Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounts Payable Records (DART4-011): Records documenting payment of division bills. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, cancelled checks or warrants, and similar records.
Retention: Retain 3 years. (MOAR 166-150-0110(1))
Budget Preparation and Tracking Records (DART4-002) :Records documenting the preparation of division budget requests presented to the department budget office. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, position control documents, and similar records. Most of this information is maintained electronically.
Retention: Retain 2 years. (MOAR 166-150-0110(7))
Contracts (DART4-005): Documents the duly executed and binding contractual agreements between the division and other parties. May include contracts, exhibits, bid documents, change orders, proposals, and significant related correspondence. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures.
Retention: Retain 6 years after expiration. (MOAR 166-150-0005(7))
Correspondence, Ephemeral (DART4-006): Series documents communications received or sent which do not contain significant information about a county's programs, fiscal status, or routine agency operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, email and text messages, memoranda, and other records of a preliminary or informational nature. The bulk of this information is maintained electronically. Retention: Retain until read. (MOAR 166-150-0005(8))
Correspondence, General (DART4-007): Series documents communications received or sent which do not contain significant information about an agency's programs. Records include letters sent and received, email and text messages, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments. Most of this information is created and maintained electronically.
Retention: Retain 1 year. (MOAR 166-150-0005(8))
Correspondence, Policy and Historical (DART4-008): 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 division. Includes letters sent and received, email messages and attachments, memoranda, notes, reports, studies, and other records.
Retention: Retain permanently. (MOAR 166-150-0005(8))
Correspondence, Program (DART4-009): 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, email and text messages, attachments, notes, and other records related to specific programs or primary functions. Many of the records in this series are maintained electronically.
Retention: Retain 6 years. (MOAR 166-150-0005(8))
County Assessment Function Funding Account (CAFFA) Grant Preparation Records (DART4-003): Documents the preparation of Multnomah County's property tax grant application to the Oregon Department of Revenue. The application is prepared for and transmitted to the County Commission for adoption and transmission to ODOR. Records include a copy of the application, grant checklist, letter of transmittal, approval letter, grant allocation spreadsheet, and related documentation.
Retention: Retain 7 years. (MOAR 166-150-0015(20))
Division Security Records (DART4-024): Series documents security provided for division buildings and assets. Records include surveillance records, security logs, sign-in sheets, security reports, keycard lists, cash drawer and safe combinations, contact lists, and related records.
Retention: Retain 2 years. (MOAR 166-150-0005(35))
Employee Time Records (DART4-018): Records documenting hours worked, leave hours accrued, and leave hours taken by agency employees. Includes timesheets and leave authorizations. Information usually includes employee name and social security number, hours worked, type and number of leave hours taken, total hours, dates, and related data.
Retention: Retain 4 years. (MOAR 166-150-0155(3))
Employee Training and Employment Plan (DART4-013): Documents training opportunities offered to division employees and when employees are scheduled to attend. It is used by managers to compare training requests against employee's job and training plan. Plan shows classes offered, description, dates and times, and instructors. Also includes information about training resources, job descriptions, vision, and other training information.
Retention: Retain 5 years. (MOAR 166-150-0160(24))
Employee Travel and Training Expense Records (DART4-023): Records documenting requests, authorizations, reimbursements, and other actions related to employee 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(23))
Grant Records (DART4-030): Records document the application for and administration of grants in which the division is the recipient or administrator. Records may include by are not limited to applications including project proposals, summaries, objectives, activities, budgets, exhibits, and award notification; grant evaluation records and recommendations concerning grant applications; grant administration records including progress reports, budgets, project objectives, proposals, and summaries; records documenting allocation of funds; contracts; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records audit reports, expenditure reports, and related correspondence and documentation.
Retention: Retain final reports from significant grants to the county permanently; retain other grant records: 3 years after annual or final expenditure report submitted and approved or as specified in agreement, whichever is longer. (MOAR 166-150-0110(17))
Individual Employee Training Records (DART4-016): Documents all training and certification records maintained for division employees. Includes training for job-related skills and certifications required to hold various positions. Records include training applications, training course descriptions, proof of attendance and completion, copies of certificates awarded, hours spent in class, correspondence, and similar records. Part of the information is maintained in the SAP system.
Retention: Retain 6 years after separation. (MOAR 166-150-0160(10))
Journal Vouchers (DART4-010): Used to correct coding errors on payment vouchers. Shows date, original account coding information, correct account coding information, and remarks. Most information is maintained in the SAP system.
Retention: Retain 3 years. (MOAR 166-150-0110(23c))
Organizational Records (DART4-029): Records documenting the arrangement and administrative structure of the division. Includes charts, statements, studies, and similar records. May also include studies to determine the merit and feasibility of reorganization plans, as well as other major studies related to the administrative hierarchy.
Retention: Retain 2 years after superseded. (OAR 166-150-0005(20))
Payroll Reports (DART4-019): Reports, statistical studies, and other records designed and used for budget preparation, projections, workload and personnel management, research, and general reference. Reports include employee payroll history report, TAG employee roster, sick leave and vacation use report, and related reports. These reports are maintained in the SAP system and duplicate records maintained elsewhere in the county.
Retention: Retain 3 years. (MOAR 166-150-0155(8))
Personnel Accident Incident Reports (DART4-025): Series used to report employee accidents to program supervisors. Records may include SAIF accident reports, accident reports, occupational injury report and investigation, and employee identification and physical assessment form.
Retention: Retain 10 years after case closed. (MOAR 166-150-0200(13))
Policy and Procedures Statements (DART4-027): Series documents review, assessment, development, and authorization of the division's policies and procedures. Records may include authorizing bulletins and advisories, mission and goal statements, 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))
Professional Membership Records (DART4-026): Records documenting institutional or agency-paid individual memberships and activities in professional organizations.
Retain 3 years. (OAR 166-150-0005(28))
Project Records (DART4-028): Records documenting various long- and short-term projects for which the division 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.
Retention: Significant projects: retain permanently; other projects: retain 10 years. (MOAR 166-150-0005(31))
Purchasing Records (DART4-012): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the division. Includes purchase orders and requests, purchase authorizations, requisitions, contract release orders, material and cost specifications, central stores or printing orders, telephone service orders, copies of bids and quotes associated with purchases, and similar records.
Retention: Retain 3 years. (MOAR 166-150-0110(21))
Revenue and Expenditure Reports (DART4-001): Records documenting details of division fiscal transactions. Reports may include details of revenues, expenditures, encumbrances, cash receipts, warrants, and others. Information often includes date, payee, purpose, fund credited or debited, check number, and similar or related data. Information is maintained in the SAP system.
Retention: Retain 3 years. (MOAR 166-150-0110(23c))
Staff Meeting Records (DART4-014): Records documenting meetings within government 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))
Strategic Planning Records (DART4-004): Series documents long-range and strategic planning processes within the division and department. Records include strategic plans, mission statements, preliminary drafts, work notes, meeting notes, and related correspondence.
Retention: Retain 20 years. (MOAR 166-150-0005(24))
Workplace Safety Committee Records (DART4-020): Series documents the actions of the committee that oversees or advises the division in relation to safety issues. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, tape recordings, correspondence, and related documents. Subjects include hazards to employees and the general public, construction design, and repair safety concerns, suggestions, complaints, state and federal rules and regulations, and others.
Retention: Minutes: Retain 10 years; other records: Retain 5 years. (OAR 166-150-0200(17))
Last updated: 12/10/2012