Series Description

Series Title (Agency Series #): Description, Retention (Legal Citation)

Animal Control Advisory Committee Records (AC1-007): Records documenting the proceedings of the Animal Control Advisory Committee. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, tape recordings, and significant correspondence and memoranda.
Retention: Retain permanently. (MOAR 166-150-0005(17)) Pending update

Bankruptcy Records (AC1-019): Records documenting the notification of Animal Services that certain individuals have filed for bankruptcy. Used to determine if the individual owes money to the agency and to file notice or claim with the court. Records may include notices from U.S. Bankruptcy Court, correspondence, and related documentation.
Retention: Retain 7 years after last action. (MOAR 166-150-0110(2)) Pending update

Budget Preparation Records (AC1-014): Records documenting the preparation of program budget requests presented to the department budget office. 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 166-150-0110(7)) Pending update

Complaints (AC1-015): Records documenting citizen complaints to the division about operations, policy, animals, and other issues under the authority of division programs. Complaints are received via phone calls, correspondence, and over a web-based form. Information is then loaded in the division electronic record keeping system. Information includes name of complainant, nature of complaint, date, and related information.
Retention: Retain 2 years. (MOAR 166-150-0005(35)) Pending update

Computer System Program Documentation (AC1-013): Records providing documentation for electronic data processing systems and networks. The principle system is the Pet where system, but includes other systems used by the division as well. Includes operating software instructions, listings of computer codes and programs, records layouts, flow charts, line listings, variance reports, output samples, program design specifications, program language, console logs, format statements, user reports, program backup, significant related correspondence, and similar records and information.
Retention: Migration plans: retain until superseded or obsolete; other records: retain 1 year after system superseded or obsolete. (MOAR 166-150-0125(2)) Pending update

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 01/04/2018

Individual Employee Personnel Records (AC1-002): Records documenting the work history of non-volunteer individual employees with the agency. Usually maintained as case files. May include employment applications, resumes, appointments, personnel action records, grievance and complaint records, disciplinary records, training records, performance appraisals, accident reports, commissions, licenses, and other records used to document the employee's work history.
Retention: Letters of reprimand and notices of disciplinary action: retain 3 years; all other records: retain 6 years after separation. (MOAR 166-150-0160(10)) Pending update

NSF Checks (AC1-018): Documents the division's attempts to recover payments for NSF checks. Records include original bill, copy of check, supporting documentation, and notice of infraction, if applicable. The information is loaded in both the division electronic record keeping system and SAP.
Retention: Retain 3 years after paid or deemed uncollectible. (MOAR 166-150-0110(2)) Pending update

Payment Deferment Records (AC1-017): Documents customer requests to defer payment for services. Records include deferment applications, payment receipts, and collection assignments. Information includes customer name, amount owed, service provided, collection information, and supporting documentation.
Retention: Retain 3 years after paid or deemed uncollectible. (MOAR 166-150-0110(2)) Pending update

Payment Vouchers (AC1-003):Records documenting payment of program bills for general accounts excluding grants. Includes copies of invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, cancelled checks or warrants, and similar records.
Retention: Retain 3 years. (MOAR 166-150-0110(1)) Pending update

Petty Cash Refund Account Records (AC1-004): Documents money paid to citizens, primarily for license overpayments and adoption refunds. Records include cancelled checks, bank statements, reconciliations, and register tapes.
Retention: Retain 3 years. (MOAR 166-150-0110(19)) Pending update

Policy And Procedures Statements (AC1-011): Series documents review, assessment, development, and authorization of an agency'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(26)) Pending update

Spay-Neuter Subsidy Certificates (AC1-009): Documents subsidies granted to citizens to offset part of the cost of spaying or neutering their pets. Certificates are turned in to veterinarians who then return them to the division for reimbursement. Shows payee's name, date of procedure, and amount reimbursed.
Retention: Retain 3 years. (MOAR 166-150-0110(1)) Pending update

Statistical Reports (AC1-016): Reports documenting activities of the Animal Control Division. Includes a variety of reports that show animals in custody, animals euthanized, animals licensed, tickets issued, and other key functions of the program.
Retention: Retain permanently. (MOAR 166-150-0005(34)) Pending update

Time Records (AC1-001): 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 4 years. (MOAR 166-150-0155(3)) Pending update

Vendor Records (AC1-006): Records documenting vendors providing goods and/or services to the program. Records include copies of purchasing records, bids, correspondence, and related information.
Retention: Retain until superseded or obsolete. (MOAR 166-150-0110(26)) Pending update

Work Schedules and Assignments (AC1-020): Records documenting the scheduling and assigning of shifts, tasks, projects, or other work to agency employees. Useful for budget and personnel planning and review, assessing employee work performance, and other purposes. May include calendars, schedules, lists, charts, rosters, and related records.
Retention: Retain 5 years. (OAR 166-150-0005(48)) Pending update

Workplace Safety Committee Records (AC1-012(a) and AC1-012(b)): Series documents the actions of workplace safety committees. Records may include minutes, agendas, exhibits, reports, and related correspondence.
Retention: AC1-012(a) Inspection records: retain 10 years; AC1-012(b) All other records: retain 5 years. (OAR 166-150-0200(17)) Pending update