Series Descriptions

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

Budget Preparation Records (MCSO26-001): Records documenting the preparation of program budget requests presented to the department budget team. 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))­    

Client Screening Records (MCSO26-002): Documents clients selected/rejected for the MCRC work release program. Records include screening log and supporting documentation. Information includes client's name, date of screening, offense information, other relevant information, and decision about acceptance into program.­
Retention: Retain 5 years after last action. (2007-0017/019)­    

Correspondence, Ephemeral (MCSO26-003): 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 (MCSO26-004): 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 (MCSO26-005): 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 5 years. (MOAR 166-150-0005(8))­    

Deputy Case Records (MCSO26-006): Documents deputy case management of work release inmates of the restitution center. Records include extradition waivers, contraband agreements, residence agreements, property waivers, and related legal documents.­
Retention: Retain 5 years. (2007-0017/020)­    

Employee Time Records (MCSO26-007): Records documenting hours worked, leave hours accrued, and leave hours taken by program employees. Information usually includes employee name and social security number, hours worked, type and number of leave hours taken, total hours, dates, and related data.­
Retention: Retain 5 years. (MOAR 166-150-0155(3))­    

Program Case Records (MCSO26-008): Documents counselor case management of work release inmates of the restitution center. Services include employment referrals, education, treatment resources, and supervision of sentenced county offenders. Records include police record, criminal histories, jail records, restitution center agreement, job search records, work cards, case management notes, information release consents, referral records, correspondence and similar records.­
Retention: If client terminated from program: transfer to appropriate correctional facility; if client completes program: retain 5 years after case closed. (MOAR 166-150-0135(52))­    

Release Summaries (MCSO26-009): Records documenting the release of  persons from MCRC custody. Summaries show inmate's name, identifying information, date releases, and type of release.­
Retention: Retain 5 years. (2007-0017/021)­    

Room and Board Accounting Records (MCSO26-010): Documents payments made by inmates for their room and board at the restitution center. Inmates are required to pay 150% of their hourly wage for each day they stay at the center. Records include check requests, check stubs, account statements, and payment reports.­
Retention: Retain 5 years. (MOAR 166-150-0110(2))­    

Urinalysis Test Records (MCSO26-011): Documents urinalysis tests for all clients in the MCRC work release program. Records include test results and test log. Information includes client's name, date tested, and test results.­
Retention: Positive test results: transfer to program case file; negative test results: retain 2 years; log: retain 7 years. (2007-0017/022)­    

Warrant Affidavits (MCSO26-012): Records documenting request for affidavits for people who have left the MCRC program without permission. Records include copy of  affidavit, scheduling records, and supporting documentation. Information includes person's name and identifying information, reason for warrant, and related information.­
Retention: Retain 5 years. (2007-0017/023)­