Series Title (Agency Series #): Description, Retention (Legal Citation)

Bridge Accident Reports (TR02-007): Documents all accidents occurring on county bridges and related structures. Records include county accident report, notes, copies of bridge deficiency reports, photographs, police reports, work requests, correspondence and related records. Information includes name and location of bridge, weather conditions, date and time of accident, person(s) and vehicle(s) involved, bridge operator's statement, and description of county property damage.
Retention: Retain 15 years. (99-0039/0001) Pending update

Bridge History and Information Records (TR02-005): Correspondence, memoranda, and similar records which record historic events related to the construction, use, or operation of Multnomah County bridges. Includes letters sent and received, memoranda, notes, reports, studies, news articles, histories, fact sheets, construction summaries, maps, photographs and related records.
Retention: Retain permanently. (Multnomah County Code § 8.502) Updated 12/15/17

Bridge Inspection Reports (TR02-017): Records related to bridge inspections required by the United States Department of Transportation 23 CFR 650.305. Inspections generally are done every two years. Records may include reports prepared in accordance with federal standards, photographs, correspondence and significant related documents. May also include bridge inventory records described in 23 CFR 650.311.
Retention: Retain 2 years after bridge removed from service. (MOAR 166-150-0170(3)) Pending update

Bridge Logs (TR02-013): Documents all bridge operations at the 6 bridges crossing the Willamette River. Shows bridge name, date, time, remarks, information about bridge openings (boat name, direction, time opened/closed, minutes open), other operations, time on/off duty for bridge operator, and related information. See also: Daily Diaries and Operator Checklists. Records from 2002 forward may be accessed in HPE Content Manager.
Retention: Retain permanently. (99-0039/0002) Updated 12/15/17

Bridge Maintenance Records (TR02-002): Records documenting routine and preventative maintenance on county bridges. Currently managed through SAP; will be managed through Cartegraph beginning in 2018.
Retention: Retain 2 years after bridge permanently removed from service. (MOAR 166-150-0185(2)) Updated 12/15/17

Bridge Project Cost Accounting Reports (TR02-001): Documents all fiscal transactions related to Bridge Section Projects. Reports include Project Summary Report for Reimbursable and Transfers (TR4601), Project Summary Report for County Roads and Bridges (4602), Project Leaders Report (TR4701), Labor Cost Reports (TR 4501 and TR 4502), and Manual Billing Report (TR41). Records are duplicated at Yeon Shops.
Retention: Retain 5 years. (99-0039/0003) Updated 12/15/17

Bridge Project Records (TR02-028): Documents all projects related to bridge construction and maintenance. Includes the six Willamette River bridges and numerous smaller bridges and structures in Multnomah County. Records include progress reports, estimates, easements and right-of-ways, inspection and test reports, investigations, photographs, drawings, soundings, copies of contracts and specifications, correspondence, and related records.
Retention: Retain permanently. (MOAR 166-150-0170(4)) Updated 12/15/17

Bridge Special Use Records (TR02-021): Documents the use of bridges for special events and tours. Records include indemnity agreements, tour releases, special use permits, and related correspondence.
Retention: Retain 3 years. (MOAR 166-150-0005(22)) Updated 12/15/17

Daily Bridge Maintenance Time Report (TR02-020): Documents the amount of time various employee spend on bridge maintenance tasks. Report shows employee name, employee number, date, job number, bridge/location, description of work performed, regular hours, other hours, equipment usage, signature, and approval.
Retention: Retain 5 years. (MOAR 166-150-0155(3)) Updated 12/15/17

Daily Diaries (TR02-041): Documents Operator begin and end duty times, accident/incident summaries, maintenance issues and other significant events on the bridges. See also: Bridge Logs and Operator Checklists.
Retention: Retain permanently. (Multnomah County Code § 8.502) Updated 12/15/17

Material/Services Report (TR02-027): Documents materials and/or services used on bridge projects. Report shows work code, district/section number, description of service or material used, cost, and project number.
Retention: Retain 3 years. (MOAR 166-150-0185(4)) Pending update

Operator Checklists (TR02-040): Documents conditions on the bridges for each covered shift, including water level, temperature, weather conditions, if PLC is fully operational, air horn/whistle operational, east towers red pilot light on, radio check and volume check, battery checks for camera and flashlight and Hawthorne cell phone, Broadway air pressure and outside monitors operational. See also: Bridge Logs and Daily Diaries.
Retention: Retain permanently. (Multnomah County Code § 8.502) Updated 12/15/17


OBSOLETE SERIES

These records are no longer created by the Bridge Section.

