Series Title (Agency Series #): Description, Retention (Legal Citation)
Absentee Ballot Requests (ELEC1-035): Used to enter a citizen's request for a ballot to be sent to them for the purpose of voting. Information includes voter name, address of residence, mailing address, and signature.
Retention: Retain 1 year. (OAR 166-150-0035(1))
Abstract Of Votes (ELEC1-030): Documents election results for general, primary, and special elections. Information includes candidate name/measure, precinct number, total votes per candidate/measure, total per precinct, under/over votes, and certification by county elections officer.
Retention: Retain permanently. (OAR 166-150-0035(2))
Accounts Payable Records (ELEC1-016): Records documenting payment of division bills. Includes reports, invoices, statements, vouchers, copy of SAP transaction report, procurement card receipts, correspondence, and related records.
Retention: Retain 3 years. (MOAR 166-150-0110(1))
Accounts Receivable Records (ELEC1-018): Records documenting revenues owed to the division. May include reports, receipts, invoices, awards, logs, lists, summaries, statements, and similar records. Information often includes receipt amount, invoice number, name, account number, account balance, adjustments, and similar data.
Retention: Retain 3 years. (MOAR 166-150-0110(2))
Activity Reports (ELEC1-040): General Daily, weekly, monthly, or similar 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. (OAR 166-150-0005(2))
Ballots (ELEC1-003): Ballots of voters who voted in Primary, General, and Special elections. Includes ballots cast by vote-by-mail or by absentee. Used to register and count votes. Information may contain numbers that correspond to a candidate or "yes" or "no" on an issue. May also include written challenge statements, replacement affidavits, ballots received too late and not counted, precinct committee person ballots, hand count or write-in tally sheets.
Retention: Retain 2 years after the last day to contest the election containing federal candidates and 90 days after the last day to contest the election for all other elections. (MOAR 166-150-0035(3))
Calendars and Scheduling Records (ELEC1-041): Records documenting and facilitating routine planning, scheduling, and similar actions related to meetings, appointments, trips, visits, and other activities. Includes calendars, appointment books, notes, telephone messages, diaries, and similar records. Depending on content, some telephone messages and similar records may merit inclusion in related program or project files. This applies to records which contain significant information that is not summarized or otherwise included in reports or similar documents.
Retention: Retain 1 year. (OAR 166-150-0005(6))
Cash Receipts (ELEC1-021): Documents fees paid by customers for filings, passport fees, and miscellaneous fees. Shows date, reference number, charges, payment amount, balance due, client's name, and a register tape showing daily totals.
Retention: Retain 3 years. (MOAR 166-150-0110(2))
Computer System Maintenance Records (ELEC1-023(a) and ELEC1-023(b)): Records document the maintenance of computer systems and are used to ensure compliance with any warranties or service contracts; schedule regular maintenance and diagnose system or component problems; and document systems backups. The two principal systems are the elections management system and the ballot counting system. Records may include but are not limited to computer equipment inventories, hardware performance reports, component maintenance records (invoices, warranties, maintenance logs, correspondence, maintenance reports, and related records), system backup reports and procedures, and backup tape inventories, and related documentation.
Retention: ELEC1-023(a) Records related to system or component repair or service: Retain for life of the system or component; ELEC1-023(b) Records related to regular records backups: Retain 1 year after superseded or obsolete. (MOAR 166-150-0125(1))
Conference and Seminar Records (ELEC1-042): Records documenting and facilitating routine planning, scheduling, and similar actions related to meetings, appointments, trips, visits, and other activities. Includes calendars, appointment books, notes, telephone messages, diaries, and similar records. Depending on content, some telephone messages and similar records may merit inclusion in related program or project files. This applies to records which contain significant information that is not summarized or otherwise included in reports or similar documents.
Retention: Retain 2 years. (OAR 166-150-0005(37))
Contract Administration Records (ELEC1-008): Documents the management of contractor activities for all Elections contracts. Records include contract approvals, contract amendments, contract review checklist, contract routing form, copy of contract, certificates of insurance, contractor information, and related correspondence.
