Series Title (Agency Series #): Description, Retention (Legal Citation)
Citizen Complaints (FREDS5-009): Records documenting citizen complaints about county vehicles and their operation. Records include letters, emails, and documentation of phone messages. May also include supporting documentation including the county's response.
Retention: Retain 5 years. (MOAR 166-150-0005(32))
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
County Vehicle Records (FREDS5-003): Records documenting all activities related to the ownership and maintenance of county vehicles. Records include titles, registration, maintenance and repair information, accident records, and any related information about the vehicle. Prior to 2000, maintained in individual vehicle files. From 2000 forward, vehicle maintenance histories are maintained in the Fleet Focus system.
Retention: Retain 2 years after vehicle disposition. (MOAR 166-150-0105(14))
Daily Motor Pool Activity Logs (FREDS5-002): Documents all trips made at each of the county motor pools. Information includes date, vehicle license number, time in, time out, driver's name and department, total mileage, and notes.
Retention: Retain 3 years. (MOAR 166-150-0105(16))
Fleet Billing Documentation (FREDS5-008): Records used to support billings for fleet and motor pool operations. Includes assigned vehicle monthly mileage reports, motor pool use reports, parking permit records, traffic and parking citations, and related records used to support internal and external billings.
Retention: Retain 3 years. (MOAR 166-150-0110(2))
Fleet Inventory Records (FREDS5-004): Inventory records of fleet vehicles and vehicle parts. Most information maintained electronically in the fleet management system and in local spreadsheets. Information often contains asset number, description, purchase order number, location of asset, date received, purchase price, replacement cost, depreciation, and related data.
Retention: Retain 3 years after superseded. (MOAR 166-150-0110(19))
Motor Pool Trip Tickets (FREDS5-001): Documents each trip made in county motor pool vehicles. Tickets show vehicle license number, date, time checked out, time returned, beginning and ending odometer reading, total trip miles, and driver's name and signature.
Retention: Retain 3 years. (MOAR 166-150-0105(16))
Take Home Vehicle Records (FREDS5-007): Documents assignment of county vehicle to employee on an ongoing basis. Used to calculate charges and tax basis for vehicle use. Records include take home vehicle requests, daily vehicle trip logs, and related records. Information includes reason for assignment, date assigned, date terminated, tax option, vehicle license number, vehicle make and model, estimated total annual miles, individual trip mileage and destination, business purpose, estimated daily commute miles, vehicle value (lease or fair market), and authorizing signatures.
Retention: Retain 3 years. (MOAR 166-150-0105(16))
Vehicle Acquisition Records (FREDS5-006): Annual file documenting all fleet vehicle acquisitions in the year. Includes listing of vehicle acquisitions showing date acquired, purchase method, amount paid, vehicle description, vehicle identification, and related information. May include supporting documentation.
Retention: Retain until all vehicles on list disposed. (Unscheduled)
Vehicle Disposition Records (FREDS5-005): Annual record of all fleet vehicle dispositions. Includes a listing of all vehicles disposed, method of disposition, to whom vehicles transferred, compensation, date disposed, and related information. May include supporting documentation.
Retention: Retain 4 years. (MOAR 166-150-0110(17a))
Work Orders (FREDS5-013): Documents work done on equipment and vehicles by Fleet Maintenance. Records may include work requests, repair authorizations, inspection results, printouts from Fleet Anywhere system of work done indicating who had performed various tasks, and similar documentation.
Retention: Retain 3 years. (MOAR 166-150-0005(45))