Series Descriptions

Series Title (Agency Series #): Description, Retention (Legal Citation)

Accounting Reports (DCS1-013): Reports created for internal use documenting the status of funds, bank accounts, investments, and other accountings of department funds. Includes budget allotment and fund reconciliation reports. Also includes projection records related to future receipts and disbursements. Reports are generated on a daily, weekly, monthly, quarterly, or similar basis. Information includes date, account balances, type and summary of activity, and related data. Most of these records are maintained in the SAP system.
Retention: Retain 3 years. (MOAR 166-150-0110(14))

Accounts Payable Records (DCS1-001): 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. (OAR 166-150-0110(1))

Board Agenda Placement Records (DCS1-002): Documents placement of items involving the director or DCS administration on the Board of Commissioner's meeting agendas. Information includes meeting date, item placed on agenda, DCS staff impacted, and related information.
Retention: Retain 2 years. (MOAR 166-150-0005(5))

Budget Preparation Records (DCS1-003): Records documenting the preparation of department budget requests presented to the county commissioners. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, period 13 revenue and expenditure reports, similar records.
Retention: Retain 5 years. (MOAR 166-150-0110(8))

Calendars and Schedules (DCS1-007): Records documenting and facilitating planning, scheduling, and similar actions related to meetings, appointments, trips, visits, and other activities of the DCS staff. Includes calendars, appointment books, notes, telephone messages, diaries, and similar records.
Retention: Director's records: retain 5 years; other records: retain 1 year. (MOAR 166-150-0005(6))

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

Employee Travel Records (DCS1-010): Records documenting requests, authorizations, reimbursements, and other actions related to employee travel. 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(24))

Family and Medical Leave Act (FMLA) Leave Records (DCS1-011): Documents employee requests for leave under the FMLA and the department's response. Records include leave requests and supporting documentation, employee notifications, leave log, and related correspondence.
Retention: Retain 4 years. (29 CFR 825.500 SUBPART E)

Individual Employee Personnel Records (DCS1-012):Records documenting the work history of non-volunteer individual employees with the department. Usually maintained as case files. May include employment applications, resumes, appointments, personnel action records, grievance and complaint records, disciplinary records, training records, performance appraisals, and other records used to document the employee's work history.
Retention: Retain 6 years after separation. (MOAR 166-150-0160(10))

Strategic Planning Records (DCS1-015): Series documents long-range plans and the development of the department's work objectives. Records include strategic plans, preliminary drafts, work notes, and related correspondence.
Retention: Retain 20 years. (MOAR 166-150-0005(23))

Time Records (DCS1-016): Records documenting hours worked, leave hours accrued, and leave hours taken by department 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))