Bridge Deficiency Reports (TR02-019): Documents problems with bridges reported to the Bridge Section and scheduled for correction. Reports show bridge name, date, name of person reporting problem, description of problem, job description, date, project number, task, completion, and comments.
Retention: Retain 10 years. (MOAR 166-150-0185(2)(b))

Day File (TR02-003): Duplicate copies of all or selected records maintained as a record of daily activities. These are maintained solely as a convenience for reference. May include correspondence, installation sheets, memos, employment records, leave notices, operations memos, and related information. For original or record copies, see applicable records series.
Retention: Retain 2 years. (MOAR 166-150-0005(8))


GENERAL SCHEDULE SERIES

These series will be incorporated into a County General Schedule in 2018. Continue to use until the new County General Schedule is active.

Accounting Reports (TR02-018): Documents expenditures and revenues in personnel, materials and services, and indirect costs. Consists of copies of reports generated by the county's financial system, including detail and summary reports of revenues, expenditures, encumbrances, cash balances, trial balances, payroll, and other reports used in the tracking and reconciliation of budget accounts.
Retention: Retain 5 years. (MOAR 166-150-0110(5))

Accounts Payable Records (TR02-015): Records documenting payment of agency bills for general accounts excluding grants. 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))

Budget Preparation Records (TR02-026): Records documenting the preparation of department budget requests presented to the specified governing body. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 5 years. (MOAR 166-150-0110(8))

Capital Improvement Project Records (TR02-029): Documents capital improvement projects not related to bridge construction or maintenance. Records include progress reports, estimates, easements and right-of-ways, inspection and test reports, investigations, photographs, drawings, soundings, copies of contracts and specifications, correspondence, and related records.
Retention: Retain 10 years after substantial completion of project. (MOAR 166-150-0110(18b))

Competitive Bid Records (TR02-011): Records documenting the publicizing, evaluation, and awarding of quoted bids to vendors and other individuals or organizations. Provides recorded evidence ofaccepted and rejected bids. May include bid exemption documents, bid and quote lists, notices of bid opening and award, comparison summaries, spreadsheets, tabulation worksheets, bid advertising records, tally sheets, bid specifications, correspondence, and related records.
Retention: Accepted bids: retain permanently; rejected bids: retain 2 years. (MOAR 166-150-0110(10))

Contract Administration Records (TR02-024): Documents section receiptand review of all contracts involving the Bridge Section. Records include a copy of contract, contract addenda, and related correspondence.­
Retention: Retain 6 years. (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 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))

Fixed Asset Inventory Records (TR02-010): Inventory records of section fixed assets. Records include asset acquisitions, inventory, asset transfers, and related correspondence. Information often contains asset number, description, purchase ordernumber, location of asset, date received, purchase price, replacement cost, depreciation, and related data.
Retention: Retain 3 years after superseded. (MOAR 166-150-0110(19))

Individual Employee Personnel Records (TR02-016): Records documenting the work history of non-volunteer individual employees withthe agency. Usually maintained as case files. Some material is duplicated at DES personnel. May include employment applications, resumes, appointments, personnel action records, grievance and complaint records, disciplinary records, training records, performance appraisals, accident reports, commissions, licenses, and other records used to document the employee's work history.
Retention: Disciplinary actions: retain 3 years or as specified by unioncontract; all other records: retain 6 years after employee separation. (MOAR 166-150-0160(10))

Leave Requests (TR02-004): Documents leave requested by section employees. Requests show employee's name, type and amount of leave requested, date requested, and supervisor's approval.
Retention: Retain 5 years. (MOAR 166-150-0155(3))

Payroll Registers (TR02-006): Registers or records serving the same function of documenting the earnings, deduction, and with holdings of section employees. Duplicated at Central Payroll. Information usually includes employee name and number, social security number, hours worked, rate, overtime, vacation value, leave taken or accrued, various allowances, gross pay, federal and state withholding, voluntary deductions, net pay, and related data.
Retention: Retain 3 years. (MOAR 166-1150-0155(9))

Petty Cash Records (TR02-012): Documents authenticating petty cash purchases and requesting reimbursement from department for 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 (TR02-008): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the section. Includes purchase orders and requests, purchase authorizations, requisitions, contract release orders, material and cost specifications, central stores or printing orders, telephone service orders, and similar records.
Retention: Retain 3 years. (MOAR 166-150-0110(21))

Recruitment And Selection Records (TR02-025): Records related to the recruitment and selection process for filling open positions within the section. Often includes job announcements, applicant lists, position advertisement records, civil service and other examination records, classification specifications, affirmative action statistical sheets, interview questions, video tapes, applicant background investigation information, position authorizationforms, certification of eligibles, employment eligibility verification forms, and related records.
Retention: Retain announcement records, position description, and records documenting creation of test and rating scale 10 years; retain unsolicited applications and resumes 3 months if not returned to solicitor; retain unsuccessful applications and other records 3 years after position filled or recruitment cancelled) (MOAR 166-150-0160(23))

Time Records (TR02-009): Records documenting hours worked, leave hoursaccrued, and leave hours taken by section 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 5 years. (MOAR 166-150-0155(3))