Series Descriptions

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

Briefing Records (MCSO12-013): Records document internal communications between supervisors and shift workers or between staffs on different shifts to alert them to problems, issues, or activities. This can include jail, patrol, and other agency staff. Records may include briefing logs and teletype/computer messages.
Retention: Messages of interest to law enforcement agency not warranting inclusion in incident case files or other record series: retain 1 year; all other messages: retain until read. (OAR 166-150-0135(9))

Budget Preparation Records (MCSO12-007): Records documenting the preparation of division budget requests presented to the specified governing body. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 2 years. (MOAR 166-150-0110(8))

Correspondence, Ephemeral (MCSO12-008): 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 (MCSO12-009): 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, Program (MCSO12-010): 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 specific programs or primary functions.
Retention: Retain 3 years. (MOAR 166-150-0005(8))

Crime Prevention and Community Policing Program Records (MCSO12-016): Records documenting department efforts to train citizens in crime prevention. May contain training and media presentation records including lesson plans, outlines, tests, evaluations, speeches, and related records. Subjects usually include neighborhood watches, home security, and others. These records deal primarily with the MCSO Citizen Academy.
Retention: Significant program records: retain 5 years; class enrollment and attendance records: retain 2 years; other records: retain 1 year. (MOAR 166-150-0135(21))

Crime Prevention Community Policing Event Records (MCSO12-015): Records document annual or one-time events organized by the agency or participated in where personnel are available to answer questions and provide educational information. Records include site information, schedules, volunteer rosters, and event evaluations. Records primarily deal with MCSO involvement in Wood Village's annual National Night Out, Corbett's 4th of July celebration, and Sauvie island Halloween/pumpkin patch events, but could include other events. Retention:
Retain permanently. (MOAR 166-150-0135(20))

Crime Prevention Community Policing Organization Records (MCSO12-014): Mailing lists, plans, evaluations, notes, reports, and other records documenting community organizations, associations, individual volunteers, and others engaged in or interested in crime prevention efforts. Information is also used to develop community support for law enforcement programs and events. Records include presentations, publications, brochures, and newsletters. These records primarily document Multnomah County's participation with the Sauvie Island, Wood Village, and Corbett SAT's.
Retention: Retain until superseded or obsolete. (MOAR 166-150-0135(19))

Crime Prevention Vacation House Inspection Records (MCSO12-017): Records documenting the inspection of homes and other properties while the occupants are away. Information often includes name, address, date received, vacation beginning and ending dates, emergency contact information, special conditions at the house or property, dates and times officers checked the house or property, and related data.
Retention: Retain 30 days after inspections end. (MOAR 166-150-0135(23))

Debriefings (MCSO12-018): Records documenting law enforcement operations, which are distributed in order to improve communication. Records include, but are not limited to, mission sheets, after action reports and operations order records.
Retention: Retain 3 years. (OAR 166-150-0135(27))

Law Enforcement Activity Reports (MCSO12-012): Individual officer, shift, and other activity reports usually filed on a daily, weekly, monthly, or annual basis. Useful for reference, performance monitoring, compiling annual reports, planning and budgeting, and for briefing subsequent shifts or activities. Applies to various duties such as dispatch, confinement, investigations, and patrol. Information usually includes name, shift, date, activities, and various statistical categories for tracking the number of arrests, phone calls, mileage, and other indicators. Also includes monthly and annual law enforcement or uniform crime reports summarizing statistics on criminal activity and office operations. Information may include date, categories, totals, and related data.
Retention: Annual reports and monthly reports for years in which no annual report exists: retain permanently; other reports: retain 2 years. (OAR 166-150-0135(1))

Monthly Patrol Reports (MCSO12-002): Documents hours patrolled in cities under contract with the Sheriff's Office. Reports show patrol hours, number of citations, dates and hours patrolled, and related information.
Retention: Retain 2 years. (MOAR 166-150-0005(2))

Officer Shift Schedules (MCSO12-001): Documents which officers are working which shifts. Used in planning and as backup for time records. Information includes officer's name, date, hours worked, assigned shift, and related information.
Retention: Retain 5 years. (MOAR 166-150-0005(46))

Public Complaints (MCSO12-003): Documents complaints from the public and staff concerning Sheriff's Office patrol officers. Records include original complaint (letter, email, phone message), official response, and any notes or documentation.
Retention: If investigated: transfer to internal affairs unit; other records: retain 2 years. (MOAR 166-150-0005(32))

Radar Equipment Certification and Maintenance Records (MCSO12-011): Records documenting the calibration and maintenance of radar equipment that may be useful in documenting the accuracy of the readings. Often includes original factory certification of calibration. Information related to maintenance and repair may include a description of work completed, parts used, date of service, equipment number, make model, and related data.
Retention: Retain 2 years after disposition of equipment. (MOAR 166-150-0135(70))

Ride-Along Applications (MCSO12-006): Documents applications of citizens to ride with officers while on patrol. Application shows citizen's name, date(s) of ride-along, officer's name, reason for ride-along, and related information. May also include authorizations for minors and background checks.
Retention: Retain 2 years. (2007-0017/004)