Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounts Payable Records (MHASGEN-001): Records documenting payment of division bills for general accounts excluding grants. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, canceled checks or warrants, and similar records. This information is maintained primarily in SAP with a variety of paper and electronic supporting documents.
Retention: Retain 3 years. (MOAR 166-150-0110(1))
Accounts Receivable Records (MHASGEN-002): Records documenting revenues owed to the division 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. This information is maintained primarily in SAP with a variety of paper and electronic supporting documents.
Retention: Retain 3 years after collected or deemed uncollectible. (MOAR 166-150-0110(2))
Agreements (MHASGEN-003): Documents the duly executed and binding contractual agreements between the agency and other parties. Includes terms of agreement, date, authorizing signatures, and any related documentation. These agreements are primarily performance and not financial in nature.
Retention: Retain 6 years after expiration. (MOAR 166-150-0005(7))
Budget Preparation Records (MHASGEN-004): Records documenting preparation of division budget requests to be included in the department budget. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, budget modifications, logic models, program offers, financial forecasting reports, and similar records. Much of this information is maintained in electronic form in spreadsheets and similar documents.
Retention: Retain 2 years. (MOAR 166-150-0110(8))
Calendars and Scheduling Records (MHASGEN-005): Records documenting and facilitating routine planning, scheduling, and similar actions related to meetings, appointments, trips, visits, and other activities. Includes calendars, electronic (including handheld) organizers, appointment books, notes, telephone messages, diaries, and similar records.
Retention: Retain 1 year. (MOAR 166-150-0005(6))
Contract Administration Records (MHASGEN-006): Documents the management of contractor activities and payments for all division contracts. Records include expense reports, copies of payment vouchers (including payment memos and invoices), contract approvals, contract amendments, contract review checklist, contract routing form, copy of contract, contractor information (bankruptcies, lawsuits, etc), and related correspondence. Records may also be included in SAP and in a variety of supporting electronic and paper documents.
Retention: Retain 10 years. (MOAR 166-150-0005(7))
Contractor Monitoring Records (MHASGEN-028): Documents division fiscal compliance monitoring activities. Includes subcontractor annual audit reports, compliance review records, certificates of approval, correspondence, and related tracking and summary reports.
Retention: Retain 10 years. (MOAR 166-150-0005(7))
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 Records (MHASGEN-029): Documents deposits made of revenues from division operations. Records include deposit notices, receipt for deposits, copies of checks, correspondence, and related documentation.
Retention: Retain 3 years. (MOAR 166-150-0110(5))
Employee Time Records (MHASGEN-011): Records documenting hours worked, leave hours accrued, and leave hours taken by division 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. Includes applications for leave. This information is maintained primarily in SAP with a variety of paper and electronic supporting documents.
Retention: Retain 4 years. (MOAR 166-150-0155(3))
Employee Travel Expense Records (MHASGEN-032): Records documenting requests, authorizations, reimbursements, and other actions related to employee expenses. 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 records.
Retention: Retain 3 years. (OAR 166-150-0110(23))
Equipment Maintenance Records (MHASGEN-012): Records may 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 memoranda.
Retention: Retain 1 year after equipment disposed. (MOAR 166-150-0105(8))
Grant Records (MHASGEN-013(a) and MHASGEN-013(b)): Records document the application for and administration of grants in which the division is the recipient or administrator. Records may include but are not limited to applications including project proposals, summaries, objectives, activities, budgets, exhibits, and award notification; grant evaluation records and recommendations concerning grant applications; grant administration records including progress reports, budgets, project objectives, proposals, and summaries; records documenting allocation of funds; contracts; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation.
Retention: MHASGEN-013(a) Retain final reports from significant grants to the county permanently; MHASGEN-013(b) Retain other grant records: 3 years after annual or final expenditure report submitted and approved or, as specified in agreement, whichever is longer. (MOAR 166-150-0110(17))
Incident Reports (MHASGEN-014): Series used to report non-injury safety incidents and injuries to non-employees. Records may include incident reports, police reports, investigation records, and related correspondence.
Retention: Retain 5 years. (MOAR 166-150-0200(5))
Inventory Records (MHASGEN-015): Inventory records of expendable and non-expendable 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. This record series applies to routine property control inventories. See Grant Records series for inventories of property purchased with grant funds. Most of this information is maintained electronically in the SAP system with paper and electronic backup documents.
Retention: Retain 3 years after superseded. (MOAR 166-150-0110(19))
Key and Keycard Records (MHASGEN-031): Records document the issuance of keys and keycards to staff to enable access to buildings and sites. Records may include but are not limited to key inventories, key issue forms, key replacement records, and key disposal records.
Retention: Retain 6 years. (OAR 166-150-0005(13))
Legislative Tracking Records (MHASGEN-016): Series used to monitor legislation that may have an impact on the department's current operations or policies. Records include concept statements, proposals, bill logs, fiscal/organizational impact analysis papers, copies of bills, testimony summaries, committee reports, agendas, and correspondence.
