Series Title (Agency Series #): Description, Retention (Legal Citations)
Adopted Budget (BUD-006): Documenting the final annual financial plan approved by a the Board of County Commissioners for all county expenditures. Information may include budget message, financial summaries, revenues and expenditures, operating programs, debt service, position and wage analysis, overhead allocations, organization charts, previous actual and budgeted amounts, and related data. Duplicate copies should be retained as needed.
Retention: Retain permanently. (MOAR 166-150-0110(7))
Budget and Revenue Manuals (BUD-005): These manuals are created to provide instruction to department staff about how to prepare budgets and forecast revenue. Manuals include instructions, examples, rules, contact information, forms, and a variety of materials in both paper and electronic form used to prepare the manuals.
Retention: Retain final manuals permanently; retain preparation materials 5 years after superseded. (MOAR 166-150-0005(24))
Budget Evaluation Records (BUD-008): Records documenting the evaluation of various budget processes. Includes budget requests and supplementary information, budget modifications, performance measures, and related information. Much of this information is maintained electronically in document-based formats.
Retention: Retain 10 years. (OAR 166-150-0110(7))
Budget Preparation Records (BUD-007): 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. Much of this information is maintained electronically in a variety of document-based formats, primarily spreadsheets, but also including word processing documents and email messages. There is also a significant amount of SAP data dedicated to budget preparation.
Retention: Retain 10 years. (MOAR 166-150-0110(7))
Correspondence, Ephemeral (BUD-002): Series documents communications received or sent which do not contain significant information about programs, fiscal status, or routine operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, email messages and attachments, and other records of a preliminary or informational nature.
Retention: Retain until read. (MOAR 166-150-0005(8))
Correspondence, General (BUD-003): Series documents communications received or sent which do not contain significant information about an agency's programs. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, email messages and attachments.
Retention: Retain 1 year. (MOAR 166-150-0005(8))
Correspondence, Program (BUD-004): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of the office. Includes letters sent and received, memoranda, notes, email messages, attachments, and other records related to specific programs or primary functions.
Retention: Retain 5 years. (MOAR 166-150-0005(8))
Research Project Records (BUD-001): Records documenting the methodology and results of research projects conducted by the program. Projects may be ad hoc or continuing in nature and cover the gamut of county activities. Records relating to these projects are maintained in three loosely defined groups: raw data, working papers, and final reports. Raw data is paper and electronic information used to populate databases and spreadsheets. Information is often in survey format. Working papers includes spreadsheets, databases, draft reports, reviewer comments, and related background information used to produce the final reports. Final reports are published and online [http://dss.co.multnomah.or.us/fin/budget/] formal reports that summarize research and policy related to projects.
Retention: Final reports: retain permanently; working papers: retain 10 years after final report completed; raw data: retain until final report completed. (Unscheduled)
Training Records (BUD-009): Records used to train department staff about various parts of the budget process. Includes handouts, outlines, powerpoint presentations, and related records.
Retention: Retain 5 years. (MOAR 166-150-0160(24))