Series Title (Agency Series #): Description, Retention (Legal Citation)
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
Federal Housing and Urban Development Grant Records (OSCP16-010(a) and OSCP16-010(b)): 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: OSCP16-010(a) Original application, amendments, and annual financial, performance, or final reports: retain permanently; OSCP16-010(b) 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(a) and OSCP16-001(b) and OSCP16-001(c)): 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: OSCP16-001(a) Original application, amendments, and annual financial, performance, or final reports: Retain permanently; OSCP16-001(b) Other grant records: Retain 3 years after annual or final expenditure report submitted or as specified in agreement, whichever is longer; OSCP16-001(c) Unsuccessful grant applications: Retain 2 years after rejection or withdrawal. (MOAR 166-150-0110(17))