Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounts Payable Records (BOCC-005): Records documenting payment of program bills. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, cancelled checks or warrants, and similar records.
Retention: Retain 3 years. (MOAR 166-150-0110(1))
Commissioner's Records (BOCC-001): Records used by individual commissioners to document research, communication, planning, departmental oversight, constituent interaction, and other functions of their offices. Records include correspondence, reports, surveys, reference material, promotional material, meeting notes, plans, studies, media releases, and similar records. Information is often arranged by subject.
Retention: Retain permanently (2007-0014/001)
Employee Time Records (BOCC-006): Records documenting hours worked, leave hours accrued, and leave hours taken by 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.
Retention: Retain 4 years. (OAR 166-150-0155(3))
Petty Cash Records (BOCC-003): Documents authenticating petty cash purchases and requesting reimbursement from petty cash fund. Records include receipts, transaction statements, petty cash form, and memo requesting payment.
Retention: Retain 3 years. (MOAR 166-150-0110(20))
Purchasing Records (BOCC-004): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services. Much of this information will be maintained in electronic only format in the SAP system. Includes quotes, requisitions, purchase orders, limited purchase orders, and related records.
Retention: Retain 3 years. (MOAR 166-150-0110(21))
Staff Correspondence (BOCC-002): 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 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 (e.g. records reflecting policy decisions should be included with the Commissioner's records); Communications not meeting the above criteria do not need to be filed and may be retained as needed. (MOAR 166-150-0005(10))