Series Title (Agency Series #): Description, Retention (Legal Citation)
Complaints & Grievance Process Records (LR3-004): Documents investigation processes carried out in relation to labor contract administration. Includes correspondence, grievances and responses, complaints, filings, arbitration hearing records, hearings materials of evidence, legal briefs, and hearings officer awards.
Retention: Retain permanently. (MOAR 166-150-0160(3,17))
Correspondence, Administrative (LR3-008): Records document communications received or sent, which contain significant information about the unit's functions and require a response, usually discussing or explaining a program's policies, procedures, and or position on a particular issue. Records may include but are not limited to letters, memoranda, limited duration agreements, email messages, press releases, notes, enclosures, and attachments.
Retention: Retain 6 years. (MOAR 166-150-0005(8))
Correspondence, Policy and Historical (LR3-009): Correspondence, memoranda, and similar records that state or form the basis of policy, set important precedents, or record historic events related to the organization or operation of the unit. Includes letters sent and received, electronic mail, memoranda, notes, reports, studies, press releases and other records. If this series is maintained electronically, especially in an email system, please contact the County Records Management Program for preservation assistance.
Retention: Retain permanently. (MOAR 166-150-0005(8))
Correspondence, Routine (LR3-007): Series documents communications received or sent which do not contain significant information about the unit's programs, fiscal status, or agency operations. Messages often include messages sent or received via a listserv, and general/informational mailings which do not require a response. Also includes messages related to routine operations that do not contain significant information relating to agency operations, such as acknowledgements and routine requests for information, yet do require a response.
Retention: Routine records requiring no response: Retain until read. Routine records requiring a response: Retain 1 year. (MOAR 166-150-0005(8))
Drug and Alcohol Testing Reports (LR3-005): Reports of drug and alcohol test results reported by the county's drug testing company. Most testing is random testing for commercial drivers license pool employees and employees fulfilling last chance agreements. Reports show date and pass/fail results for each employee. Individual test results are maintained in individual employee medical records. Also includes related billing records. Retention: Retain 5 years. (MOAR 166-150-0160(7))
Labor Contract Administration Records (LR3-003): Documents the administration of labor contracts by the Labor Relations Unit during the terms of the contracts. Includes correspondence and other records regarding contract interpretation and proposed future changes; contracts and amendments; memoranda of agreement, understanding or exception; and settlement agreements. Retention: Retain permanently. (MOAR 166-150-0005(7b))
Labor Contract Negotiation Records (LR3-002): Documents bargaining between the Labor Relations Unit and unions.Includes correspondence, exchange proposals, technical papers, bargaining notes and minutes, draft contract proposals, and related materials.
Retention: Retain permanently. (MOAR 166-150-0160(3))
Labor Relations Administrative Records (LR3-001): Documents the administration of the Labor Relations Unit. Includes budget preparation materials, personnel records, financial reports, training files, and related records. Records within this series are primarily duplicate records maintained for convenience purposes.
Retention: Retain 2 years. (MOAR 166-150-0110(13), 0160(24c))
Merit System Civil Service Council Complaint Case Files (LR3-010): Documents individual complaints presented to the MSCSC for resolution. Records include complaint, exhibits and background material related to the complaint, final order (which consists of the relevant pages from the council's minutes containing its decision in a particular case), and related correspondence. Retention: Retain 3 years after final decision or employee separation, which ever is later. (MOAR 166-150-0160(17))
Merit System Civil Service Council Meeting Records (LR3-011): Documents the regular meeting of the MSCSC and the results of its decisions. The MSCSC meets monthly (if it has business) to review complaints about promotion, hiring, and some (no executive or temporary) non-represented employee disciplinary actions. The council is governed by the county code sections 9.310 through 9.340. Records include minutes, agendas, and audiotapes of the meetings. Information includes members present, meeting date and location, complaint and name(s), evidence presented, and council decisions.
Retention: Minutes: retain permanently; other records: retain 5 years. (MOAR 166-150-0005(15))