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

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

Ergonomic Study Records (FM3-017(a) and FM3-017(b)): Documents department studies of ergonomic issues in the workplace. Includes issues relating to workstation and workspace ergonomics and ADA requirements, but does not include ADA construction and remodeling requirements. Records include minutes, notes, reports, and related items.
Retention: FM3-017(a) Records related to individual employees: retain 2 years after employee termination; FM3-017(b) Other records: retain 5 years. (2007-0015/008)

Facility Project Technical Records (FM3-014): Records related to the planning, design, and construction of county facilities, structures, and systems. Records often include impact statements, feasibility studies, plans, amendments, field test and laboratory reports, inspector reports, status reports, committee meeting records, and related records. (See FM3-018 for Facility Project Technical Records - Small Projects for distinguishing characteristics.)
Retention: Retain 10 years after substantial completion or 2 years after county release of facility, whichever is longer. (MOAR 166-150-0170(4); 166-150-0185(2))

Facility Project Technical Records - Small Projects (FM3-018): Records related to the projects that do not affect the structural or systems capacities of county facilities and structures. Records often include impact statements, feasibility studies, plans, amendments, field test and laboratory reports, inspector reports, status reports, committee meeting records, and related records.
Retention: Retain 10 years. (MOAR 166-150-0170(4))

Five-Year Planning Records (FM3-010): Used to plan improvements to county buildings over a five year cycle. Includes face sheet, inspection reports, condition assessment, funding proposals, assessment survey, budgets, and related records. Information includes name and description of building, projected improvements, cost, priority, and budget.
Retention: Retain 20 years. (MOAR 166-150-0005(23))

Maps, Plans, And Drawings, Working (FM3-004): Plans and similar records produced to facilitate and support routine operation and maintenance of county facilities. Includes county produced records and records obtained from sources outside the county and used for reference and research.
Retention: Retain until obsolete, superseded, or no longer needed. (MOAR 166-150-0170(5))

Mitigation Program Records (FM3-020): Records document the establishment and maintenance of the agency mitigation programs, plans, and procedures. Records may include mitigation plans and strategies, policies, procedures, seismic surveys and structural upgrade records of agency facilities, project reports, hazard mitigation grant records, and related documentation, which may include capital improvement records.
Retention: Retain permanently. (MOAR 166-150-0005(19))

Monitoring System Video Records (FM3-016): Video recordings from security cameras in county buildings. Security setups vary and recordings may be continuous, stopframe, random, or triggered by "panic button" use. In addition to visual feed, videos also show date and time indexing information. Recordings may be used as evidence in criminal investigations.
Retention: Retain recordings used as evidence until case reaches final disposition. Retain recordings used for internal investigations until investigation ends. Retain all other recordings 30 days. (MOAR 166-150-0135(76))

Operation And Maintenance Manuals (FM3-001): Manuals provide manufacturer's instructions and specifications for the operation and maintenance of equipment, building materials, structures, and other items installed in county buildings. Manuals vary in format but usually include a description of the item, maintenance schedules, maintenance instructions, operation instructions, repair information, parts lists, and related information.
Retention: Retain in Resource Center 2 years after disposition of item. (MOAR 166-150-0105(13))

Plans And Drawings, County Created (FM3-003): Plans and drawings of county buildings and property created by the county and used to manage county facilities. Records include various types of drawings and plans, including but not limited to elevations, detail drawings, system schematics, topographic, elevations, and others. Includes both as-builts and preliminary plans. Records are indexed by building and project. Since 1996 most records are maintained in the Facilities CAD system.
Retention: As builts: retain permanently in Resource Center; intermediate and draft versions: retain in Resource Center until as built produced. (MOAR 166-150-0170(5))

Policy And Procedures Manuals (FM3-005): Series documents review, assessment, development, and authorization of division policies and procedures. Records may include authorizing bulletins and advisories, 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. Includes maintenance callout, orientation and project management, shop safety, hazardous communication and safety training, and related subjects.
Retention: Retain 20 years after superseded. (MOAR 166-150-0005(25))

Project Status Reports (FM3-006(a) and FM3-006(b)): Documents the progress made on individual county facility projects. Information includes project reports, time schedule by project, correspondence, cost estimates, and related information. Includes project manager reports, annual project reports, and related reports.
Retention: FM3-006(a) Minor projects: retain 10 years after project completion; FM3-006(b) Major remodeling and new construction: retain 2 years after county release of facility. (2007-0015/007)

Security Records (FM3-015): Series documents security provided for agency buildings and grounds. Records include security logs, sign-in sheets, security reports, incident reports, and related records.
Retention: Retain 2 years. (OAR 166-150-0005(35))

Special and Hazardous Materials Project Records (FM3-019): Documents projects to identify and mitigate potential hazardous material contamination in county facilities. May include asbestos, lead, and other hazardous substances. Records include: required project notifications, monitoring test results showing level of hazardous material, reports, correspondence, waste management plans, disposal records, contractor/consultant invoicing, and related information.
Retention: Retain 50 years or 2 years after facility disposition, whichever is longer. (2007-0015/009)

Technical Manuals, Specifications, And Warranties (FM3-002): Owners manuals and warranties for county-owned equipment. Includes specifications, operating instructions, and safety information. Warranties include terms of coverage for repair or replacement of equipment.
Retention: Warranties: retain 2 years after expiration; other records: retain until disposition of equipment. (OAR 166-150-0105(13))

Workplace Safety Committee Records (FM3-009(a) and FM3-009(b)): Series documents the actions of the committee that oversees or advises the division in relation to safety issues. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, tape recordings, correspondence, and related documents. Subjects include hazards to employees and the general public, construction design, and repair safety concerns, suggestions, complaints, state and federal rules and regulations, and others.
Retention: FM3-009(a) Minutes: Retain 10 years; FM3-009(b) Other records: Retain 5 years. (OAR 166-150-0200(17))