Series Title (Agency Series #): Description, Retention (Legal Citation)
Billing System Audit Records (FREDS2-008): Records documenting changes to information in the Distribution billing system. Includes emails, correspondence, notes, and other documentation of changes.
Retention: Retain 2 years. (MOAR 166-150-0005(14))
City Of Portland Print Order Delivery Slips (FREDS2-003): Documents completed county print orders delivered to Distribution Services. Printing Services. Slips show date delivered, number of packages delivered, address delivered to, and recording driver's and delivery driver's signatures.
Retention: Retain 1 year. (MOAR 166-150-0005(34))
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
Miscellaneous Billings(FREDS2-005): Records documenting bills not regularly generated by the Distribution billing system. Includes manually entered billing information and hardcopy backup. Information includes service provided, date, amount billed, payee, and related information.
Retention: Retain 3 years. (MOAR 166-150-0110(2))
Postal System Audit Trail Report (FREDS2-001): Reports documenting all postage applied by the distribution mail room. This report has been maintained in both paper and electronic formats and is currently maintained only in electronic format. Reports show postage applied by invoice/transaction number and by department on a daily basis. Information includes date, invoice number, department, account (M code) number, number of items per invoice, amount of postage per item, total per invoice, total for each department, and total for day.
Retention: Retain 3 years. (MOAR 166-150-0005(2))
UPS Shipping Receipts (FREDS2-010): Documents daily aggregate of UPS shipments from Central Stores. Information includes items shipped, recipient name, tracking information, and related information. Formerly MM1-005.
Retention: Retain 3 years. (MOAR 166-150-0110(21)) Updated 03/26/2020