Retention: Retain 6 years after expiration. (MOAR 166-150-0005(7))
Contribution And Expenditure Reports (ELEC1-001(a) and ELEC1-001(b)): Documents contributions and expenditures by candidates or political action committees. Records include statement of organization; summary statement of contributions and expenditures; limited expenditure certificates; itemized listings of contributions, loans, expenditures, assets; supplemental reports; and related records. May also include receipts for expenditures.
Retention: ELEC1-001(a) Statement of organization: Retain permanently; ELEC1-001(b) All other records: Retain 4 years after the date required to file update reports. (MOAR 166-150-0035(4); ORS 260.255)
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 County retention schedule. 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. (MOAR 166-150-0005(10))
County Voter's Pamphlet (ELEC1-007): Published pamphlet for any election sent to each registered voter in Multnomah County or included as part of the State Voters' Pamphlet.
Retention: Retain permanently. (MOAR 166-150-0035(16))
Deposit Records (ELEC1-020): Documents deposits made of revenues from division operations. Records include deposit notices, receipt for deposits, copies of checks, correspondence, and related documentation.
Retention: Retain 3 years. (MOAR 166-150-0110(2))
Election Allocated Cost Report (ELEC1-022): Documents the breakdown of election costs to various jurisdictions that had measures on the election ballot. Report shows listing of expenses for each election, allocated amount to each jurisdiction, cost worksheet, amortization worksheet, billing information and related information.
Retention: Retain 2 years. (MOAR 166-150-0035(6))
Election Filings (ELEC1-036): Documents all necessary papers required to be filed by a candidate or governing body for primary, general, and special elections. May include petition of nomination, declaration of candidacy, certification of nomination, filing forms for county voters' pamphlet, notice of measure election, and withdrawal of candidates.
Retention: Retain 4 years. (OAR 166-150-0035(5))
Election Preparation Records (ELEC1-037): Records used to prepare, administer, and abstract elections held in Multnomah County. Records include information about the number of ballots sent to each precinct, listing of issues and candidates by precinct, sample ballot layout, reports to the Secretary of State's Office about election registration, participation, and costs, and related records. Retention: Retain 4 years. (MOAR 166-150-0035(6))
Employee Time Records (ELEC1-013): Records documenting hours worked leave hours accrued, and leave hours taken by division 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 4 years. (MOAR 166-150-0155(3))
Equipment Records (ELEC1-029): Documents the use, maintenance, and disposition of division equipment. Records include lease agreements, warranties, manuals, repair records, disposition records, correspondence, and related records.
Retention: Retain 3 years after disposition of equipment. (MOAR 166-150-0105(8,13)
General Journal Entries (ELEC1-019): Used to enter administrative payments and to correct coding errors on payments. Shows date, original account coding information, correct account coding information, remarks, and related information. Information is maintained primarily in the SAP system.
Retention: Retain 3 years. (MOAR 166-150-0110(15))
Initiative, Referendum, And Recall Records (ELEC1-031(a) and ELEC1-031(b)): Documents the initiative, referendum, and recall process by which voters propose laws, refer an act of any county or district governing body to a vote of the electorate, or recall a public official.Includes petitions, signature sheets, summaries of signature verification, text of proposed law, and related records.
Retention: ELEC1-031(a) Signature sheets: 6 years after election if measure is approved; 90 days after election if measure is not approved or 90 days after deadline for sufficient signatures; ELEC1-031(b) All other records: retain permanently. (OAR 166-150-0035(9))
Inventory Records (ELEC1-028): Inventory records of expendable division property or assets. Information often contains asset number, description, purchase order number, location of asset,date received, purchase price, replacement cost, depreciation, and related data. This record series applies to routine property control inventories.
Retention: Retain 2 years. (MOAR 166-150-0110(19b))
Legal Notices (ELEC1-032): Documents required pre-election notices by the county elections officer. Includes publication of ballot title, notice of election, and related records.
