retain 6 years; ADS5-012(b) Retain hard copy records for 30 years due to inability to separate living and deceased client records. (MOAR 166-150-0110(23))
Public Guardian Client Vouchers (ADS5-010): Documents payments made on behalf of clients. Required as accounting evidence by ORS 125. Records include payment vouchers, invoices, statements, provider requests for reimbursement, and related supporting documentation.
Retention: Retain 3 years after final client accounting; retain hard copy records for 30 years due to inability to separate living and deceased clients' records. (ORS 125.475)