Series Title (Agency Series #): Description, Retention (Legal Citation)
Affirmative Action Administrative Reports (DEAA-001): Reports used to prepare affirmative action, EEO-4, or similar reports. Reports include, but are not limited to job classification listings, salary reviews, eligibility listings, Oregon Employment Division data, and similar reports.
Retention: Retain 3 years. (MOAR 166-150-0160(1))
Affirmative Action Monitoring Reports (DEAA-002): Reports comparing projected representation of gender and race/ethnicity in county jobs with actual representation. Reports show statistical information on employees, race/ethnicity, gender, goal availability, expected representation, actual representation, and related information.
Retention: Retain 5 years after issuance of report. (MOAR 166-150-0160(1))
Affirmative Action Plans (DEAA-003): Annual plan documenting the county's compliance with federal, state, and local laws regarding non-discrimination in the workplace. These records have been called "annual reports" in the past. Plans include a variety of information about county departments that includes, but is not limited to, affirmative action policy, objectives, training, complaint procedures, progress toward goals, plan implementation, evaluation/reporting, outreach/recruitment, classification analysis, goal attainment, departmental compliance strategy plans, departmental special reports, and related data.
Retention: Retain permanently. (MOAR 166-150-0160(1))
Affirmative Action Quarterly Reports (DEAA-004): Statistical reports sent to the county commission and department heads documenting employment statistics by race/ethnicity and gender. Reports show job classification, department and division, number and percentage of persons employed by gender and race/ethnicity, change from previous quarter, and cumulative totals.
Retention: Retain 3 years. (29 CFR 1602.30)
Americans with Disabilities Act (ADA) Self-Evaluations (DEAA-005): Records documenting department evaluations of their compliance with ADA requirements. Evaluations show findings, recommendations, and program self-evaluations of communications, auxiliary services, TDD availability, building and site accessibility, signage, services provided, recruitment, and contact information.
Retention: Retain 5 years. (ORS 447.241)
Americans with Disabilities Act (ADA) Transition Plans (DEAA-006): Records documenting county departmental plans to make buildings and sites ADA-compliant. Records include draft and final plans, department and Affirmative Action Office comments on plan elements, cost estimates, background material, and related correspondence.
Retention: Retain 10 years after final plan approved. (ORS 447.241(7C))
Committee Records (DEAA-007): Records documenting meetings within government which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690).These meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items.
Retention: Retain 3 years. (MOAR 166-150-0005(16))
Correspondence, General (DEAA-008): 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))
Correspondence, Policy and Historical (DEAA-009): Correspondence, memoranda, and similar records which state or form the basis of policy, set important precedents, or record historic events related to the organization or operation of the agency. Includes letters sent and received, memoranda, notes, reports, studies, and other records.
Retention: Retain permanently. (MOAR 166-150-0005(8))
Correspondence, Program (DEAA-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 (including index), memos to staff, monthly staff reports, notes, and other records related to specific programs or primary functions.
Retention: Retain 3 years. (MOAR 166-150-0005(8))
Department Affirmative Action Records (DEAA-013): Records documenting county departmental efforts regarding the implementation of the county affirmative action program. Records include benchmarks, news articles,reference material, correspondence, and related records. See also Affirmative Action Plans (DEAA-003).
Retention: Retain 10 years. (MOAR 166-150-0160(1))
Discrimination Complaint Investigation Records (DEAA-014): Documents investigations of complaints to the Affirmative Action Office of discriminatory employment practices in county departments. Records include discrimination complaint form, interview notes, findings, contact log, complainant statements, respondent statements, witness statements, documents, correspondence, supporting documentation, and related records. Also includes a complaint log detailing all complaints registered and their status.
Retention: Retain 5 years after findings issued. (MOAR 166-150-0160(15))
EEO-4 Reports (DEAA-015): Documents annual report to the federal Equal Employment Opportunity Commission of county employment statistics. Includes summary sheet (EEOC form 352) and a detail statistical report showing job category, gender, race/ethnicity, salary, and related information.
Retention: Retain 5 years. (MOAR 166-1150-0160(14))
Procedure Records (DEAA-016): Series documents review, assessment, development, and authorization of county administrative procedures relating to Diversity, Equity & Affirmative Action functions with county-wide impact, as well as procedures specific to routine internal office operations. Records include administrative procedures records, office procedure records, and related background materials.
Retention: County administrative procedure records: Retain 20 years after superseded or obsolete. Office procedure records: Retain 2 years after superseded or obsolete. (MOAR 166-150-0005(24,25))
Research and Policy Reports (DEAA-017): Reports documenting the development of affirmative action policy and research into affirmative action issues. Report subjects include, but are not limited to, Blacks in government, historical trends, program reviews, racial/ethnic relations in Portland, and similar subjects.
Retention: Retain permanently. (MOAR 166-150-0005(31))
Seminar Records (DEAA-018): Records documenting activities of seminars, conferences, workshops, conventions and similar gatherings not sponsored by the agency but attended by agency officials or personnel. May include staff reports, instructional materials, recommendations, related correspondence and memoranda, and similar records.
Retention: Retain 5 years. (MOAR 166-150-0005(37))