Retention: Retain 4 years. (MOAR 166-150-0035(10))
Legislative Tracking Records (ELEC1-043): 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 166-150-0010(14))
Metro Boundary Change Payment Records (ELEC1-017): Documents trust fund set up to record payments made to Metro to pay for research on Multnomah County boundary change requests. Records include change filing checklist, fee receipts, refund documentation, summary of charges, correspondence and related information.
Retention: Retain 3 years after trust account reconciled. (MOAR 166-150-0110(23b))
News/Press Releases - Routine (ELEC1-044): 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: Retain 2 years. (MOAR 166-150-0005(18))
Passport Transmittal Records (ELEC1-034): Documents all passport applications processed by the Elections Division's passport office. Includes a daily calendar and a copy of the transmittal sent to the US Passport Office. Information includes daily and weekly totals of passport processed, applicants' names, amount paid, departure date, and totals for the day.
Retention: Retain 1 year. (OAR 166-150-0005(23))
Precinct And District Maps (ELEC1-033): Records show election and precinct boundaries as they exist for each primary and general election held in the county. Maps show precinct number, boundaries, and other features.
Retention: Retain permanently. (2001-0029/001)
Professional Membership Records (ELEC1-045): Records documenting institutional or agency-paid individual memberships and activities in professional organizations.
Retention: Retain 3 years. (OAR 166-150-0005(28))
Purchasing Records (ELEC1-027): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the division. Much of this information will be maintained in electronic only format in the SAP system. Includes quotes, requisitions, purchase orders, limited purchase orders, and related records.
Retention: Retain 3 years. (MOAR 166-150-0110(21))
Registration List Authorizations (ELEC1-038): Documents the request and authorization for transmittal of voter registration information to citizens. Record consists of request and authorization for list of electors for a particular political boundary.
Retention: Retain 2 years. (OAR 166-150-0035(6,13,14))
Secrecy Envelopes (ELEC1-005): Envelopes used to insure that a ballot cannot be connected with the person who cast it. Envelope containing the ballot is mailed inside the signature envelope. Secrecy envelope contains no voter information but is maintained in case of contested elections.
Retention: Retain 60 days after last day to contest election. (MOAR 166-150-0035(14c))
Signature Envelopes (ELEC1-004): Documents that a person has voted in a given election. Record consists of the returned envelope which encloses the secrecy envelope and ballot. Information includes person's address and signature.
Retention: Retain 2 years after the last day to contest the election containing federal candidates and 90 days after the last day to contest the election for all other elections. (MOAR 166-150-0035(14b))
Temporary Employee Personnel Records (ELEC1-014): Records documenting the work history of temporary employees with the division. Usually maintained as case files. Records include copies of W-4's, copies of social security cards, original I-9's, correspondence, and related records.
Retention: Retain 3 years. (Unscheduled))
Travel Records (Employee) (ELEC1-047): Records documenting requests, authorizations, reimbursements, and other actions related to employee travel. 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. (OAR 166-150-0110(24))
Undeliverable Ballots (ELEC1-006): Unopened ballots that were unable to be delivered to the address. Shows address and indications of why the ballot was undeliverable.
Retention: Retain 60 days after last day to contest election. (MOAR 166-150-0035(14c))
Voter Registration Cards/Updates (ELEC1-025): Documents registration or updating of registration of eligible voters. Information may include name, signature, address, previous registration information, date of birth, affirmation of citizenship, state residency, and political party.
Retention: Retain permanently. (MOAR 166-150-0035(15))
Voter Registration Update/Cancelation Records (ELEC1-026): Records documenting the cancelation of an eligible voter's registration. Records may include address confirmation postcards and reply, undeliverable/returned address confirmations, notice of deceased list from Secretary of State or county vital statistics, notice of change of address, US Postal service notices, correspondence, and related records.
Retention: Retain 2 years. (MOAR 166-150-0035(15))
Work Orders (ELEC1-046): Records documenting requests and authorizations, according to existing contracts or agreements, for needed services and repairs to division property and equipment. May include copy center work orders, printing orders, telephone service and installation requests, repair authorizations, and similar records.
Retention: Retain 3 years. (OAR 166-150-0005(45))