DCJ Common Records Retention Series (ASDGEN)

NEW UPDATES!
OARs governing county retention were updated November 2025. Your Multnomah County Retention Series has been updated accordingly. Please make sure to double check - some series may have new retention periods.

These records are typically created and managed by more than one program or division. If you do not find your records here, check your program's schedule or contact Records & Archives (records@multco.us, 503-988-3741).

Each series contains the following information:

• Series Title (Agency Series #)
• Description. (Legal Citations)
• Retention  

Calendars and Scheduling Records (ASDGEN-004)

Records documenting and facilitating routine planning, scheduling, and similar actions related to meetings, appointments, trips, visits, and other activities. Includes calendars, electronic (including handheld) organizers, appointment books, notes, telephone messages, diaries, and similar records. (OAR 166-150-0005(39))

Retention: 

• Retain 1 year. 

Client Logs (ASDGEN-005)

Documents client visits to division offices. Required at each Adult Services site. Logs show date, client's name, person client is visiting, and time signed in and out. (OAR 166-150-0005(48))

Retention: 

• Retain 5 years. 

Incident Reports

See Safety Program records.

Petty Cash Records (ASDGEN-017)

Documents authenticating petty cash purchases and requesting reimbursements from the department petty cash fund. Records include receipts, transaction statements, petty cash form, and memo requesting payment. The primary transactional record is maintained in SAP, with supporting documentation, including electronic information, maintained separately. Also see Business Services and Financial Operations records. (OAR 166-150-0110(22))

Retention:

• Retain 3 years. 

Policies and Procedures Records

See Human Resources records.

Publications

See Director's Office records.

Reports and Studies (ASDGEN-022)

Records document special reports or studies conducted on the division's programs, services, or projects, compiled by division personnel, or by consultants under contract. Includes final report distributed either internally or to other entities and the work papers used to compile the report or study. For reports and studies maintained in electronic format, please contact the County Records Management Program for preservation assistance. For reports by the Research Applications Program see the RAP retention schedule. (OAR 166-150-0005(36)) (OAR 166-017-0045(2,4)) (MCC § 8.500)

Note: Any compilation of CJI digital or printed media along with any PII digital or printed media will be sanitized prior to reporting distribution and will additionally be destroyed as soon as the purpose of the data is met, or within one year, whichever is sooner. For more information, see OAR 166-017-0090 Records Destruction Requirements for Electronic Records and Criminal Justice Information Services (CJIS) Security Policy.

Retention: 

• ASDGEN-022(a) Final report: retain permanently - transfer to Archives upon becoming inactive or after 10 years, whichever comes first.
• ASDGEN-022(b) Other records: retain 5 years.

Staff Meeting Records (DCJ1-020)

Records documenting meetings within government which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.710). These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items. Some records may merit inclusion in other record series with longer retention periods if the subject matter of the meeting adds significant information to that series. (OAR 166-150-0005(18))

Retention: 

• Retain until no longer needed.

Note: Reduction down from 2 years.

Technical Manuals, Specifications, and Warranties (ASDGEN-027)

Owners manuals and warranties for agency-owned vehicles and equipment. Manuals often include specifications, operating instructions, and safety information. Warranties include terms of coverage for repair or replacement of equipment. (OAR 166-150-0166(20))

Retention: 

• ASDGEN-027(a) Manuals: retain until disposition of vehicle or equipment.
• ASDGEN-027(b) Warranties: retain until expiration.