Series Descriptions

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))

Deputy Commander's Correspondence (MCSO28-002): Correspondence, memoranda, and similar records which document and add significant information to the primary functional responsibility of the Deputy Commander's office. Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions.
Retention: Retain 10 years. (MOAR 166-150-0005(8))

General Correspondence (MCSO28-003): Series documents communications received or sent which do not contain significant information about the Deputy Commander's office. 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))

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))