Series Title (Agency Series #): Description, Retention (Legal Citation)
Agency Files (DV1-004): Records documenting the activities, policies, and contact information for agencies with whom the division works. Records include reports, brochures, policy statements, local and national reports generated by other agencies, and related documentation.
Retention: Retain until superseded or obsolete. (Non-record, reference material)
Budget Preparation Records (DV1-012): Records documenting preparation of division budget requests to be included in the department budget. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records. Much of this information is maintained in electronic form in spreadsheets and similar documents.
Retention: Retain 2 years. (MOAR 166-150-0110(8))
Calendars and Scheduling Records (DV1-013): Records documenting and facilitating routine planning, scheduling, and similar actions related to meetings, appointments, trips, visits, and other activities. Includes calendars, electronic (including handheld) organizers, appointment books, notes, telephone messages, diaries, and similar records.
Retention: Retain 1 year. (MOAR 166-150-0005(6))
Contract Administration Records (DV1-002): Documents the management of contractor activities and payments for all division contracts. Records include expense reports, copies of payment vouchers (including payment memos and invoices), contract approvals, contract amendments, contract review checklist, contract routing form, copy of contract, contractor information (bankruptcies, lawsuits, etc), and related correspondence. Contract information is also maintained in a database shared with the City of Portland. Records may also be included in SAP and in a variety of supporting electronic and paper documents.
Retention: Retain 6 years after contract expiration. (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
Domestic Violence Resource Manual (DV1-005): "The purpose of this manual is to provide basic information about how we can address domestic violence in the lives of Department staff, clients and the general public.". The manual has sections on resources, background information, forms, contact information, and related information. There is both an English and a Spanish version.
Retain 20 years after superseded. (MOAR 166-150-0005(25))
Employee Time Records (DV1-010): Records documenting hours worked, leave hours accrued, and leave hours taken by division 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. Includes applications for leave. This information is maintained primarily in SAP with a variety of paper and electronic supporting documents.
Retention: Retain 4 years. (MOAR 166-150-0155(3))
Family Violence Coordinating Council Records (DV1-001): Series documents the work of the Family Violence Coordinating Council. "The Council is a multi-agency, multi-jurisdictional forum for communication, coordination, and collaboration of domestic violence intervention efforts in Multnomah County." (FVCC brochure). The Domestic Violence Coordinator serves as staff and record keeper for the Council. Records include minutes, committee minutes, studies, reports, reference material, correspondence, and related records.
Retention: Retain permanently. (MOAR 166-150-0005(15))
Grant Management Records (DV1-003): Records document the application for and administration of grants in which the division is the recipient or administrator. 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: 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))
Project Studies and Reports (DV1-006): Records document special reports or studies conducted on the division's programs, services, or projects, compiled by division personnel, or by consultants under contract. Includes final report distributed either internally or to other entities and the work papers used to compile the report or study. For reports and studies maintained in electronic format, please contact the County Records Management Program for preservation assistance.
Retention: Retain permanently. (MOAR 166-150-0005(31))
Purchasing Records (DV1-011): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the division and its programs. Includes purchase orders and requests, purchase authorizations, requisitions, contract release orders, material and cost specifications, central stores or printing orders, telephone service orders, and similar records. The primary transactional record is maintained in SAP, with supporting documentation, including electronic information, maintained separately.
Retention: Retain 3 years. (MOAR 166-150-0110(21))