Series Title (Agency Series #): Description, Retention (Legal Citation)Budget Preparation Records (L05-001): Records documenting the preparation of program budget requests presented to the department director. 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 166-150-0025(12))
Conference And Seminar Records (L05-003): Records documenting the attendance at, or development of, seminars, conferences, workshops, conventions, and similar gatherings. May be sponsored by the program or another entity. Often includes class descriptions, instructional materials, course outlines, enrollment and attendance records, reports, speeches, planning documentation, and related records.
Retention: Retain 2 years. (MOAR 166-150-0005(6))
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
Planning Records (L05-014): Series documents long-range plans and the development of the youth services program's mission statement and work objectives. Records include strategic plans, mission statements, preliminary drafts, work notes, and related
Retention: Retain 20 years. (MOAR 166-150-0005(23))
Policy Statements And Directives (L05-015): Series documents review, assessment, development, and authorization of the youth services program's policies and procedures. Records may include authorizing bulletins and advisories, mission and goal statements, manuals, and final policy statements and directives. Information often includes policy and procedure numbers, revision dates, subject identification, narrative description, authorization information, and effective date.
Retention: Retain 20 years after superseded. (MOAR 166-150-0005(24))
Staff Meeting Records (L05-002): Records documenting meetings involving youth services staff that 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. Includes youth services librarian's meetings, committee meetings, electronic discussion list postings, and similar meetings.
Retention: Retain 2 years. (MOAR 166-150-0005(18))
Statistical Reports (L05-018): Reports documenting activities in the youth services program and at branch libraries. Reports show number of youth served, programs presented, materials borrowed, and related statistical information.
Retention: Retain permanently. (MOAR 166-150-0005(10))
Summer Reading Program Records (L05-006): Documents county library program to persuade youth to read books through the summer. Includes program descriptions, statistical reports for Multnomah County libraries, program development records, correspondence, and related records.
Retention: Retain permanently. (MOAR 166-150-0005(10))
Training Program Records (L05-07): Records related to the design and implementation of training programs provided to program staff by the county. May include class descriptions, planning documentation, instructional material, course outlines, and related significant records.
Retention: Retain 5 years. (MOAR 166-150-0040(22))
Youth Services Grant Records (L05-004): Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which the youth services program is the recipient, grantor, allocation, or administrator. Grants generally come from the Library Services and Technology Act (LSTA) or Library Service and Construction Act (LSCA) programs, but may also come from other federal, state, and private 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 monitoring project plans and measuring achievement; and related correspondence and documentation.
Retention: Original application, amendments, and annual financial, performance, or final reports: Retain permanently; Other grant records: Retain 5 years; Unsuccessful grant applications: Retain 2 years after rejection or withdrawal. (MOAR 166-150-0025(18))
Youth Services Meeting Records (L05-008): Documents meetings of county youth services librarians. Records include agendas, minutes, exhibits, correspondence, and related records.
Retention: Retain 3 years. (MOAR 166-150-0005(17))
Youth Services Reports (L05-009): Documents activities and accomplishments of the youth services librarians and programs. Reports provide narrative information about activities, programs, staffing, budget, and related issues for each library’s youth program.
Retention: Retain 3 years. (MOAR 166-150-0005(11))