Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounts Payable Records (ES05-001): Records documenting payment of program bills for general accounts. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, and similar records.
Retention: Retain 3 years. (MOAR 166-150-0110(1))
Budget Preparation Records (F01-003): 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 2 years. (OAR 166-150-0110(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 Multnomah County Retention Schedules. 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. (OAR 166-150-0005(10))
Human Resources Committee Records (ES05-003): Records documenting meetings within the county which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items. Committees include, but are not limited to, TRAC User Group, HR Forum, Human Resources Staff, Personnel Unit, A-Team, and Human Resources Committee.
Retention: Retain 2 years. (MOAR 166-150-0005(18))
Legislative Tracking Records (F01-012): Series used to monitor legislation which may have an impact on an agency's current operations or policies. Records include concept statements, proposals, bill logs, fiscal/organizational impact analysis papers, copies of bills, testimony summaries, committee reports, agendas, and correspondence.
Retention: Retain 2 years. (OAR 166-150-0005(14))
Organizational Records (ES05-007): Records documenting the arrangement and administrative structure of an agency. Includes charts, statements, studies, and similar records. May also include studies to determine the merit and feasibility of reorganization plans, as well as other major studies related to the administrative hierarchy.
Retention: 2 years after superseded. (OAR 166-150-005(22))
Planning Records (F01-016): Series documents long-range plans and the development of an agency's mission statement and work objectives. Records include strategic plans, mission statements, preliminary drafts, work notes, and related correspondence.
Retention: Mission Statements and plans: Retain 20 years; Other records: Retain 5 years. (OAR 166-150-0005(25))
Time Records (ES05-006): Records documenting hours worked, leave hours accrued, and leave hours taken by agency 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))
Travel Records (Employee) (ES05-005): 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(23))