Series Title (Agency Series #): Description, Retention (Legal Citation)
Board Agenda Placement Records (OSCP10-008): Documents placement of items involving the department administration on the Board of Commissioner's meeting agendas. Information includes meeting date, item placed on agenda, staff impacted, and related information.
Retention: Retain 2 years. (MOAR 166-150-0005(15))
Budget Preparation Records (OSCP10-001): Records documenting the preparation of department budget requests presented to the Board of County Commissioners. 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. (MOAR 166-150-0110(8))
Committee and Task Force Meeting Records (OSCP10-014): Records documenting the proceedings of boards, commissions, task forces, committees, advisory councils, and other similar groups, as described in Oregon's Public Meetings Law (ORS 192.610 to 192.710), for which the department maintains the official record. Includes the Mental Health Task Force Design Team, Community Building Advisory Committee, Family Violence Coordinating Council, and similar groups. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio or visual recordings, correspondence, and related documentation.
Retention: Retain permanently. (MOAR 166-150-0005(15))
Conference and Seminar Records (OSCP10-002): Records documenting the attendance at, or development of, seminars, conferences, workshops, conventions, and similar gatherings. May be sponsored by the agency or another entity. Often includes class descriptions, instructional materials, course outlines, enrollment and attendance records, reports, speeches, planning documentation, and related records.
Retention: (a) Significant program records: Retain 5 years (b) Class enrollment & attendance records, and non-agency sponsored event records: Retain 2 years (c) Other records: Retain 1 year. (OAR 166-150-005(36,37))
Correspondence, Ephemeral (OSCP10-009): Series documents communications received or sent which do not contain significant information about the department's programs, fiscal status, or routine operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.
Retention: Retain until read. (MOAR 166-150-0005(8))
Correspondence, General (OSCP10-010): Series documents communications received or sent which do not contain significant information about department programs. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments.
Retention: Retain 1 year. (MOAR 166-150-0005(8))
Correspondence, Policy and Historical (OSCP10-011): Correspondence, memoranda, and similar records which state or form the basis of policy, set important precedents, or record historic events related to the organization or operation of the department. Includes letters sent and received, memoranda, notes, reports, studies, and other records.
Retention: Retain permanently. (MOAR 166-150-0005(8))
Correspondence, Program (OSCP10-012): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of the office. Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions.
Retention: Retain 5 years. (MOAR 166-150-0005(8))
Equal Employment Opportunity Commission Compliance Records (OSCP10-023): Series documents department compliance with U.S. Equal Employment Opportunity Commission regulations. Records may include EEO-4 reports, anti-discrimination committee meeting records and reports, workplace analyses, discrimination complaint policies and procedures, complaints, reports, exhibits, withdrawal notices, copies of decisions, hearings and meetings records, related correspondence, and other records described in 29 CFR 1613.222. Many of these records, including formal complaints, are duplicated by the County Affirmative Action Office.
Retention: Retain 3 years. (MOAR 166-150-0160(14))
Hurricane Katrina Relief Assistance Client Files (OSCP10-024): Records documenting relief support provided by Multnomah County to clients impacted by Hurricane Katrina. Records primarily consist of all intake documentation for relief assistance processing. They include case notes and information regarding agencies contacted for or by the client, many of them mention that FEMA has been contacted.
Retention: Retain 3 years after closed. (Unscheduled)
Legislative Tracking Records (OSCP10-019): Series used to monitor legislation which may have an impact on the department'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))
Planning Records (OSCP10-020): Series documents long-range plans and the development of division program and work objectives. Records include strategic plans, mission statements, preliminary drafts, work notes, and related correspondence.
Retention: Retain 20 years. (MOAR 166-150-0005(23))
Policy And Procedures Statements (OSCP10-007): Series documents review, assessment, development, and authorization of the department's policies and procedures. Records may include authorizing bulletins and advisories, manuals, and final policy statements and directives. Information often includes policy and procedure numbers, revision dates, subject identification, narrative description, authorization information, and effective date.
Retention: Retain 20 years after superseded. (MOAR 166-150-0005(25))
Project Evaluation Records (OSCP10-022): Records documenting department evaluations of projects. Records include interviews, reports, evaluation score sheets, notes, correspondence, and related records.
Retention: Retain 6 years. (2003-0038/006)
Project Records (OSCP10-016): Records documenting various long- and short-term projects for which the department has primary recordkeeping responsibility. Records vary from project to project, but usually include research papers and reports, resolutions, project reporting, background material, project plans and goals, correspondence, and similar material. Projects currently include Caring Communities, Community Building Initiative, Integrated Services, Schools Uniting Neighborhoods, Domestic Violence Fatality Review, Oregon Quality Assessment(OQA), and similar projects.
Retention: Retain permanently. (MOAR 166-150-0005(8,23,31))
Public Education Program Records (OSCP10-018): Records related to the design and implementation of educational and outreach programs and presentations provided by the department. Includes training descriptions, instructional materials, course outlines, enrollment and attendance records, audio and videotapes, and related records.
Retention: Retain 5 years. (MOAR 166-150-0005(36))
Research And Policy Reports (OSCP10-017): Reports documenting the development of community and family services policy and research into related issues. Report subjects include, but are not limited to, domestic violence, mental health, developmental disabilities, housing, historical trends, program reviews, and similar subjects.
Retention: Retain permanently. (MOAR 166-150-0005(8,23,25,31))
RESULTS Records (OSCP10-006): Documents department participation in the county's RESULTS self-assessment. Check-off survey shows work location, employee status, and answers to questions about leadership, information/analysis, strategic planning, human resources management, process management, customer focus, diversity, and employee participation.
Retention: Retain 2 years. (2003-0038/005)
Staff Meeting Records (OSCP10-004): Records documenting meetings within government which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). Includes routine management team and staff meetings that deal with tasks and actions within existing policies and procedures. Groups include Three Department Meetings, Interdepartmental Communications; Department Operations Implementation Team; Supervisory Standards Task Force; M7 Management Meetings; DCFS RESULTS Steering Committee; DCFS Budgeteers; Strategic Plan Leadership Team, and related groups. Records may include minutes, notes, reports, and related items.
Retention: Retain 5 years. (MOAR 166-150-0005(16))
Travel Expense Records (OSCP10-003): Records documenting requests, authorizations, reimbursements, and other actions related to employee travel and other expenses. 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))