Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounts Payable Records (PAO1-004): Records documenting payment of bills for general accounts excluding grants. Includes reports, invoices, statements, vouchers, purchase orders, payment authorizations, receipt records, canceled checks or warrants, and similar records. This information is maintained primarily in SAP with a variety of paper and electronic supporting documents.
Retention: Retain 3 years. (MOAR 166-150-0110(1))
Activity Reports (PAO1-012): Records document special reports or studies conducted on non-fiscal aspects of an agency's programs, services, or projects. Includes final report distributed either internally or to other entities and the work papers used to compile the report or study. Studies include monthly emetrics, weekly summary reports, and project tracking reports.
Retention: Retain 5 years. (MOAR 166-150-0005 (34))
Budget Preparation Records (PAO1-003): Records documenting preparation of division budget requests to be included in the department budget. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records. Much of this information is maintained in electronic form in spreadsheets and similar documents.
Retention: Retain 2 years. (MOAR 166-150-0110(8))
Committee and Task Force Meeting Records (PAO1-009): Records documenting the proceedings of boards, commissions, task forces, committees, advisory councils, and other similar groups, as described in Oregon's Public Meetings Law (ORS 192.610 to 192.710), for which the department maintains the official record. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio or visual recordings, correspondence, and related documentation.
Retention: Retain permanently. (MOAR 166-150-0005(17))
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 (PAO1-013(a) and PAO1-013(b)): Records documenting the work history of non-volunteer individual employees. 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: PAO1-013(a) Letters of reprimand and notices of disciplinary action: retain 3 years; PAO1-013(b) All other records: retain 6 years after separation. (MOAR 166-150-0160(10))
Lobbying Records (PAO1-010): Records document lobbying activities of the Public Affairs Office. Records may include but are not limited to expenditure reports, registration statements, termination records, guidelines, and correspondence.
Retention: Retain 5 years. (MOAR 166-150-0005 (14))
Media Releases (PAO1-001(a) and PAO1-001(b)): Prepared statements, announcements, news conference transcripts, and similar records issued to the news media. Subjects include the adoption of new programs, termination of old programs, policy shifts, changes in the status of elected officials or senior administrative personnel, and others. Also may include news releases announcing routine events or actions carried out within the scope of existing policies.
Retention: PAO1-001(a) Retain policy and historic media releases permanently; PAO1-001(b) Retain routine media releases 2 years. (MOAR 166-150-0005(20))
Program Correspondence (PAO1-014): Records document communications received or sent, which contain significant information about the division's programs and require a response, usually discussing or explaining a program's policies, procedures, and or position on a particular issue. Records may include but are not limited to letters, memoranda, email messages, press releases, notes, enclosures, and attachments.
Retention: Retain 5 years. (MOAR 166-150-0005(10))
Project Records (PAO1-006): Records documenting various long- and short-term projects, primarily related to capital improvement, for which the program has primary recordkeeping responsibility. Records vary from project to project, but usually include research papers and reports, resolutions, project reporting, background material, project plans and goals, correspondence, and similar material.
Retention: Retain 10 years. (MOAR 166-150-0005(34))
Promotional Records (PAO1-011): Records used to promote Multnomah County and its programs. Includes a variety of types of records, including posters, flyers, brochures, photographs (largely digital), and related materials.
Retention: Retain two copies of each items permanently. (MOAR 166-150-0005(3))
Publications (PAO1-002(a) and PAO1-002(b)): The Communications Office publishes a variety of informational materials. They are used to inform the public about various county projects and events. Records include public information factsheets, webicles, newsletters, pamphlets, brochures, leaflets, reports, studies, proposals, posters, and similar published records. Does not include publications received from federal, state, private, or other sources -- these publications and extra copies of agency-produced publications should be retained as needed.
Retention: PAO1-002(a) Retain policy and historic publications permanently; PAO1-002(b) Retain all others until superseded or obsolete. (MOAR 166-150-0005(33))
Purchasing Records (PAO1-005): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services. Includes purchase orders and requests, purchase authorizations, requisitions, contract release orders, material and cost specifications, central stores or printing orders, telephone service orders, and similar records. The primary transactional record is maintained in SAP, with supporting documentation, including electronic information, maintained separately.
Retention: Retain 3 years. (MOAR 166-150-0110(21))
Staff Meeting Records (PAO1-008): Records documenting routine staff meetings which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.710). These 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.
Retention: Retain 2 years. (MOAR 166-150-0005(18))