Series Descriptions

Series Title (Agency Series #): Description, Retention (Legal Citation)

Background Checks (MCSO6-001): Documents department investigations into the work and personal history of employees and applicants. Records include correspondence, reports, records requests, and printouts relating to residence history, credit history, driving record, educational background, employment history, criminal history, and references.­
Retention: Applicants: retain 3 years; Employees: retain 6 years after separation. (MOAR 166-150-0160(10, 23))­

Correspondence, Ephemeral (MCSO6-002): 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 166-150-0005(8))­

Correspondence, General (MCSO6-004): 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 166-150-0005(8))

Employment Eligibility Verification Forms (MCSO6-014): 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 attestment 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 166-150-0160(13))­

Individual Employee Medical Records (MCSO6-005): 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 166-150-0160(9))­

Individual Employee Payroll Records (MCSO6-006): Documents the pay history of non-volunteer, individual employees within the Sheriff's Office. Includes reclassifications, retroactive pay studies, payroll adjustment records, payroll deduction records, leave histories, grievance and complaint records, disciplinary records, and other records used to document employee pay histories. These records are maintained for Sheriff's Office administrative and reference purposes. The record copy for personnel related records is maintained by the Sheriff's Office Personnel Unit. Such records are maintained in this series only as they relate to pay history issues.­
Retention: Retain 10 years after separation. (MOAR 166-150-0155(3))­

Individual Employee Personnel Records (MCSO6-007): 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, resumes, 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 166-150-0160(10))­

Individual Employee Training Records (MCSO6-008): Documents all training and certification records maintained for Sheriff's Office sworn and civilian employees. Includes training for job-related skills and certifications required to hold various positions. Records include training applications, training course descriptions, proof of attendance and completion, copies of certificates awarded, hours spent in class, correspondence, and similar records.­
Retention: Retain 6 years after separation. (MOAR 166-150-0160(10))­

Oaths of Office (MCSO6-015): Signed oaths taken by various elected and appointed officials before discharging duties of office. Information typically includes date, name, office held, text, and signatures.
Retention: Retain 6 years after expiration. (OAR 166-150-0040(17))

Payroll Administrative Records (MCSO6-009): Documents the pay history of Sheriff's Office employees, and the administration of the Sheriff's Office payroll system. Includes time records documenting hours worked, leave hours accrued, and leave hours taken by employees; reports, statistical studies, and other records designed and used for budget preparations, workload and personnel management, and general reference; and payroll registers documenting the earnings, deduction, and withholdings of agency employees. These records are maintained for Sheriff's Office administrative and reference purposes. The record copy for long term payroll information is maintained by Central Payroll.­
Retention: Retain 10 years. (MOAR 166-150-0155(8))

Personnel Correspondence (MCSO6-010): 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 personnel management, file structure, file retention and maintenance responsibilities, and related functions.­
Retention: Retain 3 years. (MOAR 166-150-0005(8))­

Pre-Employment Medical Records (MCSO6-011): Medical information collected from Sheriff's Office applicants prior to their hire. These records are maintained separately from recruitment and selection records. Records include physical examinations, drug and alcohol test results, medical inquiries and doctors' or other physical or mental health providers' assessments, and any other similar types of information.­
Retention: If hired: transfer to Employee Medical Records; if not hired: retain 6 years. (MOAR 166-150-0160(9))­

Recruitment and Selection Records (MCSO6-012): Records related to the recruitment and selection process for filling open positions within the Sheriff's Office. 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 eligibles, documentation of the selection process, and related correspondence. Also includes "inactive applications."­
Retention: Retain announcement, position description, and records documenting creation of test and rating scale 10 years; Retain unsolicited applications and resumes 3 months if not returned to solicitor; Retain unsuccessful applications and other records 3 years after position filled or recruitment cancelled. (MOAR 166-150-0160(23))­

Training/Certification Records (MCSO6-013): Records related to the use of training and certification programs provided to Sheriff's Office employees through the Sheriff's Office, the Board on Public Safety Standards and Training, and other programs. May include class descriptions, course outlines, class enrollment and attendance records, training log, and related significant records.­
Retention: Retain 2 years. (MOAR 166-150-0160(24))