Series Title (Agency Series #): Description, Retention (Legal Citation)
Billing System Audit Records (FREDS2-008): Records documenting changes to information in the Distribution billing system. Includes emails, correspondence, notes, and other documentation of changes.
Retention: Retain 2 years. (MOAR 166-150-0005(14))
City Of Portland Print Order Delivery Slips (FREDS2-003): Documents completed county print orders delivered to Distribution Services. Printing Services. Slips show date delivered, number of packages delivered, address delivered to, and recording driver's and delivery driver's signatures. Retention: Retain 1 year. (MOAR 166-150-0005(34))
Correspondence, Ephemeral (FREDS2-007): Series documents communications received or sent which do not contain significant information about Distribution programs, fiscal status, or routine agency operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature. Retention: Retain until read. (MOAR 166-150-0005(8))
Correspondence, Program (FREDS2-006): 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, notes, and other records related to specific programs or primary functions.
Retention: Retain 3 years. (MOAR 166-150-0005(8))
Miscellaneous Billings(FREDS2-005): Records documenting bills not regularly generated by the Distribution billing system. Includes manually entered billing information and hardcopy backup. Information includes service provided, date, amount billed, payee, and related information. Retention: Retain 3 years. (MOAR 166-150-0110(2))
Postal System Audit Trail Report (FREDS2-001): Reports documenting all postage applied by the distribution mail room. This report has been maintained in both paper and electronic formats and is currently maintained only in electronic format. Reports show postage applied by invoice/transaction number and by department on a daily basis. Information includes date, invoice number, department, account (M code) number, number of items per invoice, amount of postage per item, total per invoice, total for each department, and total for day.
Retention: Retain 3 years. (MOAR 166-150-0005(2))