Series Title (Agency Series #): Description, Retention (Legal Citation)
Budget Preparation Records (MCSO28-001): Records documenting the preparation of division and unit budget requests. 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))
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
Monthly Activity Reports (MCSO28-004): Used to report unit activities to the division commander. Reports show statistical and narrative information about each unit. Includes work performed, staffing changes, budgetary information, legislation, policy and procedures, and related information.
Retention: Retain 5 years. (MOAR 166-150-0005(2))
Staff Meeting Records (MCSO28-005): Records documenting division staff meetings 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.
Retention: Retain 2 years. (MOAR 166-150-0005(16))