Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounts Payable Records (MM1-002): Records documenting payment of program bills for general accounts excluding grants. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, canceled checks or warrants, and similar records. Retention: Retain 3 years. (MOAR 166-150-0110(1))
Accounts Receivable Records (MM1-003): Records documenting revenues owed to the agency by vendors, citizens, organizations, governments, and others to be credited to general accounts excluding grants. Also documents billing and collection of moneys. May include reports, receipts, invoices, awards, logs, lists, summaries, statements, and similar records. Information often includes, receipt amount, date, invoice number, name, account number, account balance, adjustments, and similar data.
Retention: Retain 3 years. (MOAR 166-150-0110(2))
Budget Preparation Records (MM1-008): Records documenting the preparation of program budget requests. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 2 years. (MOAR 166-150-0110(9))
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
Distribution Route Logs (MM1-007): Documents daily shipments of supplies by Distribution Services drivers. Logs show order number, destination, and driver initials.
Retention: Retain 1 year. (2007-003/002)
Immunization Lot Logs (MM1-006): Documents the shipment of immunization lots to county clinics. Includes lot number(s) and expiration date(s), who they were issued to, and date shipped. Retention: Retain 2 years. (2007-003/001)
Physical Inventory Records (MM1-004): Records documenting the management of stores inventory. Records include count sheets, variances, and other records required to determine accuracy of inventory information. Information is primarily maintained in SAP, but also includes paper documentation of count sheets and variances.
Retention: Retain 3 years. (MOAR 166-150-0110(19b))
Reservations/Requisitions (MM1-001): Series documents the reservation and requisition of products from Materiel Management by customers. Includes pick lists of ordered products generated by SAP, shipping invoices, and any related documentation needed to pull and verify products or customers. Most of the information for county customers is duplicated in the SAP system; some information from outside customers is unique.
Retention: Retain 5 years. (MOAR 166-150-0110(21))
UPS Shipping Receipts (MM1-005): Documents daily aggregate of UPS shipments from Central Stores. Information includes items shipped, recipient name, tracking information, and related information.
Retention: Retain 3 years. (MOAR 166-150-0110(21))