Series Title (Agency Series #): Description, Retention (Legal Citation)
Animal Control Notices of Infraction (AC4-004): Documents tickets issued by animal control officers for violations of criminal law. Includes Notices of Infraction, Citations, and Alleged Violations Against Livestock. Records show date and time of ticket, name and address of person cited, location of violation, description of animal, law violated, officer's signature and date, court date and location, and bail.
Retention: Levels 1 through 4 violations: Destroy upon declassification or death of dog; Dangerous dog violations: retain 6 years after date of classification; Unresolved violations: retain 10 years after date of classification. (2007-0016/009) Pending update
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
Incident Reports (AC4-002): Documents reports of investigated incidents by animal control officers. Reports include incident reports, follow-up reports, impoundment notices, copies of citations and animal record forms, animal nuisance complaints, copies of police reports, cross-reference sheets to potentially dangerous dog files, hearing records, and related correspondence. Information includes date of incident, location, owner's name and address, description of animal, description of incident, and resolution.
Retention: Levels 1 through 4 incidents: Destroy upon declassification or death of dog; Dangerous dog incidents: retain 6 years after date of classification;Unresolved incidents: retain 10 years after date of classification. (2007-0016/008) Pending update
Investigation Evidence (AC4-012): Used to support division investigations, potentially dangerous dog hearings, and court testimony. Evidence consists of photographs, audio recordings, and video recordings of animals, locations, and injuries.
Retention: Retain 5 years after disposition of case. (2007-0016/012) Pending update
Livestock Registrations (AC4-014): Series used to register both livestock owners and individual livestock under Multnomah County Ordinance 8.10.210. Records include livestock registration application and livestock registration card. Information includes livestock description, name and address of owner, date registered, location of animals, and contact information.
Retention: Retain 10 years. (MOAR 166-150-0215(11)) Pending update
Master Files (AC4-013): Documents interactions with people who have either extensive or long-term contact with division staff. Records include incident reports, tickets, evidence, civil and criminal case information, correspondence, and related documentation.
Retention: Retain 10 years. (2007-0016/013) Pending update
Notices Of Infraction (AC4-005): Documents notices issued by animal control officers for violations of administrative law. Notices show date and time of notice, name and address of person cited, location of infraction, description of animal(s), law violated, amount of penalty, officer's notes/suggested corrective action, officer's signature and date.
Retention: Levels 1 through 4 infractions: Destroy upon declassification or death of dog; Dangerous dog infractions: retain 6 years after date of classification; Unresolved infractions: retain 10 years after date of classification. (2007-0016/010) Pending update
Officer's Daily Report (AC4-003): Documents daily activities of animal control officers. Reports shows officer's name, date and time of each entry, and a brief description of the activity.
Retention: Retain 3 years. (MOAR 166-150-0135(64)) Pending update
Potentially Dangerous Dog Records (AC4-001(a), AC4-001(b), AC4-001(c)): Documents the classification of potentially dangerous dogs, and the status of that classification. Includes animal incident reports, photographs, certificates of service to owner, records of appeal process, hearings officer findings of fact, correspondence, and declassification notices. Dogs classified as Levels 1 through 4 can be declassified within specified periods of time; dogs classified as Level 5 are euthanized within 10 days after final classification.
Retention: (a) Levels 1 through 4 violations: Destroy upon declassification or death of dog; (b) Dangerous dog violations: retain 6 years after date of classification; (c) Unresolved violations: retain 10 years after date of classification. (2007-0016/007) Pending update
Public Information Requests (AC4-006): Documents requests for disclosure of public records and provides a record of the division's responses. The records may include requests for disclosure, request logs, approvals, denials, and related correspondence.
Retention: Retain 5 years. (MOAR 166-150-0095(13)) Pending update
Radio Dispatch Logs (AC4-011): Documents communications between or among the shelter dispatcher and animal control officers. Log shows date and time of communication, officer communicated with, and brief description of communication.
Retention: Retain 3 years. (MOAR 166-150-0005(8))) Pending update