Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounts Payable Records (LPSCC1-008): Records documenting payment of council bills. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, cancelled checks or warrants, and similar records.
Retention: Retain 3 years. (MOAR 166-150-0110(1))
Bond Technology Program Project Records (LPSCC1-019(a) and LPSCC1-019(b)): Records documenting projects approved by the Council and funded by an $8.6 million bond approved by Multnomah County voters in 1996. Projects are intended to improve information sharing among justice providers and to purchase information technology for justice providers. Records include work notes, expenditure reports, expenditure ledger, project summary, correspondence, project reviews, invoices, and related records. Individual project information can be found at multco.us/lpscc.
Retention: LPSCC1-019(a) Invoices: retain 3 years after project completed; LPSCC1-019(b) Other records: retain permanently. (2001-0051/001)
Budget Preparation Records (LPSCC1-001): Records documenting the preparation of council budget requests presented to the county commission. May include staff reports, budget instructions, worksheets, surveys, revenue and expenditure reports, spending plans, contingency plans, budget proposals, financial forecasting reports, project budgets, adopted council budget, and similar records.
Retention: Retain 5 years (MOAR 166-150-0110(8))
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
Council Meeting Records (LPSCC1-018): Records documenting the proceedings of any regularly scheduled, special, executive session, or emergency meeting of the Local Public Safety Coordinating Council. Council is charged by law with planning for the use of state and local resources to manage local offenders and coordinating local criminal justice policy. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, tape recordings, and significant correspondence and memoranda. Minutes and agendas are located online at multco.us/lpscc. Includes full council, executive committee, work group, and Bond Technology Program Directing Team records.
Retention: Retain permanently. (MOAR 166-150-0005(15))
Council Membership Records (LPSCC1-017(a) and LPSCC1-017(b)): Documents member service on the Public Safety Coordinating Council. Records include applicant letters, nominations, letters of acceptance and resignation, interest forms, member notebooks, related correspondence, and similar records. Current membership information is also located at multco.us/lpscc
Retention: LPSCC1-017(a) Member notebook: retain until superseded; LPSCC1-017(b) All other_ records: retain 5 years after service ends. (2001-0051/002)
Council Organizational Records (LPSCC1-016): Records documenting the organization and structure of the Public Safety Coordinating Council. Records include action plans, vision/goals statements, copy of ordinance establishing council, copies of intergovernmental agreements governing the council, operating policies and procedures, correspondence, flow charts, rosters, priorities, and related records.
Retention: Retain 20 years. (MOAR 166-150-0005(20))
Employee Time Records (LPSCC1-013): Records documenting hours worked, leave hours accrued, and leave hours taken by council 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 166-150-0155(3))
Equipment Maintenance Records (LPSCC1-007): Records include purchase orders, lease agreements, warranties, vendor statements, service contracts, charge call bills, fax activity reports, property disposition requests, invoices for equipment repair, purchase request forms, and related records.
Retention: Retain 1 year after equipment disposed. (MOAR 166-150-0105(8))
Expenditure And Revenue Reports (LPSCC1-009): Records documenting details of transactions such as those related to receipts and expenditures on a daily, monthly, quarterly or similar basis. Includes reports that document account revenue and expenditures in order to provide backup documentation to the general ledger. May include details of revenues, expenditures, encumbrances, cash receipts, warrants, and others. Information often includes date, payee, purpose, fund credited or debited, check number, and similar or related data.
Retention: Retain 3 years. (MOAR 166-150-0110(23))
Individual Employee Personnel Records (LPSCC1-015(a) and LPSCC1-015(b)): 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: LPSCC1-015(a) Disciplinary actions: retain 3 years or as specified by union contract; LPSCC1-015(b) All other records: retain 6 years after employee separation. (MOAR 166-150-0160(10))
Inventory Records (LPSCC1-006): Inventory records of agency property or assets. Information often contains asset number, description, purchase order number, location of asset, date received, purchase price, replacement cost, depreciation, and related data.
Retention: Retain 2 years after superseded. (MOAR 166-150-0110(19))
Petty Cash Records (LPSCC1-010): Documents authenticating petty cash purchases and requesting reimbursement for petty cash fund. Records include receipts, transaction statements, petty cash form, and memo requesting payment.
Retention: Retain 3 years. (MOAR 166-150-0110(20))
Program Readings (LPSCC1-020): Includes a variety of reports, studies, articles, new clippings, and other reference/research material used to disseminate information to council members or for staff research.
Retention: Retain until superseded or obsolete. (MOAR 166-150-0005(8))
Purchasing Records (LPSCC1-012): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the council. Most of this information is maintained in electronic only format in the SAP system. Includes quotes, requisitions, purchase orders, limited purchase orders, and related records. Most hard copy information is eventually integrated into the accounts payable records.
Retention: Retain 3 years. (MOAR 166-150-0110(21))
Recruitment And Selection Records (LPSCC1-014(a) and LPSCC1-014(b) and LPSCC1-014(c)): Records related to the recruitment and selection process for filling open positions on the council staff. 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: LPSCC1-014(a) Retain announcement records, position description, and records documenting creation of test and rating scale 10 years; LPSCC1-014(b) Retain unsolicited applications and resumes 3 months if not returned to solicitor; LPSCC1-014(c) Retain unsuccessful applications and other records 3 years after position filled or recruitment cancelled) (MOAR 166-150-0160(23))
Travel Expense Records (LPSCC1-011): Records documenting requests, authorizations, reimbursements, and other actions related to employee and council member travel. Includes expense reports and receipts, vouchers, requests, authorizations, and related documents. Retention applies to private vehicle usage as well. Information often includes estimated costs, prepayments, final costs, destination, method of transportation, travel dates, approval signatures, and related data.
Retention: Retain 3 years. (MOAR 166-150-0110(24))