Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounts Payable Records (PUR1-015): Records documenting payment of program bills. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, cancelled checks or warrants, and similar records.
Retention: Retain 3 years. (Non-Record Copy)
Accounts Receivable Records (PUR1-005): Records documenting revenues owed to Purchasing by vendors, citizens, organizations, governments, and others to be credited to general accounts excluding grants. Also documents billing, collection and deposits of moneys. May include reports, receipts, invoices, awards, logs, lists, summaries, statements, deposit notices and similar records. Information often includes, receipt amount, date, invoice number, name, account number, account balance, adjustments, and similar data.
Retention: Retain 3 years after collected or deemed uncollectible. (MOAR 166-150-0110(2), 0210(2))
Budget Preparation Records (PUR1-009): Records documenting the preparation of program budget requests presented to the department. 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. (OAR 166-150-0110(8))
Competitive Solicitation Records : Construction Solicitations : Alternative Contracting Methods (CM/GC and ESCO) (PUR1-021): Documents purchasing activities involving solicitations utilizing alternative contracting methods as defined in PCRB Rule 49-0610(1). Includes Environmental Impact Statements, public comments, architecture and engineering plans and specifications, and related records in addition to standard construction-related documents.
Retention: Retain 10 years after substantial completion as defined in ORS 12.135(4). (MOAR 166-150-0110(10a))
Competitive Solicitation Records: Construction Solicitations (PUR1-001C(a) and PUR1-001C(b) and PUR1-001C(c)): Documents the publicizing, evaluation, and awarding of formal solicitations to vendors and other individuals or organizations. Provides evidence of accepted and rejected offers. includes requests for advertisement, vendor lists, specifications, proofs of advertisement, addenda, vendor responses, offer tabulations, award notices, copies of contracts, agency transmittal letters, phone qualification sheets, requests for proposals and requests for qualification, RFP/RFQ committee records, conflict of interest statements, correspondence, and other related records.
Retention: PUR1-001C(a) Rejected offers and exemption records: Retain 2 years; PUR1-001C(b) Successful construction solicitation records: Retain 10 years after substantial completion, as defined in ORS 12.135(3); PUR1-001C(c) Pre-qualification records: Retain 10 years after expiration. See PUR1-001 for non-construction solicitation records. (MOAR 166-150-0110(10a,c))
Competitive Solicitation Records: Non Construction (PUR1-001(a) and PUR1-001(b)): Documents the publicizing, evaluation, and awarding of formal solicitations to vendors and other individuals or organizations. Provides evidence of accepted and rejected offers. Includes requests for advertisement, vendor lists, specifications, proofs of advertisement, addenda, vendor responses, offer tabulations, award notices, copies of contracts, agency transmittal letters, phone qualification sheets, requests for proposals and requests for qualification, RFP/RFQ committee records, conflict of interest statements, correspondence, and other related records.
Retention: PUR1-001(a) Rejected offers and exemption records: retain 2 years; PUR1-001(b) Other records: 6 years after awarded or cancelled. See PUR1-001C for construction solicitation records. (MOAR 166-150-0110(10b))
Contracts (PUR1-016): Documents the duly executed and binding contractual agreements between the county and other parties. May include contracts, amendments, exhibits, insurance certificates, change orders, bonds, and significant related correspondence. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures.
Retention: Retain 6 years after expiration. See PUR1-016C for construction contracts. (MOAR 166-150-0005(7c))
Contracts: Construction (PUR1-016C): Documents the duly executed and binding contractual agreements between the county and other parties. May include contracts, amendments, exhibits, insurance certificates, change orders, bonds, and significant related correspondence. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures. Also includes contractor prequalification records.
Retention: Retain 10 years after substantial completion as defined in ORS 12.135(4). See PUR1-016 for non-construction contracts. (MOAR 166-150-0005(7a))
Contracts : Construction Alternative Contracting Methods (CM/GC and ESCO) (PUR1-020): Documents contracting activities involving an alternative contracting method as defined in PCRB Rule 49-0610(1). Includes contracts, amendments, exhibits, insurance certificates, change orders, bonds, significant related correspondence, plans, specifications and related records. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, signatures, and other related documents.
