Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0110 - Financial Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1) Accounts
					Payable Records: Records documenting payment of agency bills for general
					accounts excluding grants. Includes reports, invoices, statements, vouchers,
					purchase orders, payment authorizations, receipt records, canceled checks or
					warrants, and similar records. SEE ALSO Grant Records in this section for
					records documenting expenditure of grant funds. (Minimum retention: 3 years)
(2) Accounts Receivable Records:
					Records documenting revenues owed to the agency by vendors, citizens,
					organizations, governments, and others to be credited to general accounts
					excluding grants. Also documents billing and collection of moneys. May include
					reports, receipts, invoices, awards, logs, lists, summaries, statements, and
					similar records. Information often includes, receipt amount, date, invoice
					number, name, account number, account balance, adjustments, and similar data.
					SEE ALSO Grant Records in this section for records documenting receipt of grant
					funds. (Minimum retention: 3 years after collected or deemed uncollectible)
(3) Audit Reports, External:
					Records documenting annual audits of the financial position of the agency
					conducted by external auditors in accordance with statutory requirements
					described in ORS 297.405 through 297.555. Subjects include accounting
					principles and methods, the accuracy and legality of transactions, accounts,
					etc., and compliance with requirements, orders, and regulations of other public
					bodies pertaining to the financial condition or operation of the agency.
					Information includes accountant's summary, combined financial statements,
					schedules, balance sheet details, comments, recommendations, and related data.
					SEE ALSO Internal Audit Records in the Administrative section. (Minimum
					retention: Permanent)
(4) Balance
					Status and Projection Reports: Reports created for internal use documenting the
					status of funds, bank accounts, investments, and other accountings of agency
					funds. Includes budget allotment and fund reconciliation reports. Also includes
					projection records related to future receipts and disbursements. Reports are
					generated on a daily, weekly, monthly, quarterly or similar basis. Information
					includes date, account balances, type and summary of activity, and related
					data. (Minimum retention: 3 years)
(5) Bond Records (Employee): Records
					documenting the posting of fidelity, performance, or position bonds to
					guarantee the honest and faithful performance of elected officials, individual
					employees, or groups of employees. Details of bonds vary, however information
					usually includes name and position(s) of individual or group, amount of
					coverage, effective and expired dates, and related data. (Minimum retention: 6
					years after expiration)
(6) Budget
					(Adopted) Records: Documenting the final annual financial plan approved by a
					governing body for all agency expenditures. Information may include budget
					message, financial summaries, revenues and expenditures, operating programs,
					debt service, position and wage analysis, overhead allocations, organization
					charts, previous actual and budgeted amounts, and related data. Duplicate
					copies should be retained as needed. (Minimum retention: (a) County budgets
					filed with the County Clerk: Permanent (b) Special district and other budgets:
					2 years)
(7) Budget Preparation
					Records: 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. (Minimum retention: 2 years)
(8) Check Conversion Records: Records
					document checks received from customers that are electronically deposited after
					being imaged and converted to an Automated Clearing House (ACH) transaction or
					Image Replacement Document (IRD) (Minimum Retention: (a) Retain original paper
					instrument 30 days, destroy (b) Retain ACH transaction or IRD 6 years, destroy)
(9) Competitive Bid Records:
					Records document the publication, evaluation, rejection and award of quoted
					bids to vendors and other entities. Records may include but are not limited to
					requests for proposals (RFPs), requests for qualifications (RFQs), invitations
					to bid (ITBs), requests for information (RFIs), bid exemption documents, bid
					and quote lists, notices of bid opening and award, comparison summaries,
					spreadsheets, tabulation worksheets, bid advertising records, tally sheets, bid
					specifications, correspondence, and related records. SEE ALSO Purchasing
					Records in this section. (Minimum retention: (a) Retain accepted bids 10 years
					after substantial completion (as defined by ORS 12.135(3)) (b) Retain other
					accepted bids: 6 years after bid awarded or canceled (c) Retain rejected bids
					and bid exemptions: 2 years after bid awarded or canceled)
(10) Credit and Debit Receipts: Agency's copy
					of credit or debit card receipts documenting payment received by an agency.
					Records include customer's name and account information. (Minimum Retention:
					Retain 36 months after transaction, destroy)
(11) Credit Slips: Slips issued to citizens
					who have withdrawn from agency-sponsored classes or activities and are due
					credit for all or part of fees paid. Information usually includes name of class
					or activity, date, expiration date, name and address of citizen, and related
					data. (Minimum retention: 3 years after credit expired or redeemed)
(12) Financial Impact Analysis Records:
					Records documenting the financial analysis of various agency practices. Useful
					for planning future budget proposals. Records include reports, studies,
					worksheets, and similar records. Subjects may include the impact of specific
					ballot measures, proposals to increase permit fees, sick leave use analysis,
					and the agency's relationship with various utilities. (Minimum retention: 3
					years)
(13) Financial Reports:
					Reports documenting the general financial condition and operation of the
					agency. Includes information on the value of all agency owned property and an
					accounting of all income and expenditures in relation to the final budget.
					Records may include monthly, quarterly, annual and similar reports. (Minimum
					retention: (a) Annual reports: Permanent (b) Other reports: 3 years)
(14) General Ledgers: Records documenting the
					summary of accounts reflecting the financial position of the agency.
