Series Title (Agency Series #): Description, Retention (Legal Citation)
Bank Transaction Records (TEL1-006): Records documenting the current status and transaction activity of agency funds held at banks. May include account statements, deposit and withdrawal slips, checks, and related records. Information includes bank and account numbers, transaction dates, beginning balance, check or deposit amount, document numbers, adjustments, description of transaction, ending balance, and related data.
Retention: Retain 3 years. (OAR 166-150-0210(2))
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
Invoices (TEL1-004): Records documenting revenues owed to the program for telecommunications services. May include reports, receipts, invoices, awards, logs, lists, summaries, statements, and similar records. Information often includes receipt amount, invoice number, name, account number, account balance, adjustments, and similar data.
Retention: Retain 3 years. (MOAR 166-150-0110(2))
Payroll Administrative Reports (TEL1-009): 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. (OAR 166-150-0155(8))
Service Requests (TEL1-001): 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 4 years. (MOAR 166-150-0125(12a))
Telecims Inventory Records (TEL1-007): Inventory records of telecommunications property or assets. Information often contains asset number, description, purchase order number, location of asset, date received, purchase price, replacement cost, depreciation, and related data.
Retention: Retain 3 years. (MOAR 166-150-0110(19))
Telecommunications Accounting Reports (TEL1-005): Records documenting details of transactions such as those related to receipts and expenditures on a daily, monthly, quarterly or similar basis. Reports may show 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: Retain 3 years. (MOAR 166-150-0110(14))
Telecommunications Billing Records (TEL1-003): 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 3 years. (MOAR 166-150-0110(1))
Time Records (TEL1-008): 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))