Series Title (Agency Series #): Description, Retention (Legal Citation)
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
Retention: Retain 3 years. (MOAR 166-150-0160(5))
Employee Time Records (SS1-005): Records documenting hours worked, leave hours accrued, and leave hours taken by employees. 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 5 years. (MOAR 166-150-0155(3))
Employment Eligibility Verification Forms (SS1-004): Documents department compliance with INS regulations requiring verification of an employee's right to work in the United States. Records include INS form I-9 and copies of related identification documentation. May also include related correspondence. Information includes employee's name and address, employee's signed attestment that s/he is providing true information, employer's signed verification of employee's identification and necessary documentation, and revision information.
Retention: Retain 3 years after date of hire or one year after employment ends, whichever is later. (MOAR 166-150-0160(13))
Hours Register (SS1-006): Documents number and type of employee hours paid. Includes Hours Register (P1R40M09), Part-time Employee Register (MOBB748B) (1981-1991), Temporary Employee Register (MOBB748A), Vacation and Sick Hour Report, and similar reports. Shows employee name, employee number, hire date, job class/title, regular hours worked, overtime hours worked, and year-to-date totals.
Retention: Retain 3 years. (MOAR 166-150-0155(8))
Individual Employee Personnel Records (SS1-007(a) and SS1-007(b)): Records may include original and subsequent employment applications, personnel actions, personnel information documents, combined turnaround sheets, employee history forms, resignations, discharges, certification lists, settlement agreements, recommendations and commendations, disciplinary actions, merit ratings, overtime information, performance evaluations, training records, professional and technical certifications and awards, leave of absence requests, emergency notification form, bus pass information, resume, correspondence, and related records.
Retention: SS1-007(a) Disciplinary actions: retain 3 years or as specified by union contract; SS1-007(b) all other records: retain 6 years after employee separation. (MOAR 166-150-0160(10))
Recruitment And Selection Records (SS1-001(a) and SS1-001(b) and SS1-001(c)): Records related to the recruitment and selection process for filling open positions within the department. Records include position recruitment announcements, applications, examinations (including keyed copy of written examination, scoring criteria, oral board questions and scoring criteria, performance examination and scoring criteria), rater certification from oral board members, adverse impact analyses, master eligible list, applicant summary report from TRAC, applicant flow report from TRAC, record of any candidate challenges and resolution, certification of eligible, documentation of the selection process, and related correspondence. Also includes "inactive applications."
Retention: SS1-001(a) Retain announcement records, position description, and records documenting creation of test and rating scale 10 years; SS1-001(b) Retain unsolicited applications and resumes 3 months if not returned to solicitor; SS1-001(c) Retain unsuccessful applications and other records 3 years after position filled or recruitment cancelled. (MOAR 166-150-0160(23))
Training/Orientation Records (SS1-008): Records related to the design and implementation of training programs provided to employees by the agency. May include class descriptions, instructor certifications, planning documentation, instructional material, course outlines, class enrollment and attendance records, and related significant records.
Retention: Retain 5 years. (MOAR 166-150-0160(24))