Community Justice: Common Records
These records are typically created and managed by more than one program or division. If you do not find your records here, check your program's schedule or contact Lauren Kelly (lauren.kelly@multco.us, 503-988-3741).
Calendars and Scheduling Records (ASDGEN-004):
Records documenting and facilitating routine planning, scheduling, and similar actions related to meetings, appointments, trips, visits, and other activities. Includes calendars, electronic (including handheld) organizers, appointment books, notes, telephone messages, diaries, and similar records.
Retention: Retain 1 year. (MOAR 166-150-0005(25))
Client Logs (ASDGEN-005):
Documents client visits to division offices. Required at each Adult Services site. Logs show date, client's name, person client is visiting, and time signed in and out.
Retention: Retain 5 years.
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 County and Special District General Records Retention Schedule (OAR 166-150) or in ORS 192.170. 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. If the correspondence is maintained electronically, especially in an email system, please contact the County Records Management Program for preservation assistance.
Retention: File with the associated program or administrative records and retain for the same period. (MOAR 166-150-0005(10))
Incident Reports:
See Safety Program records.
Petty Cash Records (ASDGEN-017):
Documents authenticating petty cash purchases and requesting reimbursements from the department petty cash fund. Records include receipts, transaction statements, petty cash form, and memo requesting payment. The primary transactional record is maintained in SAP, with supporting documentation, including electronic information, maintained separately. Also see Business Services and Financial Operations records.
Retention: Retain 3 years. (MOAR 166-150-0110(1,2))
Policies and Procedures Records:
See Human Resources records.
Publications:
See Director's Office records.
Reports and Studies (ASDGEN-022(a) and ASDGEN-022(b)):
Records document special reports or studies conducted on the division's programs, services, or projects, compiled by division personnel, or by consultants under contract. Includes final report distributed either internally or to other entities and the work papers used to compile the report or study. For reports and studies maintained in electronic format, please contact the County Records Management Program for preservation assistance. For reports by the Research Applications Program see the RAP retention schedule.
Note: Any compilation of CJI digital or printed media along with any PII digital or printed media will be sanitized prior to reporting distribution and will additionally be destroyed as soon as the purpose of the data is met, or within one year, whichever is sooner. For more information, see OAR 166-017-0090 Records Destruction Requirements for Electronic Records and Criminal Justice Information Services (CJIS) Security Policy.
Retention: ASDGEN-022(a) Final report: retain permanently; ASDGEN-022(b) Other records: retain 5 years. (MOAR 166-150-0005(34))
Staff Meeting Records (DCJ1-020):
Records documenting meetings within government which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.710). These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items. Some records may merit inclusion in other record series with longer retention periods if the subject matter of the meeting adds significant information to that series.
Retention: Retain 2 years. (MOAR 166-150-0005(18))
Technical Manuals, Specifications, and Warranties (ASDGEN-027):
Owners manuals and warranties for agency-owned vehicles and equipment. Manuals often include specifications, operating instructions, and safety information. Warranties include terms of coverage for repair or replacement of equipment.
Retention: Manuals: retain until disposition of vehicle or equipment; warranties: retain until expiration. (MOAR 166-150-0105(13))