Series Title (Agency Series #): Description, Retention (Legal Citation)
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.
Retention: Retain 3 years. (MOAR 166-103-0025(5))
Bookstore Register Journal (L02-004): Documents all transactions in the Title Wave Bookstore. Journal consists of register tapes that 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. (MOAR 166-103-0025(2))
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 166-103-0025(13))
Correspondence, Ephemeral (L02-007): Series documents communications received or sent which do not contain significant information about the volunteer program, 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 166-103-0005(8))
Correspondence, General (L02-008): 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 166-103-0005(9))
Correspondence, Program (L02-009): 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 5 years. (MOAR 166-103-0005(11))
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, volunteer questionnaire, references, volunteer agreement, vocational rehabilitation background, supervisor notes, and related correspondence.
Retention: Retain 2 years after separation. (MOAR 166-104-025(12))
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. The volunteer coordinator matches these requests against the database of volunteers to identify the best volunteer to fill the request. 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, monthly volunteer schedules, and related records.
Retention: Retain 5 years. (MOAR 166-103-0040(23))