Series Descriptions

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


Accounting Reports (DCJ2-005): Reports created for internal use documenting the status of funds, bank accounts, investments, and other accountings of department funds. Includes budget allotment and fund reconciliation reports. Also includes projection records related to future receipts and disbursements. Reports are generated on a daily, weekly, monthly, quarterly, or similar basis. Information includes date, account balances, type and summary of activity, and related data. Most of these reports are maintained in the county SAP system.
Retention: Retain 5 years. (MOAR 166-150-0110(4))

Accounts Payable Records (DCJ2-001): Records documenting payment of agency bills for general account. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, cancelled checks or warrants, and similar records.
Retention: Retain 5 years. (MOAR 166-150-0110(1))

Accounts Receivable Records (DCJ2-002 and DCJ2-002M): Records documenting revenues owed to the department by vendors, citizens, organizations, governments, and others to be credited to general accounts. Also documents billing and collection of moneys. May include reports, receipts, invoices, awards, logs, lists, summaries, statements, and similar records. Information often includes receipt amount, invoice number, name, account number, account balance, adjustments, and similar data.
Retention: All non-medical records (DCJ2-002): Retain 5 years; Medical billing records (DCJ2-002M): Retain 10 years after last service or until 21st birthday, whichever is longer. (MOAR 166-1150-0110(2), OAR 166-150-0060(2))

Budget Preparation Records (DCJ2-003): Records documenting the preparation of division budget requests presented to be included in the department budget. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 3 years. (MOAR 166-150-0110(8))

Business Associates Agreements (JSD10-001): Documents the contractual relationship between the department and another agency which provides case management and file retention for treatment programs.
Retention: Retain 6 years after expiration. (MOAR 166-150-0005(7))

Contract Administration Records (ASDGEN-006): Documents the management of contractor activities and payments for all division contracts. Records include expense reports, copies of payment vouchers (including payment memos and invoices), contract approvals, contract amendments, contract review checklist, contract routing form, copy of contract, contractor information (bankruptcies, lawsuits, etc), and related correspondence. Records may also be included in SAP and in a variety of supporting electronic and paper documents.
Retention: Retain 10 years. (MOAR 166-150-0005(7))

Contracts (DCJ1-004): Documents the duly executed and binding contractual agreements between the agency and other parties. May include contracts, exhibits, bid documents, change orders, proposals, and significant related correspondence. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures.
Retention: Significant and historic intergovernmental agreements - Retain permanently; Construction contract records - Retain 10 years after substantial completion; other contracts, leases, and agreements: retain 6 years after expiration. (MOAR 166-150-0005(7))

Employee Travel Records (DCJ2-009): Records documenting requests, authorizations, reimbursements, and other actions related to employee travel. Includes expense reports and receipts, vouchers, requests, authorizations, and related documents. Retention applies to private vehicle usage as well. Information often includes estimated costs, prepayments, final costs, destination, method of transportation, travel dates, approval signatures, and related data.
Retention: Retain 3 years. (MOAR 166-150-0110(24))

Equipment Maintenance Records (ASDGEN-012): 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, purchase request forms, and memoranda.
Retention: Retain 1 year after equipment disposed. (MOAR 166-150-0105(8))

Grant Records, Primary (DCJ1-006): Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which the department is the recipient, grantor, allocator, or administrator. Grants may come from federal or state governments or foundations or other funding sources. Records may include but are not limited to applications including project proposals, summaries, objectives, activities, budgets, exhibits, and award notification; grant evaluation records and recommendations concerning grant applications; grant administration records including progress reports, budgets, project objectives, proposals, and summaries; records documenting allocation of funds; contracts; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation.
Retention: Final reports from significant grants to the county: retain permanently; records documenting the purchase and/or disposal of real property: 10 years after substantial completion (as defined by ORS 12.135(3)), or 3 years after final disposition, or as specified in agreement, whichever is longer; other grant records: 3 years after annual or final expenditure report submitted and approved or, as specified in agreement, whichever is longer; unsuccessful grant applications: retain 1 year after rejection or withdrawal. (MOAR 166-150-0110(17))

Purchasing Records (DCJ2-006): Records documenting orders, authorizations, and evidence of receipt of the purchase  of goods and services by the department. 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))

Supervision Fee Accounting Records (DCJ2-008): Documents the  department's collection of supervision fees as required by OAR 255-065-0020. Records include active database records maintained on the State Department of Corrections, Corrections Information System (CIS), monthly transaction records, and an electronic document (flat file MOBIUS report) containing all existing transaction data up to the point (June 1999) that the system was transferred from DJACJ to the state's CIS system. Information includes justice-involved individual's name, address, identification number(s), amount paid, date paid, balance owed, address and name changes, parole/probation status, and account closure.
Retention: CIS records: retain 5 years after last activity; Mobius transaction reports: retain 5 years; monthly transaction records: retain 3 years. (MOAR 166-150-0110(2))