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, Administrative (MM1-009): Records document communications received or sent, which contain significant information about the program and require a response, usually discussing or explaining policies, procedures, and or position on a particular issue. Records may include but are not limited to letters, memoranda, notes, enclosures, and attachments, including those transmitted via an electronic mail system.
Retention: Retain 5 years. (MOAR 166-150-0005(8))
Correspondence, Ephemeral (MM1-010): Series documents communications received or sent which do not contain significant information about an agency's programs, fiscal status, or routine agency operations. Messages often include junk mail, spam, messages sent or received via a listserv, and general/informational mailings. Ephemeral Correspondence does not require a response and generally includes, but is not limited to, advertising circulars, desk notes, memoranda, and other records of a preliminary or informational nature, including those transmitted via an electronic mail system.
Retention: Retain until read. (OAR 166-150-0005(8))
Correspondence, General (MM1-011): Series documents communications received or sent which do not contain significant information about the program but do require a response and are usually routine in nature. Records include letters sent and received, memoranda, notes, transmittals, acknowledgments, routine requests for information or publications, enclosures, and attachments, including those transmitted via an electronic mail system.
Retention: Retain 1 year. (MOAR 166-150-0005(10))
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))