Department of County Management: Central Human Resources

Series Descriptions

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

Claim Processing Contract Records (ES04-002):

Documents the selection of a company to process unemployment claims and the contractual responsibilities of that company. May include contracts, exhibits, bid documents, change orders, proposals, and significant related correspondence. Also includes requests for proposals and records related to the development of the RFP. Information in contracts usually includes contract number, certificate of required insurance, dates, terms, parties involved, period covered, and signatures.
Retention: Retain 6 years after contract expiration. (OAR 166-150-0005(7))

Drug and Alcohol Policy Records (ES04-004):

Series documents review, assessment, development, and authorization of the county's drug and alcohol policy. 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Retention: Retain 20 years after superseded. (OAR 166-150-0005(20))

Drug and Alcohol Testing Reports (ES04-003):

Monthly reports of drug and alcohol test results reported by the county's drug testing company. Most testing is random testing for commercial drivers license pool employees and employees fulfilling last chance agreements. Reports show date, employee social security numbers, and pass/fail results for each employee. Individual test results are maintained in individual employee medical records.
Retention: Retain 5 years. (49 CFR 382.401)

Employment Eligibility Verification Forms (ES04-006):

Documents department compliance with INS regulations requiring verification of an employee's right to work in the United States. Records include INS form I-9 and copies of related identification documentation. May also include related correspondence. Information includes employee's name and address, employee's signed attestment that s/he is providing true information, employer's signed verification of employee's identification and necessary documentation, and revision information.
Retention: Retain 3 years after date of hire or one year after employment ends, whichever is later. (OAR 166-150-0160(13))

Employee Recognition Awards Records (ES05-012):

Recognition of employees for special service to the agency. May include service awards, recognition certificates, commendations, award nominations, scoring and results of nominations, lists of past recipients, and presentation or ceremony records and photographs. Some records in this series may have historic value. For appraisal assistance contact the Multnomah County Records Management and Archives Office.
Retention: Retain 6 years. (OAR 166-150-0160(11))

Individual Employee Medical Records (ES04-007(a) ES04-007(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, immunization documentation (including COVID-19 vaccination records), 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. ***For employees considered "police officers" as defined in ORS 181A.355(14) see MCSO6-005(a)&(b) which specifies a longer retention period required by state law.
Retention: ES04-007(a) Hazard exposure and immunization records: retain 30 years after separation; ES04-007(b) All other records: Retain 6 years after separation. (OAR 166-150-0160(9))

Individual Employee Personnel Records (ES04-008(a) and ES04-008(b)):

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. ***For employees considered "police officers" as defined in ORS 181A.355(14) see MCSO6-007(a)&(b) which specifies a longer retention period required by state law.
Retention: ES04-008(a) Disciplinary actions: retain 3 years or as specified by union contract; ES04-008(b) All other records: retain 6 years after employee separation.  (OAR 166-150-0160(10))

Position Transfer Requests (ES04-011):

Documents requests by county employees to move from one county position to another. Records include transfer requests, requests for demotion, equivalent transfer requests, and reinstatement requests. Information includes employee's name, requested position and department, current position and department, date, and county response.
Retention: Retain 5 years. (OAR 166-150-0160(20))

Recruitment and Selection Records (ES04-010(a), ES04-010(b), ES04-010(c)):

Records related to the recruitment and selection process for filling open positions within the county. Records may include but are not limited to job announcements, applicant lists, applications and resumes, recruitment advertisement records, civil service and other examination records, affirmative action records, interview questions, interview and application scoring notes, applicant background investigation information, letters of reference, civil service records, job requisitions and hiring requirements, eligible lists, recruitment summary records (job announcement, position description, documentation relating to the announcement and test, and test items and rating levels), and related correspondence and documentation.
Retention: (a) Retain announcement records, position description, and records documenting creation of test and rating scale 10 years (b) Retain unsolicited applications and resumes 3 months if not returned to solicitor (c) Retain unsuccessful applications and other records 3 years after position filled or recruitment cancelled. (OAR 166-150-0160(23)) Updated 04/05/2022

Unemployment Claims Activity Reports (ES04-005):

Documents all unemployment claims being processed for Multnomah County. Reports are compiled by the county's claims processing contractor. Reports show statistics on claims including type of claim, reason for separation, county liability, number of claims in hearings, total number of claims, and related data.
Retention: Retain 3 years. (OAR 166-150-0155(11))

Unemployment Compensation Claim Records (ES04-001):

Records documenting claims submitted by former county employees for unemployment compensation. Usually includes claims, notices, reports, and related records. May also include records generated by the appeal of claim determinations.
Retention: Retain 3 years. (OAR 166-150-0155(10))