Retention: Retain 2 years. (OAR 166-150-0005(14))
Petty Cash Records (MHASGEN-017): Documents authenticating petty cash purchases and requesting reimbursements from the department petty cash fund. Records include receipts, transaction statements, petty cash form, and memo requesting payment. The primary transactional record is maintained in SAP, with supporting documentation, including electronic information, maintained separately.
Retention: Retain 3 years. (MOAR 166-150-0110(20))
Policy and Procedure Records (MHASGEN-018(a) and MHASGEN-018(b)): Series documents review, assessment, development, and authorization of the division's formal policies and procedures. Records may include authorizing bulletins and advisories, mission and goal statements, manuals, and final policy statements and directives. Used for new employee orientation and for ongoing reference. Also useful in establishing past policies or procedures in liability cases, personnel disputes, and other instances. This series also includes routine documentation and basic clerical instructional procedures covering such subjects as formatting letters, data entry, telephone etiquette, and others. For records maintained in electronic format, please contact the County Records Management Program for preservation assistance.
Retention: MHASGEN-018(a) Routine clerical manuals: retain 2 years after superseded or obsolete; MHASGEN-018(b) All other manuals: retain permanently. (MOAR 166-150-0005(27,28))
Professional Membership Records (MHASGEN-019): Records documenting division paid individual memberships and activities in professional organizations.
Retention: Retain 3 years. (MOAR 166-150-0005(31))
Publications (MHASGEN-020): Published records produced by or for the division or any of its programs and made available to the public. Includes newsletters, pamphlets, brochures, leaflets, reports, studies, proposals, and similar published records. Does not include publications received from federal, state, private, or other sources - these publications and extra copies of agency produced publications should be retained as needed. For publications maintained in electronic format, please contact the County Records Management Program for preservation assistance.
Retention: Retain permanently. (MOAR 166-150-0005(33))
Purchasing Records (MHASGEN-021): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the division and its programs. Includes purchase orders and requests, purchase authorizations, requisitions, contract release orders, material and cost specifications, central stores or printing orders, telephone service orders, and similar records. The primary transactional record is maintained in SAP, with supporting documentation, including electronic information, maintained separately.
Retention: Retain 3 years. (MOAR 166-150-0110(21))
Reports and Studies (MHASGEN-022(a) and MHASGEN-022(b)): Records document special reports or studies conducted on the division's programs, services, or projects, compiled by division personnel, or by consultants under contract. Includes final report distributed either internally or to other entities and the work papers used to compile the report or study. For reports and studies maintained in electronic format, please contact the County Records Management Program for preservation assistance.
Retention: MHASGEN-022(a) Final report: retain permanently; MHASGEN-022(b) All other records: retain 5 years. (MOAR 166-150-0005(34))
Safety Program Records (MHASGEN-023(a) and MHASGEN-023(b)): Records document the department's program to promote a safe work environment for its employees. Records may include safety policies, plans and procedures, workplace safety committee records, reports on inspections conducted by the safety officer, evacuation rosters and reports, and related documentation and correspondence.
Retention: MHASGEN-023(a) Inspection reports, evaluations and recommendations: retain 10 years; MHASGEN-023(b) All other records: retain 5 years. (MOAR 166-150-0200(17))
Seminar and Conference Records, External (MHASGEN-025): Records documenting activities of seminars, conferences, workshops, conventions, and similar gatherings not sponsored by the division but attended by division officials or personnel. May include staff reports, instructional materials, recommendations, related correspondence and memoranda, and similar records.
Retention: Retain 2 years. (MOAR 166-150-0005(40))
Seminar and Conference Records, Internal (MHASGEN-024): Records documenting the design and implementation of division sponsored seminars, conferences, workshops, conventions, and similar gatherings. Often includes class descriptions, instructional materials, course outlines, enrollment and attendance records, reports, speeches, planning documentation, and related records.
Retention: Retain 5 years. (MOAR 166-150-0005(39))
Service Provider Surveys (MHASGEN-030): Used to determine provider satisfaction with services provided by the division. Survey shows type of provider, number and class of clients, complaint record, quality of interaction with the division, and satisfaction with the division.
Retention: Retain 3 years. (MOAR 166-150-0005(42))
Staff Meeting Records (MHASGEN-026): Records documenting routine division staff meetings which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.710). These meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items. Some records may merit inclusion in other record series with longer retention periods if the subject matter of the meeting adds significant information to that series.
Retention: Retain 2 years. (MOAR 166-150-0005(19))
Technical Manuals, Specifications, and Warranties (MHASGEN-027(a) and MHASGEN-027(b)): Owners manuals and warranties for agency-owned vehicles and equipment. Manuals often include specifications, operating instructions, and safety information. Warranties include terms of coverage for repair or replacement of equipment.
Retention: MHASGEN-027(a) Manuals: retain until disposition of vehicle or equipment; MHASGEN-027(b) Warranties: retain until expiration. (MOAR 166-150-0105(13))