Series Title (Agency Series #): Description, Retention (Legal Citation)
Accounts Payable Records (FREDS4-001): Records documenting payment of division bills. Records include invoices, printout including document number, and supporting documentation. Information includes invoice number and amount, receipt document number, purchase order number, document number, approval signature and date, and related information.
Retention: Retain 3 years. (MOAR 166-150-0110(1))
Billing Records (FREDS4-006): Records documenting revenues owed to the division by both county departments and external organizations. Also documents billing and collection of moneys. Records include invoices, billing reports (including 389 report), document and transaction information from SAP, and related information.
Retention: Retain 3 years. (MOAR 166-150-0110(2))
Budget Preparation Records (FREDS4-007): Records documenting the preparation of division budget requests presented to the department budget program. Also includes some department budget information. 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
Deposit Records (FREDS4-005): Receipts are for non-county payments for contracted expenses and accident claims. Records include bank receipt, copy of deposit slip, SAP report showing document number, copies of checks and other instruments, and related records.
Retention: Retain 3 years. (MOAR 166-150-0210(2))
Diesel Use Tax Report (FREDS4-002): Documents calculation of, filing of, and payment of state diesel fuel tax as required by ORS 319. Records include report of fuel use to the State Department of Transportation, documentation of actual fuel used and/or vehicle mileage, copies of payment documentation, and related records.
Retention: Retain 3 years. (ORS 319.697(4))
Employee Time Records (FREDS4-009): Records documenting hours worked, leave hours accrued, and leave hours taken by division employees. Records include daily time cards, timesheets, individual time and attendance reports, leave requests, and similar records. 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))
Inventory Records (FREDS4-004): 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 3 years. (MOAR 166-150-0110(19b))
Purchasing Records (FREDS4-008): Records documenting orders, authorizations, and evidence of receipt of the purchase of goods and services by the division. Most of this information is maintained in electronic only format in the SAP system. Includes quotes, requisitions, purchase orders, limited purchase orders, and related records. Most hard copy information is eventually integrated into the accounts payable records.
Retention: Retain 3 years. (MOAR 166-150-0110(21))
Strategic Planning Records (FREDS4-012(a) and FREDS4-012(b)): Series documents long-range plans and the development of the division's work objectives. Records include strategic plans, mission statements, preliminary drafts, work notes, and related correspondence.
Retention: FREDS4-012(a) Strategic plans: retain 20 years; FREDS4-012(b) Other records: retain 5 years. (MOAR 166-150-0005(20))
Travel Expense Records (FREDS4-010): Records documenting requests, authorizations, reimbursements, and other actions related to employee travel. Includes travel and training application, payment advance request, expense receipts, mileage reimbursements, per diem worksheets, trip worksheets, related correspondence, and related records.
Retention: Retain 3 years. (MOAR 166-150-0110(24))
Vehicle Accident Records (FREDS4-003): Records documenting accidents involving county vehicles. Some information, including accident database and injury accident reports, is transmitted to Risk Management. Primary record is the county accident report which includes the driver's name, address, phone number, date of birth, and driver's license number, as well as passenger and witness names, description of events, make and model of vehicle(s), vehicle identification number, and related data. May include police reports, correspondence, and related records.
Retention: Retain 10 years. (MOAR 166-150-0200(20))