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))
Correspondence, Routine (ES05-002): Correspondence, memoranda, and similar records of a transitory or housekeeping nature which do not add significant information to the program or primary functional responsibility of the office. Includes letters sent and received, memoranda, notes, transmittals, acknowledgements, holiday notices, community affairs notices, charity fund drive records, parking space assignment lists, routine requests for information or publications, thank you notes, and similar records.
Retention: Retain as needed. (OAR 166-150-0005(8))
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(16))
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Retention: 2 years after superseded.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))
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(24))