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
Statistical Reports (DA3-011): Records documenting program activities in order to comply with grant reporting requirements and for division analysis. Records include various statistics about case types, victim and perpetrator demographics, conviction rates, staff loads, and similar subjects.
Retention: Retain permanently. (MOAR 166-150-0005(31))
Time Records (DA3-010): Records documenting hours worked, leave hours accrued, and leave hours taken by agency 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 5 years. (MOAR 166-150-0155(3))