Series Title (Agency Series #): Description, Retention (Legal Citation)
Civil Forfeiture Records (DA4-010): Documents the civil forfeiture process involving arrest, seizure, disposition, dispersal, and closure. Civil forfeiture is no longer used in Oregon, but these records track properties previously forfeited to the county. Includes police reports, claims, property inventories and descriptions, complaints against seized property (complaint in rem), claimant response to complaints, judgment orders, dispersal memorandum indicating disposition of property in response to court order, police dispersal memorandum, and oversight committee reports to the state legislature.
Retention: 5 years after property disposition. (MOAR 166-150-0095(3))
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
Criminal History/Background Checks (DA4-008): Documents criminal histories of persons indicted by the division. Records include reports from local, state, and/or federal jurisdictions. Information includes persons name, social security number, and a list of all information maintained in the jurisdiction's database. Most of this information is maintained in the District Attorney's database, but some, especially certified juvenile convictions, is maintained in paper format. Information is usually duplicated in the trial or investigative case file.
Retention: Retain 3 years. (2002-0005/002)
Federal Court Referrals (DA4-007): Records document cases referred by Multnomah County to federal court for prosecution or investigation. Records include referral letter, federal court's response, and background information. Retention: Retain 5 years. (2002-0005/003)
Felony Investigation Records (DA4-002): Records document felony cases investigated, but not tried, by the District Attorney. Records may include, but are not limited to, police reports, criminal histories, work notes, grand jury notes, laboratory reports, correspondence, and related records. Information may include suspect's name, victim's name, witnesses names, evidence and crime scene analyses, and similar information.
Retention: Retain until case is closed or transferred to felony trial case records. (MOAR 166-150-0095(9))
Felony Trial Case Records (DA4-001): Records document criminal cases tried and filed by the District Attorney. Records may contain, but are not limited to, face sheets, contact information, court documents (order, motions, indictments, dockets, and similar documents), police reports, laboratory reports, medical examiner reports, witness disclosure lists, pretrial offers and documentation, jury lists and selection notes, correspondence, and related records. [note: Class A felonies are to be microfilmed; physical exhibits and evidence should be returned to the agency]
Retention: Retain homicide cases, regardless of judgment, permanently; retain cases with historic value permanently; retain cases of treason or Class A felonies, with a judgment of guilty, 63 years after closed; retain cases of treason or Class A felonies, dismissed or with a judgment of not guilty, 11 years after closed; retain Class B felonies, with a judgment of guilty, 11 years after closed; retain Class B felonies, dismissed or with a judgment of not guilty, 9 years after closed; retain Class C felonies, with a judgment of guilty, 8 years after closed; retain Class C felonies, dismissed or with a judgment of not guilty, 6 years after closed; retain all classes of expunged felonies for 10 years after expungement date. (MOAR 166-150-0095(2))
Felony Trial Case Records - Ballot Measure 11 (BM11) Class A Felonies (DA4-013MA): Records document Felony Trial Case Records of Measure 11 Class A Felonies tried and filed by the District Attorney for the county. Records may contain but are not limited to police reports, copies of court documents, criminal histories, District Attorney notes, court exhibits, and related correspondence.
Retention: Retain permanently (MOAR 166-150-0095(2))
Felony Trial Case Records - Ballot Measure 11 (BM11) Class B Felonies (DA4-013MB): Records document Felony Trial Case Records of Measure 11 Class B Felonies tried and filed by the District Attorney for the county. Records may contain but are not limited to police reports, copies of court documents, criminal histories, District Attorney notes, court exhibits, and related correspondence.
Retention: Retain permanently (MOAR 166-150-0095(2))
Felony Trial Case Records - Ballot Measure 11 (BM11) Class C Felonies (DA4-013MC): Records document Felony Trial Case Records of Measure 11 Class C Felonies tried and filed by the District Attorney for the county. Records may contain but are not limited to police reports, copies of court documents, criminal histories, District Attorney notes, court exhibits, and related correspondence.
Retention: Retain permanently (MOAR 166-150-0095(2))
Grand Jury Records (DA4-011(a) and DA4-011(b)): Series documents the documents produced by the grand jury in relation to individual true bill cases. Records document the progress and deliberations within the grand jury. Records may include notes, votes, subpoenas, and dockets. These records are not released into the general criminal files and are retained separately from the respective criminal files. Records indorsed "not a true bill" are not maintained and are destroyed by operation of law as described in ORS 132.430.
Retention: DA4-011(a) Murder cases: retain permanently; DA4-011(b) All other cases: retain 10 years. (MOAR 166-150-0095(6))
Grand Jury Reports on Institutions (DA4-012): Reports filed by the grand jury at the completion of mandated tours of public institutions and courts as required by ORS 132.440. The reports are required annually and include tour date, facility name, and any findings fo the grand jury.
Retention: Retain 20 years. (MOAR 166-150-0095(7))
Phone Toll Subpoena Records (DA4-014): Series documents subpoenas issued for phone records. Includes information about the officer presenting the subpoena, details of the information requested, and a copy of the subpoena. This information is part of the grand jury process.
Retention: Retain 10 years. (MOAR 166-150-0095(6))
Statistical Reports (DA4-003): Records documenting Felony Division activities in order to comply with grant reporting requirements and for division analysis. Records include various statistics about case types, victim and perpetrator demographics, conviction rates, staffloads, and similar subjects.
Retention: Retain permanently. (MOAR 166-150-0005(31))