Series Title (Agency Series #): Description, Retention (Legal Citation)
Alarm Response Records (FM1-004): Records used to reconcile billings from company contracted to respond to building alarms. Includes individual response reports, spreadsheet summarizing responses, and copy of bill. Information includes date of alarm, location, response, action taken, charge, and related information.
Retention: Retain 3 years. (MOAR 166-150-0110(1))
Budget Preparation Records (FM1-013): Records documenting the preparation of program budget requests. 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))
Building Portfolios (FM1-001): Current information about county owned-buildings that is useful for building projects and maintenance. Records include copies of floor plans, work order summary, copies of recent work orders, current budget information, copies of monthly building reports, building fact sheet, correspondence, and related information.
Retention: Retain until superseded or obsolete. (2007-0015/001)
Building Security Clearances (FM1-003): Records documenting security checks for all persons working on county facility project. Checks are performed annually and are done by the County Sheriff's Office. Includes criminal history checks, driving checks, personal references, and related background information.
Retention: Retain 1 year after expired or superseded. (2007-0015/003)
Building Utility Budgets (FM1-007): Records documenting the preparation of budgets for utility use in county buildings. May include staff reports, utility use analysis, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, utility use forecasting reports, utility comparisons, and similar records.
Retention: Retain 3 years. (MOAR 166-150-0110(13))
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
Retention: Retain permanently. (MOAR 166-150-0040(6))
Easements (FM1-009): Recorded grants by property owners to the county for the use of private property for public uses. Examples consist of street, utility, bikeway, sewer, storm drain, and landscaping easements. May includes maps or other exhibits. Information includes property owner's name and signature, location of property, type of easement, terms, and date of signing.
Retention: Retain permanently. (OAR 166-150-0040(8))
Energy Project Records (FM1-006): Records documenting projects analyzing building factors that have impacts on energy use. Records include energy measures identified report, budget records, energy savings analysis report, loan documents (if project is associated with some sort of energy loan), and related records. Includes "green building" analysis.
Retention: Retain 10 years after project completed. (2007-0015/004)
Job Files (FM1-002): Documents construction, renovation, and maintenance jobs related to county buildings. Records include work order, bid records, purchasing records, bills, maintenance work order, documentation related to work performed, and related records.
Retention: Retain 3 years after closed. (2000-0015/002)
Joint Commission on Accreditation of Healthcare Organizations (JCAHO) Survey Records (FM1-016): Documents Facilities Management participation in the JCAHO accreditation process. This process is intended to provided accreditation to county Health Department facilities. This portion of the process focuses on issues surrounding building safety and security. Records include testing reports, utilities compliance, work orders, meeting records, work plans, correspondence, and related documentation.
Retention: Retain 6 years. (2007-0015/006)
Leases (FM1-010): Documents contractual agreements between the county and other parties regarding the lease of real property. Records are maintained in "transaction" files. Records include leases, appraisals, reports, work notes,and related correspondence. Information usually includes lease number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures.
Retention: Retain 6 years after lease expired. (MOAR 166-150-0005(7))
Property Index (FM1-012): Used to access lease and deed files by either property description or by transaction number.
Retention: Retain permanently. (MOAR 166-150-0040(6))
Property Information Files (FM1-011): General information file about county properties. Records may include copies of legal documents, reports, work notes, correspondence, fact sheets, and related information.
Retention: Retain permanently. (2007-0015/005)
Utility Bills (FM1-005): Records used to monitor utility usage in county buildings. Records include copies of utility bills, graphs and other analyses of utility usage, and related records. Information includes building location, amount used, cost per unit, total cost, and analyst work notes.
Retention: Retain 5 years. (MOAR 166-150-0110(1))