Series Title (Agency Series #): Description, Retention (Legal Citation)
Accessioning Records (FREDS3-001): Records documenting the transfer of record accessions to the County Records Center and Archives. Includes transmittals, destruction notices, distribution slips, Shelf-lists, and attached correspondence. Most of this information is maintained and summarized in records accessioning databases. Information includes accession date, description of records, initial shelf locations, transmitting department, destruction date (if applicable), control number, and authorizing signatures.
Retention: Records documenting the transfer of permanent records: retain permanently; Accession databases: retain permanently; Destruction records: retain permanently; other records: retain 5 years or 1 year after associated records have been destroyed, whichever is longer. (MOAR 166-150-0125(10))
Accounts Payable Records (FREDS3-012): 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. (MOAR 166-150-0110(1))
Budget Preparation Records (FREDS3-010): Records documenting the preparation of program budget requests presented to the division budget program. 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))
Computer System Management Records (FREDS3-011): Records documenting the planning, development, and maintenance of program computer systems, primarily the STAR records management system and the distribution billing system. Records include system documentation, hardware and software manuals and specifications, software development records (including coding instructions, report and record layouts, data structures, and database relationships), backup records, correspondence, and related records.
Retention: Retain for life of system. (MOAR 166-150-0125(1,2))
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
Finding Aids (FREDS3-004): Records locating and/or describing records held in the County Records Center and Archives. Includes shelf lists, shelf reads, archival collection descriptions, spreadsheets, and similar records. The most comprehensive locations for this information currently are the record location databases. Information includes item description, location, accession information, destruction information, and comments.
Retention: Retain until superseded or until described items have been destroyed. (Unscheduled)
Microfilm Quality Control Records (FREDS3-005): Records document that microfilm produced for the county conforms to the specifications required by Oregon Administrative Rules 166-025-0005 to 166-025-0030. Records may include but are not limited to microfilmed records lists, microfilm reel indexes, service bureau transmittals, film inspection reports, methylene blue certifications, camera/processor/duplicator inspection reports, equipment and operator logs, and correspondence.
Retention: Retain same as related microfilm. (MOAR 166-150-0125(9))
Program Statistics (FREDS3-015): Records documenting program accomplishments and activities. Includes spreadsheet and paper compilations describing records received, records destroyed, record actions, response efficiency, cost per action, department use levels, and similar information.
Retention: Retain 10 years. (Unscheduled)
Purchasing Records (FREDS3-013): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services. Much of this information will be maintained in electronic only format in the SAP system. Includes quotes, requisitions, purchase orders, limited purchase orders, and related records.
Retention: Retain 3 years. (MOAR 166-150-0110(21))
Records Center Requests (FREDS3-002): Records documenting record actions performed for county agencies and the public. Documented record actions may include retrievals, re-files, inter-files, permanent loans, and unsuccessful retrievals ("not founds"). Includes documentation of requests (faxes, email, phone notes, or similar records) and associated databases. Information includes date and time of request, type of request, requestor's name and address, item requested, shelf location, and sender's name.
Retention: Database entries: retain 3 years; other records: retain 1 year. (MOAR 166-150-0005(37))
Records Retention Scheduling Records (FREDS3-003): Records documenting the development of records retention schedules for county departments. Records include draft retention schedules, department comments and revisions, inventory worksheets, background research, Oregon State Archives schedule authorizations, finalized retention schedules, and related correspondence. This information is also maintained in a variety of scheduling and administrative databases. These databases interact to create both retention schedules and disposition authorizations for records held in the County Records Center.
Retention: Administrative database information: retain until superseded or obsolete; retention schedules, including scheduling databases: retain 5 years after schedule superseded or expired; other records: retain 5 years. (MOAR 166-150-0125(10))
Workplace Safety Committee Records (FREDS3-014): Series documents the actions of the committee that oversees or advises the division in relation to safety issues. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, tape recordings, correspondence, and related documents. Subjects include hazards to employees and the general public, construction design, and repair safety concerns, suggestions, complaints, state and federal rules and regulations, and others.
Retention: Minutes: Retain 10 years; Other records: Retain 5 years. (MOAR 166-150-0200(17))