Non-Departmental: Office of Community Involvement
Series Title (Agency Series #): Description, Retention (Legal Citation)
Committee Records (OCI-005):
Documents the activities of community involvement committees and Citizen Budget Advisory Committees (CBACs) facilitated by the Office of Community Involvement. Includes departmental reviews, reports and studies conducted by the Community Involvement Committee providing recommendations for county improvements; debriefing records and recommendations to the Board of County Commissioners by the Citizen Budget Advisory Committees; and agendas and minutes of committee meetings.
Retention: (a) Committee records: Retain permanently (OAR 166-150-0005(17)); (b) Subcommittee records: Retain 2 years.(OAR 166-150-0005(18))
Publications (OCI-011(a) and OCI-011(b)):
Published records produced by or for the Office of Community Involvement and made available to the public. Includes newsletters, pamphlets, brochures, leaflets, reports, studies, proposals, and similar published records.
Retention: OCI-011(a) Policy and historical publications - Retain permanently; OCI-011(b) All others - Retain until superseded or obsolete. (OAR 166-150-0005(33))
Special Event and Celebration Records (OCI-019(a) and OCI-019(b)):
Records documenting agency-sponsored celebrations of special and historic occasions such as centennials, pioneer days, and similar events. Provides a record of planning and promotional efforts, public attendance and response, major speeches and dedications, and other significant aspects of the celebration. These significant records may include studies, publications, photographs, attendance summaries, final reports, and other significant documents. This series also includes routine documentation related to implementing the promotion and organization of the event. These often include lists, rosters, correspondence, memoranda, volunteer information, and related records. Records may also include scrapbooks, but does not include news clippings. News clippings are not public records and may be discarded. SEE ALSO: Volunteer Awards Ceremony Records.
Retention: OCI-019(a) Records documenting significant aspects of the event - Retain permanently; OCI-019(b) All others - Retain until superseded or obsolete. (OAR 166-150-0005(44))
Volunteer Awards Ceremony Records (OCI-002(a) and OCI-002(b)):
Documents the management of the annual awards ceremony for county volunteers. Includes correspondence, contact information, nomination forms, recipient data, and an annual publication presented at the ceremony describing the recipients and their accomplishments.
Retention: OCI-002(a) Annual awards publication - Retain permanently (OAR 166-150-0005(33)); OCI-002(b) Other records - Retain 6 years. (OAR 166-150-0005(7))
Volunteer Program Records (OCI-018):
Records documenting the activities and administration of volunteer programs and volunteers in the agency. May include volunteer hour statistics, volunteer program publicity records, insurance requirement information, inactive volunteer files, and related records. SEE ALSO Volunteer Worker Records in this section for records related to individual volunteers.
Retention: Retain 5 years. (OAR 166-150-0160(25))
Volunteer Worker Records (OCI-007):
Documents the solicitation and appointment of volunteers to various committees facilitated by the Office of Community Involvement. Includes interest and application forms indicating potential volunteer contact information and interests; letters to the Chair recommending volunteer appointments; appointment letters to the Board of County Commissioners; and related records.
Retention: Retain 3 years after separation. (OAR 166-150-0160(26))
Workshop and Seminar Records (OCI-006(a) and OCI-006(b) and OCI-006(c)):
Documents the design and implementation of workshops, forums and training sessions organized by the Office of Community Involvement, including annual CBAC training, and annual retreats with CIC members and county staff. Includes presentation materials, sign-in sheets, session outlines, and related materials.
Retention: OCI-006(a) Significant program records - Retain 5 years; OCI-006(b) Class enrollment and attendance records - Retain 2 years; OCI-006(c) Other records - Retain 1 year. (OAR 166-150-0005(39))
Budget Preparation Records (OCI-003):
Records documenting the preparation of department budget requests presented to the specified governing body. 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. (OAR 166-150-0110(7))
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 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. (OAR 166-150-0005(10)
Grant Records (OCI-012(a) and OCI-012(b)):
Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which the agency is the recipient, grantor, allocator, or administrator. Grants may come from federal or state governments or foundations or other funding sources. Records may include but are not limited to applications including project proposals, summaries, objectives, activities, budgets, exhibits, and award notification; grant evaluation records and recommendations concerning grant applications; grant administration records including progress reports, budgets, project objectives, proposals, and summaries; records documenting allocation of funds; contracts; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation.
Retention: OCI-012(a) Retain successful grant records - 3 years after annual or final expenditure report submitted and approved or, as specified in agreement, whichever is longer; OCI-012(b) Retain unsuccessful grant applications - 1 year after rejection or withdrawal. (OAR 166-150-0110(16))
Information and Referral Log (OCI-001):
Documents information and referral requests received from the public, and responses to those requests. Includes information and referral questions, citizen names, contact information, and follow through notes.
Retention: Retain 2 years after last action. (OAR 166-150-0005(35))
News/Press Releases (OCI-004(a) and OCI-004(b)):
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: OCI-004(a) Policy and historic news/press releases - Retain permanently; OCI-004(b) Routine news/press releases - Retain 2 years. (OAR 166-150-0005(20))
Office Procedure Records (OCI-009):
Documents routine office procedures related to OCI operations. Includes office procedure manuals and related records.
Retention: Retain 2 years after superseded or obsolete. (OAR 166-150-0005(26))
Personnel Records (OCI-010(a) and OCI-010(b)):
Records document an individual employee's work history. Records may include but are not limited to applications; notices of appointment; employment applications; training and certification records; records of health limitations; salary schedules; tuition reimbursement records; personnel actions; performance appraisal evaluations; letters of commendation and recommendation; letters of reprimand; notices of disciplinary action; notices of layoff; letters of resignation; home address and telephone disclosures; emergency notification forms; grievance and complaint records; and related correspondence and documentation. NOTE: May also include records which document an individual employee's work related medical history. These records must be kept physically separate from employee personnel records -- in a separate location, as required by the Americans with Disabilities Act.
Retention: OCI-010(a) Letters of reprimand and notices of disciplinary action - Retain 3 years; OCI-010(b) All other records - Retain 6 years after separation. (OAR 166-150-0160(9,10))
Petty Cash Fund Records (OCI-008):
Records document petty cash activity for the agency. Records typically include requests and authorizations to establish petty cash funds, ledgers, statements, requests for disbursements, copies of receipts and invoices.
Retention: Retain 3 years. (OAR 166-150-0110(19))
Planning Records (OCI-016):
Series documents long-range plans and the development of an agency's mission statement and work objectives. Records include strategic plans, mission statements, preliminary drafts, work notes, and related correspondence.
Retention: (a) Mission statements and plans - Retain 20 years. (b)Other records - Retain 5 years. (OAR 166-150-0005(25))