Series Title (Agency Series #): Description, Retention (Legal Citation)
Administrative Memos (DA1-009): 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 specific programs or primary functions.
Retention: Retain 10 years. (MOAR 166-150-0005(8))
Budget Preparation Records (DA1-005): Records documenting the preparation of District Attorney budget requests presented to the County Commissioners. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 5 years. (MOAR 166-150-0110(8))
Committee and Task Force Meeting Records (DA1-001): Records documenting the proceedings of boards, commissions, task forces, committees, advisory councils, and other similar groups, as described in Oregon's Public Meetings Law (ORS 192.610 to 192.710), for which the District Attorney's Office maintains records. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio or visual recordings, correspondence, and related documentation. Some examples of groups include Regional Drug Initiative, Crime Task Force, Youth Gun Anti-Violence Task Force, and Regional Organized Crime Narcotics Task Force.
Retention: Audio or visual recordings: Retain 1 year after minutes prepared; Other records: Retain permanently. (MOAR 166-150-0005(15))
Conference and Seminar Records (DA1-006): Records documenting the attendance at, or development of, seminars, conferences, workshops, conventions, and similar gatherings. May be sponsored by the District Attorney's Office or another entity. 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(36,37))
Continuing Legal Education Certification Records (DA1-010): Records documenting training provided to District Attorney's Office lawyers to meet state bar continuing education requirements. Training credit is good for three years. Each training session is maintained as a group of records including class descriptions, instructor certifications, planning documentation, instructional material, course outlines, class enrollment and attendance records, videos of sessions, and related significant records.
Retention: Retain 5 years. (MOAR 166-150-0160(24))
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
Grant Records (DA1-004a&b): Records document the application, evaluation, awarding, administration, monitoring, and status of grants received and administered by the District Attorney's Office. Most grants are federally funded under US Department of Justice programs, but some are funded under other federal, state, and nonprofit programs. 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: (a) Original application, amendments, and annual financial, performance, or final reports: Retain permanently; (b) other records: retain 5 years. (MOAR 166-150-0110(17))
Meeting Records, Staff (DA1-002): Records documenting meetings within government which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). These include routine staff meetings that deal with tasks and actions within existing policies and procedures and other meetings which the office attends, but is not the record keeper. Records may include minutes, notes, reports, and related items.
Retention: Retain 5 years. (MOAR 166-150-0005(16))
Professional Membership Records (DA1-007): Records documenting institutional or agency-paid individual memberships and activities in professional organizations.
Retention: Retain 3 years. (OAR 166-150-0005(28))
Reports and Studies (DA1-003): Includes narrative and statistical reports and studies which have long-term administrative research value, including periodic reports created by officials and staff and reports or studies received from consultants. Reports vary in format and substance, but usually deal with community justice and law enforcement concerns.
Retention: Retain permanently. (MOAR 166-150-0005(31))
Research Project Records (DA1-011a&b): Records documenting research conducted by the District Attorney. Includes work notes, reference material, summaries, draft and final reports, and related records.
Retention: (a) Reports: retain permanently; (b) other records: retain 5 years after project completed. (MOAR 166-150-0005(31))
Speeches and Articles (DA1-008): Records documenting speeches or articles prepared by the District Attorney for presentation or publication. Includes speech text, articles, and related material.
Retention: Retain permanently. (MOAR 166-150-0005(30))