Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounting Records (OSCP7-019): Records documenting payment of agency bills for general accounts. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, cancelled checks or warrants, and similar records.
Retention: Retain 3 years. (MOAR 166-150-0110(1,2))
Budget Preparation Records (OSCP7-016): Records documenting the preparation of department budget requests presented to the Board of County Commissioners. 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))
Committee and Task Force Meeting Records (OSCP7-017): Records documenting the proceedings of boards, commissions, task forces, committees, advisory councils, and other similar groups, as described in Oregon's Public Meetings Law (ORS 192.610 to 192.710), for which the department maintains the official record. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio or visual recordings, correspondence, and related documentation.
Retention: Retain permanently. (MOAR 166-150-0005(15))
Competitive Bid Records (OSCP7-011(a) and OSCP7-011(b)): Records documenting the publicizing, evaluation, and awarding of bids to contractors. Provides recorded evidence of accepted and rejected bids. Records include original request for proposals with addendums, notice of open competitive bid, bid rating records, bid acknowledgements, contractor RFP responses (includes bid, organization identification and transmittal sheet, and bid evaluation score sheet), and related correspondence.
Retention: OSCP7-011(a) Accepted bids: retain 6 years after awarded or cancelled; OSCP7-011(b) Rejected bid or bid exemptions: retain 2 years. (MOAR 166-150-0110(10))
Conference and Seminar Records (OSCP7-018(a) and OSCP7-018(b)): Records documenting the attendance at, or development of, seminars, conferences, workshops, conventions, and similar gatherings. May be sponsored by the agency or another entity. Often includes class descriptions, instructional materials, course outlines, enrollment and attendance records, reports, speeches, planning documentation, and related records.
Retention: OSCP7-018(a)Significant program records: Retain 5 years; OSCP7-018(b) Other records: Retain 2 years. (MOAR 166-150-0005(36,37))
Contract Administration Records (OSCP7-012): Documents the management of contractor activities and payments for all DCFS contracts. Records include expense reports, copies of payment vouchers (including payment memos and invoices), contract approvals, contract amendments, contract review checklist, data entry screens, contract routing form, copy of contract, certificates of insurance, contractor information (bankruptcies, lawsuits, etc), and related correspondence.
Retention: Retain 10 years. (MOAR 166-150-0005(7))
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
Employee Time Records (OSCP7-015): Records documenting hours worked, leave hours accrued, and leave hours taken by division 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))
Family Resource Center Client Case Records (OSCP7-001): Documents the provision of short-term referral, advocacy, and case management services to clients through four school-based and two community based family resource centers. Records may include client intake forms, discharge forms, activity narrative, housing vouchers, information release authorizations, correspondence, and related records. Information includes client's name, identifying information, services used, referrals made, case notes, housing/rent assistance provided, case manager's signature and date, and related information.
Retention: Retain 5 years after case closed. (2003-0038/020)
Grant Administration Records (OSCP7-013): 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))
Informal Quotes (OSCP7-010(a) and OSCP7-010(b)): Documents solicited quotations for purchases that do not require competitive bidding (less than $50,000 and not involving capital construction) as specified in PCRB 10.120. Records include written records of each quote, quotation tabulation forms (PD44), and requisitions (RX30). Information includes vendor name and address, name of vendor contact, price quote and delivery date, date of quote and how long quote is valid, terms, and specifications of the items being quoted.
Retention: OSCP7-010(a) Requirements quotes: retain 3 years; OSCP7-010(b) Other quotes: retain 2 years. (MOAR 166-150-0110(21))
Meeting Records, Staff (OSCP7-004): Records documenting meetings involving family resource center staff which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items.
Retention: Retain 2 years. (MOAR 166-150-0005(16))
No Service Referral Records (OSCP7-007): Documents clients who are directly referred to service providers without receiving Touchstone case management. Records include information sheet and referral.
Retention: Retain 1 year. (2003-0038/022)
Planning Records (OSCP7-009): Series documents long-range plans and the development the division's mission statement and work objectives. Records include strategic plans, mission statements, preliminary drafts, work notes, and related correspondence.
Retention: Retain 20 years. (MOAR 166-150-0005(23))
Provider Correspondence (OSCP7-006): Series documents routine communications between Touchstone staff and referral service providers. 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))
Touchstone Client Case Files (OSCP7-005): Documents case management services to families. Program is school-based and provides group session and referral services. Includes case notes documenting services provided, family goal sheets, intake and assessment forms, case plan, information release forms, copies of educational plans, payment records, and other related records.
Retention: Retain 5 years after last action. (2003-0038/021)