Series Title (Agency Series #): Description, Retention (Legal Citation)
Adopted Department Budget (OSCP13-013): Records documenting the final annual financial plan approved by a department body for all expenditures. Information may include budget message, financial summaries, revenues and expenditures, operating programs, debt service, position and wage analysis, overhead allocations, organization charts, previous actual and budgeted amounts, and related data. Duplicate copies should be retained as needed.
Retention: Retain 10 years. (MOAR 166-150-0110(7))
Budget Preparation Records (OSCP13-004): Records documenting the preparation of department budget requests presented to the specified governing body. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 5 years. (MOAR 166-150-0110(8))
Contract Payment Vouchers (OSCP13-001): Documents all payments made to contracted service providers under all OSCP programs. Records include payment vouchers, copies of invoices, insurance claim forms, supporting documentation for claims, documentation that verifies authorization to receive payment, accounting reports, payment receipts, and related documentation.
Retention: Retain 5 years. (MOAR 166-150-0110(1))
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
Deposit Notices (OSCP13-006): Documents funds received and deposited to DCFS accounts. Includes a copy of cash received journal, copy of check or money order, deposit check off list, register tape, deposit slip, and related records. Information includes bank name, date, amount deposited, account/fund information, and signature.
Retention: Retain 5 years. (MOAR 166-150-0110(5))
Expenditure and Revenue Reports (OSCP13-005): Records documenting details of transactions such as those related to receipts and expenditures on a daily, monthly, quarterly or similar basis. Includes reports that document account revenue and expenditures in order to provide backup documentation to the general ledger. May include details of revenues, expenditures, encumbrances, cash receipts, warrants, and others. Information often includes date, payee, purpose, fund credited or debited, check number, and similar or related data.
Retention: Year-end (month 13) reports: retain 10 years; other reports: retain 5 years. (MOAR 166-150-0110(23))
Petty Cash Records (OSCP13-002): Documents authenticating petty cash purchases and requesting reimbursement from department for petty cash fund. Records include receipts, transaction statements, petty cash form, and memo requesting payment.
Retention: Retain 5 years. (MOAR 166-150-0110(20))
Purchasing Records (OSCP13-015): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the department. Records include purchase orders, limited purchase orders, requisitions, central stores orders, copies of vendor invoices, requests for quotations, vendor quotations, copies of shipping slips, copy of payment voucher, correspondence, and related records.
Retention: Retain 5 years. (MOAR 166-150-0110(21))
Telecommunications Billing Records (OSCP13-016): Records documenting payment of telecommunication service bills. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, payment log, receipt records, cancelled checks or warrants, and similar records.
Retention: Retain 5 years. (MOAR 166-150-0110(1))
Telecommunications Service Requests (OSCP13-017): Documents county requests for telecommunications services from a variety of providers. Records include charge forms, invoices, service request form, correspondence, and related records. Information includes service description, cost, provider information, and accounting information.
Retention: Retain 5 years. (MOAR 166-150-0125(12))
Travel Expense Records (OSCP13-003): 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 5 years. (MOAR 166-150-0110(24))