Series Title (Agency Series #): Description, Retention (Legal Citation)
Adopted Department Budget (DOH49-001): Records documenting the final annual financial plan approved by a governing body for all agency expenditures. Information may include budget message, financial summaries, revenues and expenditures, operating programs, debt service, position and wage analysis, overhead allocations, organization charts, previous actual and budgeted amounts, and related data. Duplicate copies should be retained as needed.
Retention: Retain 10 years. (MOAR 166-150-0110(7))
Budget Preparation Records (DOH49-002): Records documenting the preparation of department budget requests presented to the specified governing body. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 5 years. (MOAR 166-150-0110(8))
Community Health Council Records (DOH49-003): Records documenting the proceedings of the Community Health Council required as a condition of HCFA financing. Meets monthly and helps direct the department on policy issues and serves as the DOH citizen budget advisory committee. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, correspondence, and related documentation.
Retention: Retain permanently. (MOAR 166-150-0005(15))
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
Department Reports (DOH49-004): Reports prepared by or for the county Health Department that document department projects, research, or activities for distribution to the public or specific groups. Reports include annual report, adolescent pregnancy, project reports, local health department studies, health care plan reports, history of county health care, reorganization, proposals for county health plans, and other reports created by or for the county Health Department. Also includes the "Notes from the Director" newsletter.
Retention: Retain permanently. (MOAR 166-150-0005(31))
Organizational Records (DOH49-006): Records documenting the arrangement and administrative structure of the department. Includes charts, statements, studies, and similar records. May also include studies to determine the merit and feasibility of reorganization plans, as well as other major studies related to the administrative hierarchy.
Retention: Retain 2 years after superseded. (OAR 166-150-0005(20))
Staff Meeting Records (DOH49-007): Records documenting meetings within government 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 5 years. (MOAR 166-150-0005(16))
Strategic Planning Records (DOH49-008): Series documents long-range plans and the development of an agency's mission statement and work objectives. Records include strategic plans, mission statements, preliminary drafts, work notes, and related correspondence.
Retention: Mission statements and plans: retain 20 years; other records: retain 5 years. ((OAR 166-150-0005(23)))