Series Title (Agency Series #): Description, Retention (Legal Citation)
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
Deposit Notices (DOH48-002): Documents funds received and deposited to DOH accounts. Includes a copy of cash received journal, copy of check or money order, deposit check off list, register tape, deposit slip, and related records. Information includes bank name, date, amount deposited, account/fund information, and signature.
Retention: Retain 5 years. (MOAR 166-150-0210(2))
Exception Reports/Remittance Advices (DOH48-003): Documents payments made to health service providers by Care Oregon, ODS, and insurance companies. Advices show date, payee's name(s), amounts paid, services performed, and clients receiving services.
Retention: Retain 10 years. (45 CFR 164.530(j))
Payment Refunds (DOH48-004): Records documenting the refund of payments made by or to the Health Department. Records include refund request, HIS ledger printout, Merlin document reports, copy of payment check, credit verification report, and related documentation.
Retention: Retain 6 years. (MOAR 166-150-0110(2))