Series Descriptions

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

Budget Preparation Records (MCSO29-009): 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. (MOAR 166-155-0110(8))

Commissary Purchasing Records (MCSO29-003): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the commissary. Records are duplicated in the MCSO fiscal unit. Includes purchase orders and requests, purchase authorizations, requisitions, contract release orders, shipping records, and similar records.­
Retention: Retain 3 years. (MOAR 166-150-0110(21))

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

Individual Employee Personnel Records (MCSO29-011): 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, and other records used to document the employee's work history.­
Retention: Retain 6 years after employee separation. (MOAR 166-150-0160(10))­

Inmate Clothing Cards (MCSO29-015): Documents clothing received from inmates at booking. Shows inmate name, description of clothing date received, date returned, and date disposed (if unreturned).­
Retention: Retain 3 years after inmate released. (2007-0017/029)­

Inmate Commissary Order Forms (MCSO29-002): Used to verify inmate orders filled by the commissary. Once ordered, information is input into the Inmate Accounting System. Records include order form and printout of order with inmates receipt signature. Information includes inmate name, items ordered, items sent, and dates sent and received.­
Retention: Retain 30 days. (2007-0017/024)­

Inmate Property Claims (MCSO29-005): Documents claims made by inmates for property held by the department or the commissary. Claim shows inmate's name and location, description of item, description of claim, and resolution.­
Retention: Retain 5 years after claim resolved. (2007-0017/025)­

Inmate Property Receipts (MCSO29-013): Documents all property received from inmates at booking and returned at release. Also documents the transfer of property between institutions. Receipts show inmate's name, identifying information, description of property checked in, date each item checked in/out, and inmate's initial for each item.­
Retention: Retain 5 years after inmate released. (2007-0017/027)­

Inmate Trust Account Cash Receipts (MCSO29-014): Documents all money received from inmates at booking and returned at release. Shows amount received, date, inmate's name, date returned, and related information. Information is entered into the Inmate Accounting System.­
Retention: Retain 5 years after inmate released. (2007-0017/028)­

Journal Vouchers (MCSO29-004): Documents funds credited to and debited against warehouse accounts. Records include copies of General Journal vouchers and a listing of revenues vs. budget report. Information includes date of transaction, amount debited or credited, and accounting information.­
Retention: Retain 3 years. (MOAR 166-150-0110(1,2))­

Security Records (MCSO29-008): Series documents security provided for agency buildings and grounds. Records include security logs, sign-in sheets, security reports, incident reports, and related records.­
Retention: Retain 2 years. (MOAR 166-150-0005(35))­

Time Records (MCSO29-010): 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 5 years. (MOAR 166-150-0155(3))­

Uniform Records (MCSO29-012): Documents the purchase and distribution of uniforms for Sheriff's Office sworn employees under their uniform allowance. Records include requisitions, invoices, requests for uniforms, and tracking information maintained in a database.­
Retention: Retain 3 years. (2007-0017/026)­

Warehouse Operations Records (MCSO29-001): Series documents the purchase, maintenance, and distribution of items held by the MCSO Warehouse. Records include purchasing records, vendor records, warehouse requisitions, inventory price list, inventory management reports (including reports for MCIJ and Ford warehouses), inventory adjustments, and laundry reports.­
Retention: Retain 3 years. (MOAR 166-150-0110(19,21))­