Series Title (Agency Series #): Description, Retention (Legal Citation)
Coalition Project Records (DOH43-001): Documents projects developed and carried out by the Coalition. Records include financial reports, statistical reports, background material, correspondence, project procedures, budget records, and related information. Projects currently include Guide to Coalition Clinics, Prescription Alliance Fund, Donations Clearinghouse, and Specialty Referral Project.
Retention: Retain 10 years after project completed. (MOAR 166-150-0005(31))
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
Community Health Clinic Volunteer Applications (DOH43-002): Documents the application and approval of volunteers to work in the clinics belonging to the Coalition of Community Health Clinics. Applications show name, work and home addresses, educational background, licensing information, certification information, date, and volunteer's signature.
Retention: Retain 3 years after separation. (MOAR 166-150-0160(26))
Volunteer Program Records (DOH43-004): Records documenting the activities and administration of volunteer programs and volunteers in the agency. May include volunteer hour statistics, volunteer program publicity records, insurance requirement information, Volunteer rosters, newsletters, mailing lists, monthly volunteer schedules, and related records.
Retention: Retain 5 years. (MOAR 166-150-0160(25))