Series Descriptions

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

Committee Records (MCSO8-001): Records documenting the County's Sheriff's membership and participation (usually in an ex officio capacity) on various county and professional committees and organizations. Records include minutes, agendas, schedules, correspondence, meeting records, and similar documentation.
Retention: Retain 2 years. (MOAR 166-150-0005(16))

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

County Sheriff's Correspondence (MCSO8-002): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of the County Sheriff's office (including the deputy county sheriff). Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions.
Retention: Retain permanently. (MOAR 166-150-0005(8))

Court Case Records (MCSO8-003): Documents court cases involving the Sheriff's Office. Used as reference and as background for continuing issues. Records may include legal briefs and supporting documentation, court hearing records and orders, exhibits, research notes and background material, related correspondence, and similar records.
Retention: Retain 10 years. (MOAR 166-150-0005(8))

Facility Siting Records (MCSO8-005): Documents the Sheriff's Office involvement in the process to site correctional facilities. Includes records documenting planning, public involvement, construction, and use. Most extant records document the siting of the Wapato Jail. Records include Siting Advisory Committee records, public forum records, copies of site plans, land use planning records, construction reports, correspondence, and related records.
Retention: Retain 25 years. (2007-0017/034, Expires: 04/01/2012)

Films (MCSO8-014): Series documents important events in the history of the Sheriff's Department. Includes 16 and 8mm films. One is labeled Vanport Flood. Records are currently maintained in the Hansen Building.
Retention: Retain permanently. (MOAR 166-150-0005(41))

Internal Managers Meeting Records (MCSO8-006): Records documenting meetings of various department manager groups. These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items.
Retention: Retain 5 years. (MOAR 166-150-0005(16))

Legal Opinions (MCSO8-007): Formal opinions rendered by the county attorney's office for the Sheriff's Office. Documents the rationale for policy and maintains consistency in related issues. Information usually includes date, department requesting opinion, and the text of the opinion.
Retention: Retain permanently. (MOAR 166-150-0030(5))

Legislative Tracking Records (MCSO8-008): Series used to monitor legislation which may have an impact on the department's current operations or policies. Records include concept statements, proposals, bill logs, fiscal/organizational impact analysis papers, copies of bills, testimony summaries, committee reports, agendas, and correspondence.
Retention: Retain 2 years. (OAR 166-150-0005(14))

Photographs (MCSO8-012): Series provides visual documentation of the Sheriff's Office staff, events, buildings, and equipment. Records include black and white photographs, color photographs, and negatives. Some indexing and identification exists. Currently maintained in the Hansen Building.
Retention: Retain permanently. (MOAR 166-150-0005(41))

Policy Statements and Directives (MCSO8-009): Series documents review, assessment, development, and authorization of the department's policies and procedures. Records may include authorizing bulletins and advisories, mission and goal statements, 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.
Retention: Retain 20 years after superseded. (MOAR 166-150-0005(25))

Press Releases (MCSO8-010(a) and MCSO8-010(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: MCSO8-010(a) Policy and historic news/press releases: Retain permanently; MCSO8-010(b) Routine news/press releases: Retain 2 years. (MOAR 166-150-0005(18))

Public Records Requests (MCSO8-011): Records document requests for disclosure of public records and provide a record of responses. Records include requests for disclosure, types of records requested, request logs, approvals, denials, copies of petitions to the District Attorney for review of denials of disclosure, District Attorney Orders to grant or deny disclosure, correspondence, and related documentation. The most common type of request is for mug shots.
Retention: Retain 2 years. (MOAR 166-150-0095(13))

Scrapbooks (MCSO8-013): Series documents important events in the history of the Sheriff's Department. Includes mounted information like photographs, news clippings, flyers, and similar records. Currently maintained in the Hansen Building.
Retention: Retain permanently. (MOAR 166-150-0005(41))