Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounts Payable Records (DIR1-025): Records documenting payment of department bills for general accounts excluding grants. 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))
Committee and Task Force Meeting Records (DIR1-014): 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.
Retain permanently. (MOAR 166-150-0005(15))
Contract Administration Records (DIR1-013): Documents Director's Office receipt and review of all contracts involving DCHS. Records include a copy of contract, contract addenda, monitoring reports, annual contractor reports, contractor brochures and other informational items, correspondence, requests for proposals and other bid records, and related records.
Retention: Retain 10 years. (MOAR 166-150-0005(7))
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
Equal Employment Opportunity Commission Compliance Records (DIR1-023): 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))
Grant Records (DIR1-020(a) and DIR1-020(b)): Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which the agency is the recipient, grantor, allocator, or administrator. Grants may come from federal or state governments or foundations and other private funding sources. Records may include, but 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: DIR1-020(a) Original application, amendments, and annual financial, performance, or final reports: Retain permanently; DIR1-020(b) Other records: retain 3 years. (MOAR 166-150-0110(17))
Legislative Tracking Records (DIR1-019): 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))
Litigation Support Records (DIR1-024): Series documents litigation in which the department is a party. Series is partially duplicated in the County Attorney's office. Records include complaints, summons, evidence, attorney's notes, orders and judgments, and related records.
Retention: Retain 10 years after case closed. (MOAR 166-150-0030(1))
Project Evaluation Records (DIR1-022): Records documenting department evaluations of projects. Records include interviews, reports, evaluation scoresheets, notes, correspondence, and related records.
Retention: Retain 6 years. (MOAR 166-150-0005(31))
Project Records (DIR1-016): 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(31))
Public Education Program Records (DIR1-018): 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 166-150-0160(24))
Research And Policy Reports (DIR1-017): Reports documenting the development of department 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(31))
Strategic Planning Records (DIR1-005): Series documents long-range plans and the development of the department's mission statement and work objectives. Records include strategic plans, mission statements, preliminary drafts, work notes, and related correspondence.
Retention: Retain 20 years. (MOAR 166-150-0005(25))