Series Title (Agency Series #): Description, Retention (Legal Citation)
Accident/Incident Reports (SS3-009): Series used to report employee accidents to agency supervisors. Records may include SAIF accident reports, accident reports, occupational injury report and investigation, and employee identification and physical assessment form.
Retention: Retain 10 years after case closed. (MOAR 166-150-0200(5))
Contract Compliance Monitoring Records (SS3-001): Documents the departments monitoring of contractors' compliance with department, state, and federal requirements. Records include annual independent audits of contractors, annual audited financial statement of contractor, contractor information sheet, contract budgets, quarterly budget expenditure comparison report, insurance certificates, monthly expenditure reports, compliance review, worker's compensation insurance statements, correspondence, and related records.
Retention: Retain 10 years. (MOAR 166-150-0005(7))
Correspondence, Ephemeral (SS3-013): Series documents communications received or sent which do not contain significant information about a county's programs or routine agency operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.
Retention: Retain until read. (MOAR 166-150-0005(8))
Correspondence, General (SS3-012): 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, and attachments.
Retention: Retain 1 year. (MOAR 166-150-0005(8))
Correspondence, Program (SS3-014): 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, and other records related to specific programs or primary functions.
Retention: Retain 5 years. (MOAR 166-150-0005(8))
Equipment Maintenance Records (SS3-004): Records may include purchase orders, lease agreements, warranties, vendor statements, service contracts, charge call bills, fax activity reports, property disposition requests, invoices for equipment repair, and related records.
Retention: Retain 1 year after equipment disposition. (MOAR 166-150-0105(8))
Facility Security Records (SS3-011): Series documents security provided for department buildings and grounds. Records include security logs, sign-in sheets, security reports, incident reports, and related records.
Retention: Retain 2 years. (MOAR 166-150-0005(35))
Informal Quotes (SS3-005): Documents solicited quotations for purchases that do not require competitive bidding (less than $50,000 and not involving capital construction) as specified in PCRB 10.120. Records include written records of each quote, quotation tabulation forms (PD44), and requisitions (RX30). Information includes vendor name and address, name of vendor contact, price quote and delivery date, date of quote and how long quote is valid, terms, and specifications of the items being quoted.
Retention: Retain 3 years. (MOAR 166-150-0110(21))
Inventory Records (SS3-003): Inventory records of expendable and non-expendable agency property or assets. Records include inventories, property acquisition/disposition records, correspondence, and related records. Information often contains asset number, description, purchase order number, location of asset, date received, purchase price, replacement cost, depreciation, and related data.
Retention: Retain 6 years. (MOAR 166-150-0110(19))
Occupational Injury And Illness Records (SS3-008): Series is used to provide the Oregon Occupational Safety and Health Administration (OR-OSHA) with workers' compensation claim information about agency employees. Records may include logs and summaries, serious injury reports, injury cost reports, and annual occupational injuries and illnesses surveys.
Retention: Retain 6 years. (OAR 166-150-0200(12))
Purchasing Records (SS3-002): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the department. Records include purchase orders, limited purchase orders, requisitions, central stores orders, copies of vendor invoices, requests for quotations, vendor quotations, copies of shipping slips, copy of payment voucher, correspondence, and related records.
Retention: Retain 5 years. (MOAR 166-150-0110(21))
Telecommunications Billing Records (SS3-006): Records documenting payment of telecommunication service bills. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, payment log, receipt records, cancelled checks or warrants, and similar records.
Retention: Retain 5 years. (MOAR 166-150-0110(1))
Telecommunications Service Requests (SS3-007): Documents county requests for telecommunications services from a variety of providers. Records include charge forms, invoices, service request form, correspondence, and related records. Information includes service description, cost, provider information, and accounting information.
Retention: Retain 5 years. (MOAR 166-150-0125(12))
Workplace Safety Committee Records (SS3-010): Series documents the actions of the committee that oversees or advises the agency in relation to safety issues. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, tape recordings, correspondence, and related documents. Subjects include hazards to employees and the general public, construction design, and repair safety concerns, suggestions, complaints, state and federal rules and regulations, and others.
Retention: Minutes: Retain 10 years; other records: Retain 5 years. (OAR 166-150-0200(17))