Series Title (Agency Series #): Description, Retention (Legal Citation)
Accident Reports (RSK1-007): Used to report employee accidents to Risk Management. Records may include accident reports, occupational injury report and investigation, and employee identification and physical assessment form.
Retention: Retain 10 years. (MOAR 166-150-0200(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 75 years after expiration if no claims pending. (MOAR 166-150-0200(8))
Employee Time Records (RSK1-017): Records documenting hours worked, leave hours accrued, and leave hours taken by agency 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))
Ergonomic Assessments (RSK1-009): Documents employee requests for changes in worksite ergonomics, department evaluations, and resolution. Records include employee requests, assessments, response, and related correspondence.
Retention: Retain 3 years. (Unscheduled)
Incident Reports (RSK1-006): Series used to report non-injury safety incidents. Records may include incident reports, police reports, investigation records, and related correspondence.
Retention: Retain 20 years. (MOAR 166-150-0200(6))
Insurance Bid Records (RSK1-014): Records documenting the publicizing, evaluation, and awarding of quoted bids to vendors and other individuals or organizations. Provides recorded evidence of accepted and rejected bids. May include bid exemption documents, bid and quote lists, notices of bid opening and award, comparison summaries, spreadsheets, tabulation worksheets, bid advertising records, tally sheets, bid specifications, correspondence, and related records.
Retention: Retain 6 years after bid awarded or cancelled. (MOAR 166-150-0110(10b))
Liability Claim Records (RSK1-003): Documents claims filed against the county by citizens for damages from accident or injury. Claims are subcontracted to private insurers. Records include incident reports, investigatory records, photographs, liability release forms, and payment records.
Retention: Retain 11 years after claim closed. (MOAR 166-150-0200(9))
Monthly Risk Management Analysis (RSK1-010(a) and RSK1-010(b)): Documents active and open claims against the county. Used in the analysis and update of actuarial tables. Reports show case name, date, cumulative total expenditures, and related analysis.
Retention: RSK1-010(a) Calendar and fiscal year-end reports: retain 10 years; RSK1-010(b) Other reports: retain current month. (Unscheduled)
Payroll Administrative Reports (RSK1-018): Reports, statistical studies, and other records designed and used for budget preparation, projections, workload and personnel management, research, and general reference. Often consists of recapitulation reports organizing wages, deductions, and other data into categories such as quarter-to-date, year-to-date, fiscal
year-to-date, department, division, section, employee/employer contributions, and others.
Retention: Retain 3 years. (MOAR 166-150-0155(8))
Project Records (RSK1-016(a) and RSK1-016(b)): Documents division projects related to safety, risk management, and insurance. Records include reports and studies, evaluations, background material, research and analysis, and related correspondence.
Retention: RSK1-016(a) Project reports: retain 10 years; RSK1-016(b) Other records: retain 5 years after project completed or terminated. (MOAR 166-150-0005(31))
Property Appraisals (RSK1-011): Documents county appraisals of real and personal property in order to determine amount and type of insurance necessary. Appraisals include description of property, information about the owner, location of property, value of property, date of appraisal, and supporting documentation.
Retention: Retain 5 years after final disposition of property. (Unscheduled)
Property Loss Claims (RSK1-002): Documents county department claims for replacements for lost, stolen, or damaged property worth more than the deductible of $750. Records include insurance property report and request for replacement, written request for replacement, documentation of loss/damage, documentation of replacement value, asset disposition form, purchase orders and invoices, copy of journal voucher documenting department payment, and related records.
Retention: Retain 5 years. (MOAR 166-150-0200(7))
Risk Management Training Records (RSK1-015): Records related to the design and implementation of risk management training programs provided to employees by the division. May include class descriptions, instructor certifications, planning documentation, instructional material, course outlines, class enrollment and attendance records, and related significant records.
Retention: Retain 5 years. (MOAR 166-150-0160(23))
Worker's Compensation Claim Records (RSK1-001(a) and RSK1-001(b)): Documents claims filed by workers for compensation for work-related injuries or illnesses. Records include state of Oregon workers' and employer's report of occupational injury or disease (WCD Form 801), the form provided by doctors for advising self-insured employers of their initial treatment of the worker, compensation claims filed by workers or their representatives, employee incident/personal injury reports, hearing notices and judgments, return to work notices, modified duty releases, investigation notes, correspondence, and related records.
Retention: RSK1-001(a) Records documenting hazard exposure: transfer to Individual Employee Medical Records after claim closed; RSK1-001(b) Other records: retain 6 years after claim closed. NOTE: Retain 6 years after date of accession, per agency request. (MOAR 166-150-0200(21); 29 CFR 1910)
Workplace Safety Committee Records (RSK1-019): Records documenting the county's program to promote safety on county-owned property through workplace safety committees.
Retention: Retain 3 years. (MOAR 166-150-0200(17c))