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
Employee Time Records (FREDS1-007): Records documenting hours worked, leave hours accrued, and leave hours taken by section 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))
Prototype/Design Records (FREDS1-006): Records documenting Electronic Services' design and manufacture of specialized electronic devices or systems for various department uses. Records include schematics, block diagrams, theories of operation, embedded processer descriptions, software, and related records.
Retention: Retain 10 years after use of item discontinued. (MOAR 166-150-0170(4))
Technical Manuals And Specifications (FREDS1-005): Owners manuals, specifications, and installation information for county electronic equipment. Information includes equipment specifications, operating instructions, safety information, repair information, parts lists, and related data.
Retention: Retain until disposition of equipment. (MOAR 166-150-0105(13))
Work Orders (FREDS1-001):Documents all work performed by Electronic Services. Much of this information is maintained online in the Electronic Services work order system. Information includes date of work order, description of work, building number, person ordering work, cost detail for parts and labor, notes, and related information.
Retention: Retain 2 years. (MOAR 166-150-0005(15))