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: 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
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)