Series Descriptions

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 County retention schedule. 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. (MOAR 166-150-0005(10))­    

Environmental Program Records (WQ1-002): Records document program activities designed to promote, monitor, and report on county activities that are regulated under the Clean Water Act, Endangered Species Act,and Safe Drinking Water Act. Records include a database (2000-present, Access) containing records and reports about various Best Management Practices (BMPs'), BMP logs (used for data entry since 2000), annual and semi-annual reports (used verbatim in Portland and Gresham annual NPDES permit reports to DEQ), water quality monitoring data under the Clean Water Act's Total Maximum Daily Load program, research/reference reports, maps, and supporting documentation.
Retention: Original research/reference reports: retain permanently; BMP logs: retain 1 year after entered in database; all other records: retain 10 years. (2003-0037/001, Expires: 02/01/2009)

National Pollution Discharge Elimination System (NPDES) Permits (WQ1-001): Records document the application for and granting of permits to Multnomah County as co permit tees with Portland and Gresham. The first permit was issued in 1995 and renewal has been applied for. The permits are administered by the county Water Quality Program. Records include the permit applications, permits, addenda, modifications, and supporting documentation.
Retention: Permit, addenda, and modifications: retain permanently; other records: retain 5 years after expiration or revocation. (MOAR 166-150-0190(7))