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

Correspondence, Ephemeral (OSCP16-002): 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 (OSCP16-003): 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 (OSCP16-004): 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 3 years. (MOAR 166-150-0005(8))

Federal Housing and Urban Development Grant Records (OSCP16-010): Records document the application, evaluation, awarding, administration, monitoring, and status of HUD grants for specified division projects. Records may include, but are not limited to, applications including project proposals, summaries, objectives, activities, budgets, exhibits, and award notification; grant evaluation records and recommendations concerning grant applications; grant administration records including progress reports, budgets, project objectives, proposals, and summaries; records documenting allocation of funds; contracts; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation.
Retention: Original application, amendments, and annual financial, performance, or final reports: retain permanently; other records: retain 5 years. (MOAR 166-150-0110(17))

Grant Accounting Records (OSCP16-005): Documents revenues received from state and federal grants for funding of DCHS program activities. Records include copies of journal vouchers, contracts,  contract approval forms, invoices, payment memorandum (which indicate source of funding, amounts, accounting codes, and service elements), notification of plan approval (which indicate approved programs and funding amounts), budget summary statements (which indicate budgets, funds released, actual amounts spent or obligated, and unspent balances), Treasury receipts, reimbursement claims to granting agencies, evaluation documentation, grant award documentation, and related records.
Retention: Retain 5 years. (MOAR 166-150-0110(17))

Grant Administration Records (OSCP16-011): Records document the administration, monitoring, and status of grants in which the agency is the recipient, grantor, allocator, or administrator. Grants may come from federal or state governments or foundations and other private funding sources. Records may include, but are not limited to, grant administration records including progress reports, budgets, project objectives, proposals, and summaries; records documenting allocation of funds; contracts; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation.
Retention: Retain 5 years. (MOAR 166-150-0110(17))

Grant Records (OSCP16-001): Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which the agency is the recipient, grantor, allocator, or administrator. Grants may come from federal or state governments or foundations and other private funding sources. Records may include, but are not limited to, applications including project proposals, summaries, objectives, activities, budgets, exhibits, and award notification; grant evaluation records and recommendations concerning grant applications; grant administration records including progress reports, budgets, project objectives, proposals, and summaries; records documenting allocation of funds; contracts; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation. 
Retention: Original application, amendments, and annual financial, performance, or final reports: Retain permanently; Other grant records: Retain 3 years after annual or final expenditure report submitted or as specified in agreement, whichever is longer; Unsuccessful grant applications: Retain 2 years after rejection or withdrawal. (MOAR 166-150-0110(17))