Retention: Retain 10 years after substantial completion as defined in ORS 12.135(4). (MOAR 166-150-0005(7a))
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
Employee Personnel Records (PUR1-019(a) and PUR1-019(b)): Records document an individual employee's work history. Records may include but are not limited to applications; notices of appointment; employment applications; training and certification records; records of health limitations; salary schedules; tuition reimbursement records; personnel actions; performance appraisal evaluations; letters of commendation and recommendation; letters of reprimand; notices of disciplinary action; notices of layoff; letters of resignation; home address and telephone disclosures; emergency notification forms; grievance and complaint records; and related correspondence and documentation.
Retention: PUR1-019(a) Letters of reprimand and notices of disciplinary action: Retain 3 years. PUR1-019(b) All other records: Retain 6 years after separation. NOTE: Employee medical records must be separated and filed with the department's Human Resources unit. (MOAR 166-150-0160(10))
Employee Time Records (PUR1-014): Records documenting hours worked, leave hours accrued, and leave hours taken by program employees. Information usually includes employee name, hours worked, type and number of leave hours taken, total hours, dates, and related data.
Retention: Retain 4 years. (MOAR 166-150-0155(3))
Employee Travel Records (PUR1-008): Records documenting requests, authorizations, reimbursements, and other actions related to employee travel. 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 data.
Retention: Retain 3 years. (MOAR 166-150-0110(24))
Informal Solicitations (PUR1-002): Documents soliciting quotations for purchases that do not require formal competitive solicitation (less than $150,000 and not involving capital construction) as specified in PCRB 47.0270. Records include written records of each quote and quotation tabulation forms.
Retention: Retain 3 years. (Non-Record Copy)
Legislative Tracking Records (PUR1-006): Series used to monitor legislation which may have an impact on the program'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))
Minority, Women, and Emerging Small Business Program Administrative Records (PUR1-018): Records documents county tracking and administration of MWESB contractors. Records are primarily maintained in electronic form, but periodic reports printed for internal use and other related information is also maintained. Information includes contractor name, status, dates of contracts awarded, dollar amounts awarded, and related information.
Retention: Retain 10 years. (MOAR 166-150-0005(7))
Office Procedure Manuals (PUR1-012): Written instructions, rules, and guidelines in manual form documenting current and past authorized agency policies and procedures. Used for new employee orientation and for ongoing reference. Includes routine documentation and basic clerical instructional procedures covering such subjects as formatting letters, data entry, telephone etiquette, and others.
Retention: Retain 2 years after superseded or obsolete.(MOAR 166-150-0005(24a))
Payroll Wage Certifications (Contractors) (PUR1-022): The prevailing wage rate payroll/certified statement form submitted by contractors for reporting their payroll, as required by ORS 279C.845, on public works projects subject to the Prevailing Wage Rate (PWR) Law.
Retention: Three (3) years from completion of contract work (OAR 839-025-0025)
Policy Statements and Directives (PUR1-010): Series documents review, assessment, development, and authorization of the program's policies and procedures. Records may include authorizing bulletins and advisories, mission and goal statements, manuals, and final policy statements and directives. Information often includes policy and procedure numbers, revision dates, subject identification, narrative description, authorization information, and effective date.
Retention: Retain 20 years after superseded. (OAR 166-150-0005(25))
Procurement Schedules (PUR1-017): Documents active procurements for the calendar week. Schedules include opening and closing dates, procurement numbers and names, and assigned Purchasing staff.
Retention: Retain 1 year. (MOAR 166-150-0005(1))
Staff Meeting Records (PUR1-007): Records documenting staff meetings which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). These routine staff 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 adds significant information to that series.
Retention: Retain 2 years. (MOAR 166-150-0005(16))