					Information often includes debit, credit, and balance amounts per account,
					budget, fund, and department numbers, and totals for notes receivable, interest
					income, amounts due from other funds, federal grants received, bank loans
					received, cash in escrow, deferred loans received, cash, encumbrances, revenue,
					accounts receivable, and accounts payable, as well as other data. (Minimum
					retention: (a) Year end ledgers: 10 years (b) Other general ledgers: 3 years)
(15) Gift and Contribution
					Records: Records documenting gifts and contributions given to the agency by
					sources outside of government. Records may include memorial donation records
					related to money to be used by the agency in the name of an individual. Often
					contains donor and acknowledgement letters, acquisition lists itemizing
					purchases with contributed money (books, art, equipment, etc.) checks,
					receipts, and related records. (Minimum retention: (a) For retention of
					conditional gift, contribution and donation records: see Contracts and
					Agreements in the Administrative Records section (b) Retain other records: 3
					years)
(16) Grant Records: 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. (Minimum retention: (a) Retain final
					reports from significant (as defined by county or special district policy)
					grants to the county or special district: Permanent (b) Retain records
					documenting the purchase and/or disposal of real property: 10 years after
					substantial completion (as defined by ORS 12.135(3)), or 3 years after final
					disposition, or as specified in agreement, whichever is longer (c) Retain other
					grant records: 3 years after annual or final expenditure report submitted and
					approved or, as specified in agreement, whichever is longer (d) Retain
					unsuccessful grant applications: 1 year after rejection or withdrawal)
(17) Improvement Records,
					Administrative and Financial: Records documenting the non-technical and
					financial administration of assessable and non-assessable county improvements
					including capital improvements, local improvement districts (LID), urban
					renewal, and economic improvement districts. Records often include affidavits
					of posting, notices or proposed assessment, certificates of mailing, interested
					party letters, bid quotes, reports, and awards, expense reports, purchase
					orders, requisitions, cost analyses, construction and maintenance bonds and
					insurance, and related administrative and financial records not located
					elsewhere in this schedule. SEE ALSO Assessment Dockets, Ledgers, and
					Registers; Bond Authorization Records; and other record series in the Financial
					section for records documenting legislative actions such as resolutions of
					intent to assess and ordinances for improvements. (Minimum retention: (a)
					Retain records of project cost: 3 years after disposal or replacement of
					facility, structure, or system (b) Retain all other improvements 10 years after
					substantial completion (as defined by ORS 12.135(3))
(18) Inventory Records: Inventory records
					documenting the capitalized assets and expendable property of the agency.
					Examples of capitalized assets may include but are not limited to buildings,
					real estate, infrastructure assets, vehicles, equipment, and furniture.
					Examples of expendable assets include office supplies and other small, office
					purchases. 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 control
					inventories. SEE ALSO Grant Records for inventories of property purchased with
					grant funds. For inventories documenting other special uses, see Historic
					Structure Inventory Records in the Planning and Development section; Bridge
					Inspection Records in the Public Works-Engineering section; and Property and
					Evidence Control and Disposition Records in the Law Enforcement section.
					(Minimum retention: (a) Retain records of capitalized assets: 3 years after
					disposal or replacement of asset (b) Retain records of expendable property: 3
					years or until superseded, whichever is longer)
(19) Petty Cash Fund Records: Records
					document petty cash activity for the agency. Records include requests and
					authorizations to establish petty cash funds, ledgers, statements, requests for
					disbursements, copies of receipts and invoices. (Minimum retention: 3 years)
(20) Purchasing Records: Records
					documenting orders, authorizations, and evidence of receipt of the purchase of
					goods and services by the agency. Includes purchase orders and requests,
					purchase authorizations, requisitions, contract release orders, material and
					cost specifications, central stores or printing orders, telephone service
					orders, and similar records. SEE ALSO Competitive Bid Records in this section;
					and Grant Records in this section for records documenting expenditure of grant
					funds and Improvement Administrative and Financial Records in this section for
					related purchasing records. (Minimum retention: 3 years)
(21) Signature Authorization Records: Records
					documenting the authorization of designated employees to sign fiscal and
					contractual documents. Useful as an aid for management control over
					expenditures. Information usually includes authorization date, name, sample
					signature, position, remarks, conditions, and related data. (Minimum retention:
					6 years after authorization superseded or expired)
(22) Subsidiary Ledgers, Journals, and
					Registers: Records documenting details of transactions such as those related to
					receipts and expenditures on a daily, monthly, quarterly or similar basis.
					Includes journals, ledgers, registers, day books, and other account books that
					provide backup documentation to the general ledger. May include details of
					revenues, expenditures, encumbrances, cash receipts, warrants, and others.
					(Information often includes date, payee, purpose, fund credited or debited,
					check number, and similar or related data. SEE ALSO Grant Records in this
					section for records documenting transaction of grant funds. (Minimum retention:
					(a) Year end payroll register: 75 years (b) Trust fund ledgers: 3 years after
					trust fund closed (c) Other subsidiary ledgers, journals, and registers: 3
					years)
(23) Travel Records,
					Employee: Records documenting requests, authorizations, reimbursements, and
					other actions related to employee travel. Includes expense reports and
					receipts, vouchers, requests, authorizations, and related documents. Retention
					applies to private vehicle usage as well. Information often includes estimated
					costs, prepayments, final costs, destination, method of transportation, travel
					dates, approval signatures, and related data. (Minimum retention: 3 years)
(24) Unclaimed Property Report
					Records: Records document annual reports submitted to the Department of State
					Lands of financial assets being held for a person or entity that cannot be
					found. Series includes Holder Report, owner information, correspondence and
					other related documents. Note: Unclaimed property is not real estate, abandoned
					personal property, or lost and found items. (Minimum Retention: 3 years after
					the property is remitted to the Department of State Lands)
(25) Vendor Lists: Lists documenting vendors
					providing goods and services to the agency. Information usually includes vendor
					name of person or company, address, and phone number, name of contact person,
					as well as a description of goods or services provided. (Minimum retention:
					Until superseded or obsolete)
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 &
							357.805-357.895