Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounts Payable Records (CA1-010): Records documenting payment of office bills. Includes reports, 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))
Advisory Case Files (Informal Opinions) (CA1-002): Documentation of advisory work performed by the County Attorney for various county departments. Records may include background research notes and related records, correspondence, informal opinions, reports, and similar records.
Retention: Retain 10 years. (OAR 166-150-0030(5))
Budget Preparation Records (CA1-009): Records documenting the preparation of office 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 166-150-0110(8))
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
Employee Time Records (CA1-013): Records documenting hours worked, leave hours accrued, and leave hours taken by office 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))
Individual Employee Medical Records (CA1-019(a) and CA1-019(b)): Employee medical information required to be maintained separately from the employee's personnel records by the Americans with Disabilities Act. Records include Family and Medical Leave Act requests, worker's compensation information, physical examinations, drug and alcohol test results, medical inquiries and doctors' or other physical or mental health providers' assessments, any medical leave of absence documentation which includes medical reasons for the leave, and any other similar types of information.
Retention: CA1-019(a) Hazard exposure records: retain 30 years after separation; CA1-019(b) All other records: Retain 6 years after separation. (MOAR 166-150-0160(9))
Individual Employee Personnel Records (CA1-014(a) and CA1-014(b)): Records documenting the work history of non-volunteer individual employees. Records may include original and subsequent employment applications, personnel actions, personnel information documents, combined turnaround sheets, employee history forms, resignations, discharges, certification lists, settlement agreements, recommendations and commendations, disciplinary actions, merit ratings, overtime information, performance evaluations, leave of absence requests, emergency notification form, bus pass information, resume, correspondence, and related records.
Retention: CA1-014(a) Disciplinary actions: retain 3 years or as specified by union contract; CA1-014(b) All other records: retain 6 years after employee separation [individual employee personnel files will be weeded periodically as specified in Human Resources Division policy]. (MOAR 166-150-0160(10))
Legal Opinions (CA1-003): Formal opinions rendered by the county attorney's office for county departments or the county commissioners. Documents the rationale for policy and maintains consistency in related issues. Information usually includes date, department requesting information, and the text of the opinion.
Retention: Retain permanently. (MOAR 166-150-0030(5))
Legal Support Records (CA1-020): Documents records providing legal background and support of significant issues. Includes issues involving the Transportation Division.
Retention: Retain permanently. (MOAR 166-150-0030(5))
Legislative Tracking Records (CA1-017): Series used to monitor legislation which may have an impact on the office's current operations or policies. Records include concept statements, proposals, bill logs, fiscal/organizational impact analysis papers, copies of bills, testimony summaries, committee reports, agendas, and correspondence.
Retention: Retain 2 years. (OAR 166-150-0005(14))
Litigation Case Files (CA1-001): Documentation of pending and closed cases filed by and against the county. Records vary by type of case, but often include complaints, summons, investigations reports, attorney's notes, orders and judgments, dispositions, pleadings, medical reports, audio and videotapes, photographs, research material, appeals, and other related records.
Retention: Retain 15 years after case closed. (MOAR 166-150-0030(1,2,4))
Payroll Administrative Reports (CA1-018): Reports, statistical studies, and other records designed and used for budget preparation, projections, workload and personnel management, research, and general reference. Often consists of recapitulation reports organizing wages, deductions, and other data into categories such as quarter-to-date, year-to-date, fiscal year-to-date, department, division, section, employee/employer contributions, and others.
Retention: Retain 2 years. (OAR 166-150-0155(8))
Purchasing Records (CA1-011): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the office. 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.
Retention: Retain 3 years. (MOAR 166-150-0110(21))
Recruitment and Selection Records (CA1-015): Record related to the recruitment and selection process for filling open positions within the office. Often includes job announcements, applicant lists, position advertisement records, civil service and other examination records, classification specifications, affirmative action statistical sheets, interview questions, video tapes, applicant background investigation information, position authorization forms, certification of eligibles, employment eligibility verification forms, and related records.
Retention: Retain 3 years. (MOAR 166-150-0160(23))
Staff Meeting Records (CA1-016): Records documenting meetings within government which 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.
Retention: Retain 2 years. (MOAR 166-150-0005(16))
Tort Claim Notices (CA1-004): Records documenting the notification given to the county of potential suits against it. ORS 30.275 requires these to be filed with the county before a potential claimant can bring certain actions against the county.
Retention: Retain 3 years after closure of claim. (OAR 166-150-0030(6))
Travel Expense Records (CA1-012): Records documenting requests, authorizations, reimbursements, and other actions related to employee expenses. Includes expense reports and receipts, vouchers, requests, authorizations, and related documents. Retention applies to private vehicle usage as well. Information often includes estimated costs, prepayments, final costs, destination, method of transportation, travel dates, approval signatures, and related data.
Retention: Retain 3 years. (MOAR 166-150-0110(24))