Series Title (Agency Series #): Description, Retention (Legal Citation)
Clearinghouse Intake Forms (OSCP2-001): Documents application for and authorization of housing assistance provided to low income county residents. Primary types of assistance include low income rent assistance, emergency housing for the homeless, and long distance transportation. Forms show date, client name and address, voucher approvals, type and amount of assistance, client's income, household information, demographic information, and authorizing signatures. A copy of this form is forwarded to DCHS Support Services to serve as a voucher for payment.
Retention: Retain 3 years. (2003-0038/012)
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)) Updated 01/08/2018
Emergency Housing Vouchers (OSCP2-003): Documents the payment of funds to low income county residents for emergency housing. Voucher shows client name, number of people authorized for housing, amount of voucher, approved dates covered by housing voucher, service agency, housing vendor, contact information, and authorizing signatures and date. A copy of this form is forwarded to DCHS Support Services to serve as a voucher for payment.
Retention: Retain 3 years. (MOAR 166-150-0110(1))
Long Distance Transportation Vouchers (OSCP2-002): Documents the payment of funds to low income county residents for emergency long distance transportation. Voucher shows client name, number of people authorized for travel, amount of voucher, destination, type of travel, service agency, transportation vendor, contact information, and authorizing signatures and date. A copy of this form is forwarded to DCHS Support Services to serve as a voucher for payment.
Retention: Retain 3 years. (MOAR 166-150-0110(1))
Phone Logs (OSCP2-004): Documents calls to the Clearinghouse Program requesting assistance. Log is used to verify sequence of calls, since aid is dispersed in the order it is requested. Log entries show date and time of call, client's name, client's social security number, and type of assistance requested.
Retention: Retain 1 year. (2003-0038/013)