Library: Title Wave Bookstore and Volunteer Services
Series Descriptions
Series Title (Agency Series #): Description, Retention (Legal Citation)
Title Wave Bookstore
Bank Reconciliation Records (L02-005):
Documents the reconciliation of bank accounts to bank statements. Includes monthly bank reconciliation reports used to reconcile deposits, electronic transfers, credit card debits, and other transactions; bank statements; and related materials. Documentation is sent to Finance for final disposition.
Retention: Retain 3 years. (OAR 166-150-0110(4))
Bookstore Register Journal (L02-004):
Documents all transactions in the Title Wave Bookstore. Journal shows the amount of money received, number of items sold by type, number of customers, and the date. Includes both a daily journal and a monthly journal.
Retention: Retain 5 years. (OAR 166-150-0110(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
Volunteer Services
Budget Preparation Records (L02-006):
Records documenting the preparation of program 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 2 years. (OAR 166-150-0110(7))
Individual Volunteer Worker Records (L02-001):
Records documenting the selection, activities, and supervision of department volunteers. Records include information release consent, background and reference checks, volunteer application, references, volunteer agreement, vocational rehabilitation background, supervisor notes, and related correspondence.
Retention: Retain 3 years after separation. (OAR 166-150-0160(26))
Volunteer Allocation Referrals (L02-010):
Documents volunteer referrals made to agency/section/program to fill requests. Referrals show the position title, volunteer's name, requesting agency/section program, and date referred.
Retention: Retain 1 year. (2000-0025/014)
Volunteer Allocation Requests (L02-003):
Documents requests from agency/section/program for volunteer assistance and placement. Requests show requesting branch, volunteer skills needed, location of work, and hours needed.
Retention: Retain 2 years. (2000-0025/015)
Volunteer Program Records (L02-002):
Records documenting the activities and administration of volunteer programs and volunteers in the department. May include volunteer hour statistics, volunteer program publicity records, insurance requirement information, volunteer rosters, newsletters, mailing lists, and related records.
Retention: Retain 5 years. (OAR 166-150-0160(25))