Series Title (Agency Series #): Description, Retention (Legal Citation)
Correspondence, Ephemeral (L03-007): Series documents communications received or sent which do not contain significant information about a county's programs, fiscal status, or routine agency operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.
Retention: Retain until read. (MOAR 166-103-0005(8))
Correspondence, General (L03-008): Series documents communications received or sent which do not contain significant information about an agency's programs. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments.
Retention: Retain 1 year. (MOAR 166-103-0005(9))
Correspondence, Program (L03-009): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of the office. Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions.
Retention: Retain 5 years. (MOAR 166-103-0005(11))
Employee Time Records (L03-003): Records documenting hours worked, leave hours accrued, and leave hours taken by library employees. Information usually includes employee name and social security number, hours worked, type and number of leave hours taken, total hours, dates, and related data.
Retention: Retain 5 years. (MOAR 166-103-0035(3))
Employment Eligibility Verification Forms (L03-011): Documents department compliance with INS regulations requiring verification of an employee's right to work in the United States. Records include INS form I-9 and copies of related identification
documentation. May also include related correspondence. Information includes employee's name and address, employee's signed attachment that s/he is providing true information, employer's signed verification of employee's identification and necessary documentation, and revision information.
Retention: Retain 3 years after date of hire or one year after employment ends, whichever is later. (MOAR 166-104-025(10); 8 CFR274)
Family And Medical Leave Act (FMLA) Leave Records (L03-005): Documents employee requests for leave under the FMLA and the library's response. Records include leave requests and supporting documentation, employee notifications, leave log, and related correspondence.
Retention: Retain 4 years. (29 CFR 825.500 SUBPART E)
Individual Employee Medical Records (L03-004): Employee medical information required to be maintained separately from the employee's personnel records by the Americans with Disabilities Act. Records include Family and Medical Leave Act requests, worker's compensation information, physical examinations, drug and alcohol test results, medical inquiries and doctors' or other physical or mental health providers' assessments, any medical leave of absence documentation which includes medical reasons for the leave, and any other similar types of information.
Retention: Hazard exposure records: retain 30 years after separation; all other records: Retain 6 years after separation; transfer to County Employee Services 2 years after separation. (MOAR 166-412-0010; 29 CFR 1910)
Individual Employee Personnel Records (L03-002): Records may include original and subsequent employment applications, personnel actions, personnel information documents, combined turnaround sheets, employee history forms, resignations, discharges, certification lists, settlement agreements, recommendations and commendations, disciplinary actions, merit ratings, overtime information, performance evaluations, leave of absence requests, emergency notification form, bus pass information, resume, correspondence, and related records.
Retention: Disciplinary actions: retain 3 years or as specified by union contract; all other records: retain 6 years after employee separation [individual employee personnel files will be weeded periodically as specified in Employee Services Division policy]; transfer to County Employee Services 2 years after separation.(MOAR 166-104-025(6))
Leave Requests (L03-006): Applications or requests submitted by employees for sick, vacation, compensatory, personal business, family and medical leave, long term leave, and other leave time. Information usually includes employee name, department, date, leave dates requested, type of leave requested, type of leave requested, and related data.
Retention: Retain 3 years. (MOAR 166-103-0035(6))
Library Retirement System Individual Account Records (L03-012): Documents employee service in the Multnomah County Library Retirement system. System enrollment and contribution were suspended when the Library became part of the county in 1991, but it is still active and both accumulates interest and makes benefit payments. Records include retirement plan record, benefit calculations, sick leave benefit calculations, beneficiary designations, annual earnings statements, termination report, correspondence, and related records.
Retention: Retain 75 years after original date of hire. (MOAR 166-103-0040(15))
Library Retirement System Management Reports (L03-013): Documents the management of employee benefits under the retirement system. Reports include payout reports, display of benefits, and annual report to plan contractor. Information includes retirees' names, monthly and annual benefit payment amounts, employee information changes, and related information. Retention: Retain 75 years. (MOAR 166-103-0040(15))
Library Retirement System Transition Records (L03-014): Documents the transition of the employee retirement system from the Library Retirement System to the Public Employees Retirement System in 1992. Records include correspondence, reports, copies of plan contracts and contract administration records, and related information.
Retention: Retain until Library Retirement System terminated. (2000-0025/012)
Payroll Reports (L03-010): Reports, statistical studies, and other records designed and used for budget preparation, projections, workload and personnel management, research, and general reference. Often consists of recapitulation reports organizing wages, deductions, and other data into categories such as quarter-to-date, year-to-date, fiscal year-to-date, department, division, section, employee/employer contributions, and others.
Retention: Retain 2 years. (MOAR 166-103-0035(8))
Recruitment And Selection Records (L03-001): Records related to the recruitment and selection process for filling open positions within the library. Records include position recruitment announcements, applications, examinations (including keyed copy of written examination, scoring criteria, oral board questions and scoring criteria, performance examination and scoring criteria), rater certification from oral board members, adverse impact analyses, master eligible list, applicant summary report from TRAC, applicant flow report from TRAC, record of any candidate challenges and resolution, certification of eligible, documentation of the selection process, and related correspondence.
Retention: a) Retain announcement records, position description, and records documenting creation of test and rating scale 10 years (b) Retain unsolicited applications and resumes 3 months if not returned to solicitor (c) Retain unsuccessful applications and other records 3 years after position filled or recruitment canceled. recruitment cancelled. (MOAR 166-150-0160(23))