Series Descriptions

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

Annual/Special Reports (MCSO2-001): Reports documenting the program or primary functional activities and accomplishments of the Sheriff's Office. Includes both annual reports and special reports (ad hoc reports on various subjects). These are often compiled from monthly, quarterly, or other subsidiary activity reports. Usually includes statistics, narratives, graphs, diagrams, and similar information.
Retention: Retain permanently. (MOAR 166-150-0005(3))

Classification Committee Records (MCSO2-002): Records documenting the proceedings of the Sheriff's Office Classification Committee. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio or visual recordings, correspondence, and related documentation.
Retention: Retain permanently. (MOAR 166-150-0005(15))

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

Monthly Statistical Reports (MCSO2-006): Used for analysis and reporting concerning the activities of the Corrections Division. Information includes data about jails and inmates provided by the corrections system (SWIS) and integrated into monthly reports. Information is available online for about one year.
Retention: Retain 20 years. (MOAR 166-150-0005(31))

Program Division Records (MCSO2-007): Correspondence, memoranda, and similar records which state or form the basis of policy, set important precedents, or record historic events related to the organization or operation of the agency. These records documents the organization and operations of the defunct Program Division. Includes letters sent and received, memoranda, notes, reports, studies, and other records.
Retention: Retain permanently. (MOAR 166-150-0005(8))

Project Records (MCSO2-008(a) and MCSO2-008(b)): Documents departmental projects assigned to this program because they affect the entire department or require special resources. Records vary widely depending on project but could include project proposals, interim and final reports, research material, maps and plans, blueprints and drawings, project plans and budgets, and related correspondence.
Retention: MCSO2-008(a) Significant projects: retain permanently; MCSO2-008(b) Other projects: retain 5 years after project completed or abandoned. (MOAR 166-150-0005(31))

Strategic Planning Records (MCSO2-009): Series documents the strategic planning process for the Sheriff's Office. Records include strategic plans, mission statements, preliminary drafts, work notes, steering committee records, yearly operational plans and reviews, quarterly plans, and related correspondence.
Retention: Retain 20 years. (MOAR 166-150-0005(23))

Uniform Crime Reports (MCSO2-010): Statistical reports showing types and numbers of criminal investigations and arrests. Includes daily, monthly, and annual compilations. Reports show date, type of offense or incident, persons charged, investigations, department personnel actions, jail counts, and related information.
Retention: Retain permanently. (MOAR 166-150-0135(1))