Series Title (Agency Series #): Description, Retention (Legal Citation)
Budget Preparation Records (FM5-007): Records documenting the preparation of division budget requests presented to the department budget manager. 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
Retention: Retain 5 years. (MOAR 166-150-0155(3))
Meeting Records, Governing Body (FM5-006): Records documenting the proceedings of any regularly scheduled, special, executive session, or emergency meeting of any governing body, as described in ORS 192.610 to 192.690, that is under agency jurisdiction. These typically consist of boards, commissions, advisory councils, task forces, and similar groups. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, tape recordings, and significant correspondence and memoranda.
Retention: Retain permanently. (MOAR 166-150-0005(15))
Meeting Records, Staff (FM5-004): Records documenting meetings 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(18))
Policy And Procedures Manuals (FM5-008): 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))
Photo Identification Records (FM5-009): Series documents applications for photograph identification and other records used to identify employees. May include photographs taken for identification cards, driver's license photographs and other information such as name, date of birth, physical description, identification number and other data.
Retention: retain until superseded or obsolete. (MOAR 166-150-160(21))