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

Accounting Reports (DD3-011): Reports documenting the general financial condition and operation of the division. Includes an accounting of all income and expenditures in relation to the final budget. Records may include monthly, quarterly, annual and similar reports.
Retention: Retain 3 years. (MOAR 166-150-0110(14))

Budget Preparation Records (DD3-005): Records documenting the preparation of division 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 5 years. (MOAR 166-150-0110(8))

Consumer Feedback Forms (DD3-010): Records documenting the measurement of customer opinion by or for the agency related to various issues, actions, and concerns. Forms indicate service provided, rating of service, customer comments, and demographic information.
Retention: Retain 5 years. (MOAR 166-150-0005(42))

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

Developmental Disabilities Advisory Council Records (DD3-006): Records documenting the proceedings of the advisory council charged with overseeing developmental disability policy and program development. Formerly known as the DD Coordinating Council. 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(15))

Director's Correspondence (DD3-004): Correspondence, memoranda, and similar records which state or form the basis of policy, set important precedents, or record historic events related to the organization or operation of the division. Includes letters sent and received, memoranda, notes, reports, studies, and other records. Covers all aspects of developmental disability policy, program development, research, and practice in the county.
Retention: Retain permanently. (MOAR 166-150-0005(8))

Legislative Tracking Records (DD3-012): Series used to monitor legislation which may have an impact on the division'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))

Meeting Records, Board, Commission, and Committee (DD3-008): 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 division maintains the official record. Includes the Behavior Intervention Committee, Early Intervention Council, Family Support Council and similar groups. 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(15))

Meeting Records, Staff (DD3-009): Records documenting meetings within the division which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). Also includes records of groups for which the division is a member but not the official record keeper. 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))

Monthly Reports (DD3-014): Monthly reports documenting the activities of employees. Useful for compiling annual reports, planning and budgeting, monitoring work progress and other purposes. Usually tracks type of activity, employees and/or volunteers involved, time spent on activity, work completed, and related information in narrative or statistical form.
Retention: Retain 2 years. (MOAR 166-150-0005(2))  

Policy and Procedures Records (DD3-007): Series documents review, assessment, development, and authorization of the division'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(25))

Staff Retreat, Conference, and Seminar Records (DD3-013): Records documenting activities of seminars, conferences, workshops, conventions and similar gatherings attended by division officials or personnel. May include staff reports, instructional materials, recommendations, related correspondence and memoranda, and similar records.
Retention: Retain 2 years. (MOAR 166-150-0005(37))

Supervision Files (DD3-016): May include but is not limited to notes from ongoing supervision meetings/discussions, new employee checklists, caseload checklists, copies of training certificates and forms acknowledging completion of training and similar records.
Retention: Retain 5 years. (MOAR 166-150-0005(48))

Vehicle Usage and Expense Records (DD3-015): Records documenting usage and expenses associated with agency-owned vehicles. Used for maintenance, budgeting, and planning. Information may include vehicle number, make, and model, beginning and ending mileage, driver’s name and signature, fuel used, repairs needed, and other data.
Retention: Retain 3 years. (MOAR 166-150-0105(16))