Series Title (Agency Series #): Description, Retention (Legal Citation)
Budget Preparation Records (FM5-007): Records documenting the preparation of division budget requests presented to the department budget manager. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 2 years. (MOAR 166-150-0110(8))
Correspondence, Ephemeral (FM5-001): Series documents communications received or sent which do not contain significant information about the division's 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, General (FM5-002): Series documents communications received or sent which do not contain significant information about an agency's programs. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments. Retention: Retain 1 year. (MOAR 166-150-0005(8))
Correspondence, Program (FM5-003): 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 10 years. (MOAR 166-150-0005(8))
Employee Time Records (FM5-005): 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.
Retention: Retain 5 years. (MOAR 166-150-0155(3))
Meeting Records, Governing Body (FM5-006): Records documenting the proceedings of any regularly scheduled, special, executive session, or emergency meeting of any governing body, as described in ORS 192.610 to 192.690, that is under agency jurisdiction. These typically consist of boards, commissions, advisory councils, task forces, and similar groups. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, tape recordings, and significant correspondence and memoranda.
Retention: Retain permanently. (MOAR 166-150-0005(15))
Meeting Records, Staff (FM5-004): Records documenting meetings which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items.
Retention: Retain 2 years. (MOAR 166-150-0005(18))
Policy And Procedures Manuals (FM5-008): Series documents review, assessment, development, and authorization of the division's policies and procedures. Records may include authorizing bulletins and advisories, mission and goal statements, manuals, and final policy statements and directives. Information often includes policy and procedure numbers, revision dates, subject identification, narrative description, authorization information, and effective date.
Retention: Retain 20 years after superseded. (MOAR 166-150-0005(25))
Photo Identification Records (FM5-009): Series documents applications for photograph identification and other records used to identify employees. May include photographs taken for identification cards, driver's license photographs and other information such as name, date of birth, physical description, identification number and other data.
Retention: retain until superseded or obsolete. (MOAR 166-150-160(21))